Design Of A Legislative Records Management System: A Phased Intervention For The Sangguniang Bayan Of Garchitorena

Abstract

This study analyzed the current legislative records management practices and challenges and developed a context-specific Legislative Records Management System (LRMS) for the Sangguniang Bayan of Garchitorena. The study addressed the persistent reliance on manual and paper-based records management systems, which resulted in delayed document retrieval, limited accessibility, risks of record loss and deterioration, and operational inefficiencies in legislative processes. Grounded in ISO 15489 Records Management Theory, E-Governance Maturity Theory, and the Technology Acceptance Model (TAM), the study utilized Design and Development Research (DDR) Type 1 with a mixed methods approach. Quantitative and qualitative data were gathered from 40 respondents composed of Sangguniang Bayan members, secretariat staff, municipal officials, barangay officials, and stakeholders through survey questionnaires, interviews, and document analysis. Descriptive statistics, weighted mean, standard deviation, and thematic analysis were employed in analyzing the data. Findings revealed that the current legislative records management practices were “Often Practiced” with a domain mean of 4.11, indicating that the system remains functional but highly dependent on manual processes. Respondents also “Strongly Agreed” that the existing manual system posed significant operational challenges with a domain mean of 4.54, particularly in terms of retrieval delays, storage limitations, risks of record damage, and limited accessibility of information. Based on the identified gaps and operational realities of the municipality, the study developed a phased and hybrid Legislative Records Management System integrating manual and digital processes to improve records organization, retrieval, accessibility, transparency, and administrative efficiency. Stakeholders and expert validators generally assessed the proposed intervention as relevant, feasible, and potentially effective for the operational context of the Sangguniang Bayan of Garchitorena. The study concluded that a phased and context-sensitive LRMS serves as a practical and sustainable intervention for geographically isolated and resource-constrained local government units.