Chapter 2

Review of Related Literature and System

In this chapter, the researcher discussed the summary of different literature

and systems that relates to the study being conducted. This chapter includes research
papers, articles, finished thesis, and other materials that can be used as a reference
during the study. The works of literature included in this chapter will help to better
understand the concept of the research at hand.

2.1 Related Literature

To understand what archiving really is, it’s important to look back to its
history and general concept. A book entitled “The History of Archives: State of the
Discipline” written by Elizabeth Yale (2015) states that “the history of archives seeks
to understand archives as subjects of history, not just as its sources. The field has
opened up new ways of thinking about major historical trends: the rise of the nation
state, the development of public and private spheres, the growth of global institutions,
and the ever-increasing emphasis on data in our information-rich “knowledge
economy.” Archives are crucial sites for the exercise of political power as well as
profoundly important resources for defining community identity. The work that
archives do emerges from the tension between these functions, as well as the gaps
between archival ambitions (information mastery, objectivity) and archival realities
(partiality, anxiety, failures of access).”

A research by Nikolić, M., Petrović, V., et. al., (2013) defines modern
archiving as the “precise marking and storing of a document, as well as its keeping
and processing, which supplies the conditions for its quick and efficient finding.
There are several ways of archiving the documents: data libraries, microfilms,
scanning and electronic archiving. Electronic archiving requires the existence of
database which enables fast approach to pieces of information, simple search of the
documents in the archive, protection from destruction or misuse, decreasing of the
archive space, lower costs of operating as well as full monitoring of the documents.”

According to Mullins, C. (2006), organizations are generating and keeping

more data now than at any time in history before. This is so for many reasons. First of
all, the amount of data in general is growing. According to industry analysts,
enterprise databases are growing at the rate of 125% annually. Even more interesting
is that as much as 80% of the information in those databases is not actively used (in
other words, it is ready for archiving). Data may need to be retained for both internal
and external reasons. Internal reasons are driven by company needs. If an organization
business requires the data to conduct business and make money, then that data will be
retained. Today’s modern organizations are storing more data for longer periods of
time for many internal reasons. Typically, data is stored longer than it used to be to
enable analytical processes to be conducted on the data. Data warehousing, data
mining, OLAP, and similar technologies have delivered more and better techniques
for extracting information out of data. So businesses are inclined to keep the data
around for longer periods of time. But external reasons, typically driven by the
mandate to comply with legal and governmental regulations are another significant
factor driving the need to store more data.

In an article written by Malak, H. A. (2022), he said that digital archiving is an

important practice that organizations should take seriously. He mentioned that digital
archiving helps prevent data loss and other disasters from happening, while also
ensuring that records are preserved and can be accessed anytime. It is a process if
preserving digital content for future use. He added that organizations, whether for-
profit or not-for-profit, need to have a way to document and store digital records.

An article written by scholasticahq.com highlights the benefits of publishing

and preserving written works in an archive. They mentioned that as journals move
online and articles are published in digital, rather than physical formats, it’s becoming
increasingly important for publishers to take steps to ensure that their articles will
always be available to readers, even in the event of a publication being lost or
discontinued. The best way to ensure that journal articles will always be accessible to
readers is to deposit all published articles into a long-term digital preservation service
or archive. For open-access journals, in addition to ensuring content preservation,
archiving can help raise awareness of published articles. Many scholars use public
archives, such as the National Library of Medicine’s full-text archive PubMed Central
(PMC), to search for relevant content. Depositing articles into publicly accessible
archives can expand their reach, use, and consequently impacts.
 Schools, in the same regard, need to have an archive where they can store
valuable records from both the students and the school’s staff. Developing a school
archive provides a valuable service-learning opportunity for students and creates a
lasting legacy from which future students will benefit. (Tilley, M., 2008) In a case
study done by Glandt, L., she said that “a school’s archival history is only as good as
the intention and willingness of people to identify valuable records and commit to
maintaining a safe space to preserve them for the future.”

2.2 Local Related Systems

The National Archives of the Philippines

The task of guaranteeing that documents and records are preserved and
accessible to the public lies with the National Archives of the Philippines. Its main
responsibility is to preserve the primary sources of information on Philippine history,
the basic components of cultural heritage, and collective memory. These documentary
sources are the embodiment of community identities as well as testaments to shared
national experiences. The Archives utilizes a two-pronged approach where effective
records management goes hand-in-hand with the development of a sense of pride in
one’s heritage. To achieve its goals, the Archives interact with other government
agencies and the private sector to set up projects which will illustrate how heritage
resources can be used for enhancing community life. Archival materials can be
utilized for tourism information, creative product design, and heritage education
modules that revitalize the youth’s sense of identity and membership in a dynamic,
multifaceted nation. (2022)

