TECHNOLOGY

AND LIVELIHOOD 9
EDUCATION
COMPUTER SYSTEMS SERVICING
Technology and Livelihood Education– Grade 9
Quarter 4 – Module 13: Record Systems
First Edition, 2020

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Published by the Department of Education Division of Pasig City

Development Team of the Module

Writer: Ma. Gloria Lisette Gay R. Espinas
Editors: Maria O. del Barrio, Jhoanna V. Navata
Reviewers: Maria O. del Barrio, Jhoanna V. Navata

Illustrator: Edison P. Clef

Layout Artist:
Management Team: Ma. Evalou Concepcion A. Agustin
OIC-Schools Division Superintendent
Carolina T. Rivera, CESE
OIC-Assistant Schools Division Superintendent
Manuel A. Laguerta EdD
Chief, Curriculum Implementation Division
Victor M. Javeña EdD
Chief, School Governance and Operations Division and

Education Program Supervisors

Librada L. Agon EdD (EPP/TLE/TVL/TVE)
Liza A. Alvarez (Science/STEM/SSP)
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Teresita P. Tagulao EdD (Mathematics/ABM)

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City
 T. L. E. 9
COMPUTER SYSTEMS SERVICING

Quarter 4
Self-Learning Module 12
Record Systems
Introductory Message

For the facilitator:

Welcome to the Technology and Livelihood Education Module on Computer
Systems Servicing 9!
This module was collaboratively designed, developed and reviewed by
educators from Schools Division Office of Pasig City headed by its Officer-
In-Charge Schools Division Superintendent, Ma. Evalou Concepcion A.
Agustin in partnership with the Local Government of Pasig through mayor,
Honorable Victor Ma. Regis N. Sotto.
The writers utilized the standards set by the K to 12 Curriculum using the
Most Essential Learning Competencies (MELC) while overcoming their
personal, social, and economic constraints in schooling.
This learning material hopes to engage the learners into guided and
independent learning activities at their own pace and time. Further, this
also aims to help learners acquire the needed 21st century skills especially
the 5 Cs namely: Communication, Collaboration, Creativity, Critical
Thinking and Character while taking into consideration their needs and
circumstances.
In addition to the material in the main text, you will also see this box in the
body of the module:

Notes to the Teacher

This contains helpful tips or
strategies that will help you in
guiding the learners.

As a facilitator you are expected to orient the learners on how to use this
module. You also need to keep track of the learners' progress while
allowing them to manage their own learning. Moreover, you are expected
to encourage and assist the learners as they do the tasks included in the
module.
For the learner:
Welcome to the Technology and Livelihood Education Module on Computer
Systems Servicing!
The hand is one of the most symbolized part of the human body. It is often
used to depict skill, action and purpose. Through our hands we may learn,
create and accomplish. Hence, the hand in this learning resource signifies
that you as a learner is capable and empowered to successfully achieve the
relevant competencies and skills at your own pace and time. Your
academic success lies in your own hands!
This module was designed to provide you with fun and meaningful
opportunities for guided and independent learning at your own pace and
time. You will be enabled to process the contents of the learning material
while being an active learner.
This module has the following parts and corresponding icons:
Expectation - These are what you will be able to know after completing the
lessons in the module

Pre-test - This will measure your prior knowledge and the concepts to be
mastered throughout the lesson.

Recap - This section will measure what learnings and skills that you
understand from the previous lesson.

Lesson- This section will discuss the topic for this module.

Activities - This is a set of activities you will perform.

Wrap Up- This section summarizes the concepts and applications of the
lessons.
Valuing-this part will check the integration of values in the learning
competency.

Post-test - This will measure how much you have learned from the entire module.
 EXPECTATION
At the end of the lesson, the students should be able to:
A. define record management system;
B. differentiate metadata, survey and questionnaire;
C. appreciate the importance of component testing.

PRETEST
Directions: Choose the letter of the correct answer.

1. It provides information about other data or a certain item's content.

a. Metadata c. Recording
b. Questionnaire d. Survey

2. The efficient and systematic control of the creation, receipt, maintenance,

use and disposition of records.
a. Configuration c. Records management
b. Life-cycle management d. Survey

3. The gathering of basic information about quantity, physical form and type,
location, physical condition, storage facilities, rate of accumulation for
archival purposes.
a. Metadata c. Record survey
b. Questionnaire d. Records management

4. It is the set of questions and involves the process of collecting, aggregating,

and analysing the responses from those questions.
a. Metadata c. Records management
b. Questionnaire d. Survey

5. These are the written set of questions.

a. Metadata c. Records management
b. Questionnaire d. Survey
 RECAP

Answer the following.

