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- An institutional records management and document archiving system built for secondary schools. Supports offline SQLite operation, Socket.IO real-time LAN synchronization, automated DepEd SF10 PDF compiling, multi-page batch scanning, and role-based access control. + A user-friendly records management and document archiving system created for Talisay Integrated School. Easily manage learner information, keep track of required school documents, scan student papers, and print permanent records on Windows computers and Android tablets without needing an internet connection.
Role-based access control policies governing registrar and teacher duties.
+A clear guide to what Administrators and Teachers can view and do in the system.
- TIS-RMS separates duties between the school registrar (Administrator) and classroom advisors (Teachers). This ensures student records are safeguarded in accordance with DepEd orders and the Philippine Data Privacy Act of 2012 (RA 10173). + The system makes it easy to collaborate while keeping student information safe and organized. Permissions are arranged so teachers can smoothly manage their advisory classes while school administrators oversee records across all grade levels.
| Operation / Capability | +Feature / Action | Administrator | Teacher / Staff | -Enforcement Rule | +Description |
|---|---|---|---|---|---|
| Access System Dashboard | +View Dashboard & Overview | School-Wide | Assigned Section | -Scoped by teacher ID | +Shows statistics and missing document counters |
| Create / Edit Student Profile | -Allowed | -Allowed | -Logged in audit trail | -||
| Upload Scanned Documents (SF9, PSA) | -Allowed | -Allowed | -File type & size validated | -||
| Archive Completed Records | +Add & Edit Student Profiles | Allowed | Restricted | -Admin-only authorization | +Recorded in activity history |
| Generate Official SF10 Form | +Upload Student Documents (SF9, PSA) | Allowed | Allowed | -Watermark applied to drafts | +Neatly saved directly to student folders |
| Manage User Accounts & Passwords | +Archive Inactive / Graduated Students | Allowed | Restricted | -Generates 10-char random temporary password | +Keeps active section rosters clean and current |
| Export Database Snapshots | +Print Student Documents & Forms | +Allowed | +Allowed | +Prints official student records and forms | +|
| Manage Staff Accounts & Passwords | Allowed | Restricted | -Direct SQLite backup | +Creates staff accounts with automatic temporary passwords | +|
| Save System Backup Copies | +Allowed | +Restricted | +Safeguards all school records to an external drive |
Secure access portal for desktop workstations and Android devices.
+How to log into your account on desktop computers and Android tablets.
+
Real-time status indicators, enrollment charts, and missing document flags.
+At-a-glance summaries, student counts, and reminders for missing documents.
- The Dashboard serves as the central operational hub for both administrative staff and classroom advisers. Statistics are updated reactively from local SQLite queries and Socket.IO broadcasts, ensuring zero latency even when internet connectivity is unavailable. + The Dashboard is your main home screen. It gives teachers and administrators a clear view of student enrollment, quick reminders for incomplete documents, and recent file activities—all updated automatically in real time without needing an internet connection.
@@ -358,77 +358,77 @@
Active Enrollees, Archived Students, Total Scanned Pages, and Incomplete Student Folders updated instantaneously through local reactive streams.
+See the total count of enrolled students, archived records, uploaded files, and students who still need to submit documents.
Visual distribution graphs indicating cohort sizes across Grade 7 through Grade 12, allowing administrators to balance section loading.
+Clear visual charts showing student numbers across Grade 7 through Grade 12 so teachers and administrators can see class sizes at a glance.
Continuous audit trail logging user authentication, student profile edits, document attachments, and batch print executions.
+A continuous list of recent actions, such as newly registered students, uploaded documents, and printed records.
Learner profiles, enrollment management, requirement tracking, and optical character recognition (OCR).
+Learner profiles, enrollment details, requirement status, and fast SF9/SF10 document scanning.
- The Student module holds complete demographic and academic records. Search queries match against LRN, last name, first name, grade level, and section in real-time as you type. + The Student Information module holds essential learner details in one convenient place. You can search for students quickly by typing their LRN, last name, first name, grade level, or section.
@@ -439,21 +439,21 @@
+
Tree directory structure, requirement taxonomy, and high-performance in-app WebP rendering.
+Organized digital filing cabinets, flexible document requirements, and instant document viewing.
