Challenges and Opportunities in Records and Archives Management of the Legislative Departments in the Province of Antique: Basis for a Proposed Digitized Data Banking System
DOI:
https://doi.org/10.5281/zenodo.23271658Keywords:
records management, legislative departments, digitization, data banking system, cybersecurity, cloud storageAbstract
This study determined the challenges and opportunities in records and archives management in the legislative departments of the 18 municipalities in the Province of Antique as a basis for a proposed digitized data banking system. A descriptive-quantitative design was employed using total enumeration of 18 records officers directly responsible for legislative records and archives. Data were gathered through a validated researcher-made questionnaire, pilot-tested for reliability, and analyzed using percentages and weighted means in IBM SPSS Statistics. Findings showed that the extent of implementation was weakest in data acquisition (M = 3.22), while data storage (M = 4.00) and data security (M = 3.94) were generally implemented but remained constrained by limited server capacity, environmental risks, absence of encryption, and insufficient cybersecurity training. The principal challenges were data acquisition (M = 3.53), data storage (M = 3.43), and data security (M = 3.86), with recurring concerns involving insufficient ICT infrastructure, financial limitations, staff capability gaps, and weak protection mechanisms. Respondents strongly supported opportunities for improvement in data acquisition (M = 4.47), data storage (M = 4.21), and data security (M = 4.31), particularly through ICT investment, standardized digital procedures, regular backups, scalable cloud systems, advanced cybersecurity measures, and staff training. The study concluded that legislative departments recognize the weaknesses of current records practices and demonstrate readiness for technological and procedural modernization. A phased digitized data banking system integrating digital acquisition, cloud-based storage, encryption, access controls, standardized procedures, and capacity-building was therefore proposed to strengthen efficiency, accessibility, accountability, and records security.
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