1. Describe the instrument used to test the electronic component.
_________________________________________________________________
____________________________________________________________
2. Why is checking and testing electronic component important?
_________________________________________________________________
____________________________________________________________

L E S S ON

Record Systems

The ISO 15489-1: 2001 standard ("ISO 15489-1:2001") defines records

management as "the field of management responsible for the efficient and
systematic control of the creation, receipt, maintenance, use and disposition of
records, including the processes for capturing and maintaining evidence of and
information about business activities and transactions in the form of records."

Record management system is vital to protect information and data that will
ensure that all records and files are secure and can easily be accessed by authorized
users. Proper recording will help apply centralized policy management thus reducing
the risks and costs in managing record assets.

Management and control are essential to the Record Management system. It

is completed by automated classification and scheduling of records based on a pre-
existing plan and standardized structures such as:
1. auto-numbering,
2. type-based metadata,
3. lifecycle management,
4. configuration of the system with pre-defined reports to search and screen
records — allowing for the easy identification and resolution of exceptions; and a
simple to use search across full-text content,
5. file plan structures
6. records management categories and record types.

Metadata provides information about other data, an information about a certain

item's content. For example, an image may include metadata that describes how
large the picture is, the color depth, the image resolution, when the image was
created, and other data. A text document's metadata may include information about
how long the document is, who the author is, when the document was written, and
a short summary of the document.

Web pages often contain metadata in the form of meta tags. To define a web page’s
content, description and keywords meta tags are used. Most search engines use this
data when adding pages to their search index.

Typical metadata

Those are some typical metadata elements:

1. Title and description,
2. Tags and categories,
3. Who created and when,
4. Who last modified and when,
5. Who can access or update.

A records survey by definition is "the gathering of basic information about records

regarding their quantity, physical form and type, location, physical condition, storage
facilities, rate of accumulation, use and similar data for the purpose of planning
acquisition and disposal programmes, microfilming operations, new facilities and
related archival activities". It relates the survey solely to archival activities which
should be added to the purpose of better records management within the offices
where the records were created.

A questionnaire is described as any written set of questions, while a survey is both

the set of questions and involves the process of collecting, aggregating, and analyzing
the responses from those questions.

For an information survey, data can be gathered through physical observation or

questionnaire. A physical survey is the most reliable form of survey used when it is
important to obtain detailed, accurate information as to the records held by the area.
A survey by questionnaire is a quick method of containing a wide area. It relies on
individuals to complete the questionnaire in a timely and accurate manner. It can be
achieved by a well-constructed questionnaire with a high percentage response rate.
With a sound and cost-effective approach of gathering information and a greater
coverage, physical observation can be completer effectively. If not all the
questionnaires are retrieved the survey results may be unreliable and make it
necessary to undertake some physical observation.

Components of a survey
1. The title of the survey should be on the first page of instrument.
2. The introduction to the survey is where researchers explain
3. A clear and thorough set of instructions should be presented at the beginning
of the survey.
 4. Researchers then present the items and response sets that participants will
interact with during survey administrations.
5. Demographics appear at the end of the survey. It is important to ask for only
the demographic questions that are relevant for answering the research
question.
6. A general closing statement should be given to participants at the end of the
survey. A simple "thank you" will suffice.

Record management system improves productivity, better traceability and ensure

regulatory compliance.

ACTIVITY

A. Answer the following:

1. Why is Records management important in an organization?

__________________________________________________________
__________________________________________________________
__________________________________________________________

2.Discuss the difference between questionnaire and survey.

__________________________________________________________
__________________________________________________________
__________________________________________________________

3. Give the elements of metadata.

__________________________________________________________
__________________________________________________________
__________________________________________________________

WRAP–UP

Give 2 words that describe the words inside the boxes.

Survey Questionnaire
 VALUING

Where can you apply today’s lesson in your everyday activities?

________________________________________________________________________
________________________________________________________________________

POST TEST

Directions : Write the word or group of words being describe.

1. It provides information about other data or a certain item's content.

________________________________

2. These are the written set of questions.

________________________________

3. The gathering of basic information about quantity, physical form and type,
location, physical condition, storage facilities, rate of accumulation for
archival purposes.
_______________________________

4. The efficient and systematic control of the creation, receipt, maintenance,

use and disposition of records.
_______________________________

5. It is the set of questions and involves the process of collecting, aggregating,

and analysing the responses from those questions.
_______________________________
 KEYTOCORRECTION

PRETEST POST TEST

1. A 1. Metadata
2. C 2. Questionnaire
3. C 3. Record Survey
4. D 4. Records Management
5. B 5. Survey

R E F E R E N CE S

“Records Management System.” GLOBODOX, 16 Oct. 2019,

www.globodox.com/globodox-articles/records-management-system/.

“Records Management.” Wikipedia, Wikimedia Foundation, 25 Mar. 2021,

en.wikipedia.org/wiki/Records_management.

“What Is Metadata (with Examples) - Data Terminology.” Dataedo,

dataedo.com/kb/data-glossary/what-is-metadata.