- TIS-RMS implements a tree-based Virtual Folder Architecture mimicking physical registrar filing cabinets. Folders are automatically maintained per school year and section. + TIS-RMS keeps student files neatly sorted and accessible. Instead of searching through paper filing cabinets, staff can find and view any student document in seconds. Document requirements are completely flexible—administrators can easily add new document types, rename them, or enable and disable requirements as needed.
@@ -527,7 +527,7 @@
Legal record verifying student name, date of birth, sex, and parentage during enrollment intake.
+Confirms official learner legal name, date of birth, sex, and parent information.
Report card displaying quarterly learning area ratings, attendance marks, and observed behavioral values.
+Report card copy kept in the student's folder for records tracking.
Character certification required for transferring in, scholarship verification, and graduation clearance.
+Character certification required for student records, transfers, and graduation.
Official student identification portrait used for Form 137 records, diploma inserts, and examination badges.
+Formal identification portrait used for official school records and certificates.
Long-term preservation for graduated, transferred-out, and dropped student records.
+Safe, long-term storage for graduated, transferred, and inactive student records.
- Under national educational records policies, records of graduated students must be retained for permanent access. TIS-RMS isolates archived students from active section rosters while preserving full document searchability. + Student records must be kept permanently for future reference and verification. TIS-RMS stores completed student records safely in the Archives so your active student lists stay clean, while past records remain easy to find whenever a graduate requests their papers.
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Archived transcripts are locked in read-only mode to prevent inadvertent grade changes after graduation certificates are issued.
+Archived student profiles are safely locked to prevent accidental changes while preserving complete details.
Students archived by mistake can be restored to active registry status with all prior grades and documents preserved.
+Easily return a student to active enrollment if they return or were archived by accident, with all their documents intact.
Filter archives across School Year (e.g., 2023–2024), Grade Level, Section, or Status (Graduated, Transferred Out, Dropped).
+Filter archived records by School Year (e.g., 2023–2024), Grade Level, Section, or Status (Graduated, Transferred Out, or Dropped).
Multi-record merging, auto-duplex formatting, official watermarking, and print spooling.
+Print multiple student files or entire sections together in one easy step.
- Generating records for an entire graduating section can be time-consuming. TIS-RMS compiles and spools documents in batches of 10 to prevent memory pressure while producing clean, standardized vector PDF packages. + Preparing physical documents for an entire class can take hours if done one by one. TIS-RMS lets you select an entire section and print their records in a single coordinated batch.
In the Students or Archives screen, check the target student rows or choose Select All in Section.
+On the Students or Archives screen, check the boxes for the students you wish to print, or click Select All in Section.
Click the Batch Print toolbar icon or press keyboard shortcut Ctrl+P.
+Click the Batch Print toolbar icon or press keyboard shortcut Ctrl+P on your desktop.
Choose document types to compile (SF10 only, SF9 only, or Full Dossier including PSA birth certificates). Toggle duplex page alignment if your printer supports double-sided printing.
+Select which documents you need for the selected students (such as SF10 forms or full student folder packages).
Click Compile Dossier. TIS-RMS streams the merged output directly to the system print dialogue or saves a merged PDF.
+Click Print to send the documents directly to your connected printer or save them as a ready-to-print file.
Official DepEd Form 137/SF10 compilation directly from Excel templates into standardized PDF outputs.
+Standardized DepEd SF10 forms and student summary sheets focusing on essential learner information.
- The system includes a dedicated Excel-to-PDF Template Engine. It loads official DepEd SF10 spreadsheets, fills demographic and scholastic data into template cells, and renders standardized vector PDFs. + The Student Records & Forms feature prepares official DepEd SF10 templates and student summary sheets. To keep records management focused and straightforward, the system scopes only basic student identification information and does not handle academic grades, subject lists, or promotional remarks.
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Accurately records Last Name, First Name, Middle Name, and Name Extension (e.g., Jr., III).
+The official unique Learner Reference Number issued by DepEd.
+Verified gender and date of birth as stated in official PSA records.
+Clear record indicating whether the student is a member of the 4Ps assistance program.
+Account provisioning, role assignments, security sessions, and tamper-evident audit history.
