International Journal of Research Studies in Educational Technology
Divine Word College of San Jose Special Issue
Volume 10, Issue Number 1
Available Online: 2 April 2026
Author/s:
Llanes, Jayson Boy C.
University of Nueva Caceres, Philippines (jaysonboy.llanes@unc.edu.ph)
Abstract:
Educational institutions face increasing challenges in managing large volumes of administrative records while ensuring administrative efficiency, artificial intelligence, data privacy, disaster resilience, and digital records management in public schools. This study examined the current records management practices and challenges encountered by public secondary schools in the San Fernando District, Department of Education (DepEd) Division of Camarines Sur. It developed an artificial intelligence (AI)-based digital records management system to enhance administrative efficiency and disaster resilience. The study employed a descriptive-developmental research design using a mixed-method approach. Data were collected through a structured survey questionnaire and open-ended responses from ten (10) purposively selected respondents, composed of five (5) school heads and five (5) administrative officers in public schools. Quantitative data were analyzed using frequency, percentage, and weighted mean, while qualitative data were examined through thematic analysis. Findings showed that schools implement records management practices for capture, classification, access, and archival; however, these processes remain largely manual and paper-based. Challenges identified include difficulties in data management, limited digitalization, concerns about data privacy, and vulnerability of records to disasters. Based on these findings, a Secure, Managed, Automated, Resilient, and AI-Based, Technology-Driven (SMART) AI-based digital records management system was developed to improve records organization, enhance information retrieval, strengthen data security, and support disaster-resilient storage. The study concludes that integrating AI-based systems can modernize records management practices and support digital transformation and administrative governance in public schools.
Keywords: administrative efficiency, artificial intelligence, data privacy, disaster resilience, digital records management, public schools
DOI: https://doi.org/10.5861/ijrset.2026.26012
Cite this article:
Llanes, J. B. C. (2026). AI-based records management system for administrative efficiency and disaster resilience in San Fernando, Camarines Sur public schools. International Journal of Research Studies in Educational Technology, 10(1), 171-183. https://doi.org/10.5861/ijrset.2026.26012