2026 IJRSE – Volume 15 Issue 3
CollabWritive Special Issue
Available Online: 2 February 2026
Author/s:
Diesta, Marianne P.*
Graduate School, Lyceum of the Philippines University – Batangas, Philippines (marianne.diesta@gmail.com)
An, Imelda L.
Lyceum of the Philippines University-Batangas, Philippines
Abstract:
This study examined the interrelated dimensions of the Records Management System (RMS): Compliance, Effectiveness, and Challenges with the aim of assessing its current state of implementation and formulating targeted intervention programs to address identified gaps for improvement within a targeted Schools Division Office. A quantitative descriptive research design was employed to determine the levels of compliance, effectiveness, and challenges in Records Management System implementation and involved 500 respondents composed of designated records administrators, focal persons, custodians, and registrars from both teaching and non-teaching personnel. Results revealed that the majority of respondents were permanent employees with more than ten years of public service experience and were primarily in teaching positions. This finding indicates that records management functions are largely handled by teaching personnel assigned ancillary responsibilities alongside their instructional duties. Findings further demonstrated a high level of compliance across all records management subdomains, reflecting the SDO’s strong adherence to established internal policies and external regulatory standards. Despite these positive outcomes, challenges in records management identified insufficient training of records personnel as a critical concern across all indicators, underscoring the need for sustained capacity-building initiatives to enhance records management competencies. Overall, the effectiveness of Records Management System implementation was rated as highly effective, particularly in the areas of receiving and releasing, reporting, and technical assistance. Moreover, significant relationships were found between compliance and challenges in receiving and releasing, as well as between technology and infrastructure, highlighting the importance of adequate technological resources for efficient document handling. Technical assistance effectiveness was also significantly associated with all challenge subdomains, suggesting that the overall effectiveness of the RMS is highly contingent upon personnel training, technological infrastructure, and storage and maintenance capacity. The study proposed a framework aimed at sustaining and continuously improving the Records Management System by prioritizing the lowest-performing indicators across each variable, thereby strengthening institutional capacity, operational efficiency, and long-term compliance within the Schools Division Office.
Keywords: records management system, Madiesta framework, schools division office, implementation of records management system
DOI: https://doi.org/10.5861/ijrse.2026.26602
Cite this article:
Diesta, M. P., & An, I. L. (2026). Compliance, challenges, and effectiveness of records management system in a schools division office. International Journal of Research Studies in Education, 15(3), 13-23. https://doi.org/10.5861/ijrse.2026.26602
* Corresponding Author