ABSTRACT
This study evaluated the extent of digitalization in records management and the digital proficiency of the 109 non-teaching personnel in public secondary schools as a basis for a proposed Learning and Development design. Particularly, it sought to answer the following questions: What is the extent of digitalization in records management along: Communication Handling, Filing and Storage, Data Maintenance, Records Disposition, and Appraisal and Archiving; Is there a significant difference in the extent of digitalization among the variables; What is the level of digitalization skills of the personnel along: Hardware, Basic Operations, Information Management, Problem Solving, and Digital Communication; Is there a significant difference in the level of skills among the variables; and What Learning and Development design can be proposed based on the findings.
Findings revealed that the overall extent of digitalization in records management was Moderately Digitalized with a weighted mean of 2.95. Among the records management functions, Communication Handling registered the highest weighted mean of 3.24, while Appraisal and Archiving obtained the lowest weighted mean which is 2.81, indicating limited emphasis on long-term records preservation. ANOVA results confirmed a significant difference in the extent of digitalization among the variables (F = 18.00 > 2.78, p < 0.05), leading to the rejection of the null hypothesis.
In conclusion, while public secondary schools have successfully integrated digital tools to support routine coordination and administrative tasks, a Readiness-Implementation gap persists. Non-teaching personnel possess the technical competence required for advanced digital systems; however, institutional practices remain focused on front-end operations, with limited attention to the full records management lifecycle.
Based on these results, the Digital Transformation and Records Management Program was developed. This proposed intervention focuses on digital archiving, cloud integration, and data privacy to align personnel competencies with institutional needs. It is recommended that school administrators institutionalize this program to maximize the existing digital leverage of the non-teaching workforce.
INTRODUCTION
In the current educational setting, non-teaching personnel in public secondary schools play a crucial role in supporting administrative and academic operations. Many schools continue to use traditional, paper-based record-keeping methods, which often lead to document loss, slow information retrieval, data inaccuracies, and inefficient workflows.
To address these concerns, the Philippine government has introduced policies that encourage the adoption of digital systems in public offices. Republic Act No. 11032, also known as the Ease of Doing Business and Efficient Delivery of Government Service Act of 2018, promotes the use of technology to simplify processes and improve the delivery of government services. Similarly, the Republic Act No. 10844 established the Department of Information and Communications Technology (DICT), which promotes the integration of ICT in government offices, including schools.
Within this context, digitalization in records management has become a significant strategy for advancing administrative efficiency. By shifting from manual systems to digital platforms, schools can enhance the accuracy, accessibility, and security of institutional records. Therefore, this study aims to explore how digitalization serves as leverage for non-teaching personnel in managing school records more effectively. It aims to identify the extent to which digital systems improve efficiency, accuracy, and accessibility of records in public secondary schools while aligning with existing legal frameworks. In addition, this study aims to evaluate the readiness, capability, and challenges faced by non-teaching personnel in adapting to digitalization in records management, to recommend strategies to improve the administrative operations and promote sustainable digital transformation in the education sector, specifically the records management sector.
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