Electronic Document Archival System of Sto. Niño National High School

Despite the snags and challenges of the manual operations, some of the public
high schools in the Philippines, particularly those in the provinces, still do not use
computerized systems for the development of the system itself is costly. One of the
operations of the schools is the manual archiving of 201 files that contain employees’
personal information and profile. As the files are hard-copy documents filed in
cabinets and folders, there were incidents of loss of files, duplicate data- entry,
unsecured storage, and difficulty in retrieving and updating records. Oftentimes, these
records are needed to be reproduced and updated for promotion and accreditation. The
development of the system resulted in a well- organized, uniform, and easy-to-search
records. Specifically, the electronic archiving system developed store records
(documents) into a safer and secured database that can be retrieved easily and free
from any damage. However, it should also be emphasized that the most efficient way
to have a good process in keeping the records is to have organized manual operations
aside from a computerized archiving system to automate it. (Cuevas, L. A. &
Casauay, R., 2022)

CollaborateIT: A CSS IT Thesis Program with Electronic Document

Management System

This paper presents the development of a Portal with Electronic Document

Management System for the Information Technology Department under the College
of Computer Studies of De La Salle University - Manila. The system covers the entire
thesis process as well as the document management of the different thesis documents.
The main objective of this system is to provide a portal that can help better track and
accomplish the thesis cycle. Having a system like this allows the faculty to save time
and increase productivity since their tasks can be done without the need to wait for
other faculty members such as when they are evaluating requests and documents.
Through the system, a defense schedule can also be created. This is one of the most
time consuming process which the thesis coordinator will have to manually create
before by comparing each Enrollment Assessment Form (EAF) of students. For
students, it is expected that with the implementation of this system, they will have a
more convenient and better thesis stage. This system will allow open a better
communication between them and the faculty members. (del Rosario, E., del Rosario,
J., et. al., 2016)

2.3 Foreign Related Systems

ABSTRACT
The study aimed to develop Online Thesis Archiving System for UMAK that would
help the students,
faculty or whoever are in need to easily access theses. Users can access the system
even if they are off
of the school since it is an online system.
Users will register by filling up the registration form. Upon registering the system will
send email
verification to the user for security purposes. The system has the features of
searching, previewing of
full theses and abstract, users can also download thesis. The searching has filter by
title, author, subject
matter, year submitted, and program title. Users will be able to know what the most
viewed thesis is.
They can also save a particular thesis offline by adding it on their profile. The system
will be managed by
the admin which is the librarian. Admin can update, delete, and upload thesis. The
system has the
dashboard which displays the numbers of users registered, number of thesis per
college, number of
views per thesis and number of abstract viewed.
The study aimed to develop Online Thesis Archiving System for UMAK that would
help the students,
faculty or whoever are in need to easily access theses. Users can access the system
even if they are off
of the school since it is an online system.
Users will register by filling up the registration form. Upon registering the system will
send email
verification to the user for security purposes. The system has the features of
searching, previewing of
full theses and abstract, users can also download thesis. The searching has filter by
title, author, subject
matter, year submitted, and program title. Users will be able to know what the most
viewed thesis is.
They can also save a particular thesis offline by adding it on their profile. The system
will be managed by
the admin which is the librarian. Admin can update, delete, and upload thesis. The
system has the
dashboard which displays the numbers of users registered, number of thesis per
college, number of
views per thesis and number of abstract viewed.
Thesis Project Archive System (T-PASS)

Thesis Project Archive System (TPASS) was developed to help students more
easily to find their desired report. Students can enter the system at every time. In
addition, the safety report is also more secure as more systematic management
methods in the T-PAS can create data integrity in it. By using storage approach using
database system, it will prove to be helpful to manage the report thesis in FSKKP for
their students more effectively. The system can help thesis information stored in the
database and users can interact with the system to get the information about the thesis
their want. Each thesis done by FSKKP’s students will have their level and also grade.
In current situation, the theses only arrange in thesis library room and do not have the
proper information to help the students find their wanted thesis. With a system,
students can find the thesis in an easy way and safe time. (Bin Ismail, S. N., 2013)

Web-Based Book Archive System

 Any entity without a history is likened to a plant without a root. The
digitalization of humans kick not away record-keeping, rather it didn’t only embed
itself but also enhanced record-keeping digitally so that records kept are properly
preserved and easily accessed. The reoccurrence of issues, though in different
dimensions, can be solved with the root of archive because roots of similarities to the
issue can be seen in an archive. Hence, this research system helps to automate the
manual archive with books as the only content, and it is designed to easily locate any
archive that is sought for by a user. (Hampo, J., 2015)

University Archives Management System

Archive management is one of the routine tasks of colleges and universities.

The effective use of college archives is of great significance to college brand building,
cultural heritage, teaching reform, scientific research and innovation. Based on the
major colleges and universities, this paper aims to explore the improvement of
university archives management in the information age. It uses the literature review
method, research method, experimental method, and object-oriented method to
analyse. This paper analyzed the current situation of university archives management
work, summed up the problems existing in archives management work, improved the
archives management system of colleges and universities, and implemented it by
means of management information system. ( Zuheng, Lv & Heyuzi, Shi, 2020)