+Manage staff accounts, set permissions, and see a clear history of system actions.
- To comply with the Philippine Data Privacy Act of 2012 (RA 10173), all actions performed within TIS-RMS—including viewing, downloading, printing, editing, and deleting records—are committed to an immutable audit ledger. + Keeping student records safe is essential. TIS-RMS ensures each teacher and staff member has their own login, while maintaining a clear, readable activity history to protect school records.
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- The History screen logs every operation performed in the system. Entries cannot be cleared or modified by non-root users. + The History screen gives administrators a friendly, chronological summary of recent school records actions. It shows who performed each action, which student record was accessed, and what date and time it occurred.
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System customization, requirement checklists, database backups, and network sync configurations.
+Customize school information, manage document requirements, and save backup copies.
- The Settings panel allows Administrators to configure school profile headers, customize required document checklists per grade level, export offline SQL backups, and check local network health. + The Settings screen gives Administrators full control over school preferences. You can update school details that appear on printed documents, customize which documents are required, and save backup copies of all records.
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- Administrators can toggle whether a document is Mandatory or Optional. If a student is missing any required document, their record is automatically flagged with a red badge on the dashboard and student list. + Document requirements are never rigid. If the school introduces a new requirement, administrators can click Add Document and name it. You can edit existing document titles, or toggle Enabled / Disabled with one click. When a document is enabled and marked as required, the system will remind teachers if a student has not submitted it yet. If disabled, it is cleanly hidden from student checklists.
Productivity keybindings available throughout the desktop client.
+Quick keyboard shortcuts to help you get things done faster on desktop computers.
| Key Combination | -Operation | -Scope / Context | +Keyboard Shortcut | +What It Does | +Where It Works |
|---|---|---|---|---|---|
| Ctrl + F or / | -Focus Search Input Field | -Global | +Quickly search for students or files | +Anywhere in the app | |
| Ctrl + N | -Open "New Student" Registration Dialog | +Open the "Add Student" window | Students Screen | ||
| Ctrl + U | -Open Document Upload / Scanner Dialog | +Open the "Upload Document" window | Documents Screen | ||
| Ctrl + P | -Open Batch Print Compilation Dialog | +Open the "Batch Print" window | Documents / Archives Screen | ||
| Esc | -Dismiss Active Dialog or Lightbox Modal | -Global | +Close an open window or enlarged picture | +Anywhere in the app |
Detailed answers to common technical, operational, and DepEd compliance questions based on current system capabilities.
+Helpful answers to common questions about using the system day-to-day.
Teachers and staff are issued an individual username and temporary password by the System Administrator. When an Administrator creates a user account or resets a password, TIS-RMS automatically generates a 10-character cryptographically randomized temporary password displayed directly in the creation dialog.
+Teachers and staff are given their username and a temporary password by the school administrator. Simply type your username and password into the sign-in screen and click Log In.
Administrators navigate to User Accounts, click Create User or select an existing account and click Reset Password. The system generates a randomized 10-character alphanumeric password (e.g., k9Xm2Wq7Lp). The user logs in using this temporary credential and can change it to a personal password under their profile settings.
Administrators open User Accounts, click Create User or select an existing staff account and click Reset Password. The system automatically creates a secure temporary password shown directly on the screen for the staff member to use.
Yes. TIS-RMS supports concurrent connections across the local area network (LAN). Teachers can scan records, update profiles, and check document checklists on their Android devices or desktop PCs simultaneously without data lock conflicts.
+Yes. Multiple teachers can use the system on different computers and Android tablets at the same time. You can register students, check requirements, and view records simultaneously.
TIS-RMS utilizes Socket.IO WebSocket connections across the local school network. Whenever any teacher or administrator creates, edits, or deletes a student record, or uploads documents, the server broadcasts the event instantaneously. Connected Windows and Android clients update their screens in real time without requiring manual page refreshes or pull-to-refresh actions.
+No. TIS-RMS runs completely inside the school's local network. You do not need internet access to add students, search records, view scanned documents, or print permanent forms.
No. TIS-RMS operates completely offline on the school's local area network (LAN). It uses an embedded SQLite database and a local Node.js server running on port 18484, guaranteeing full system uptime even during internet service provider outages.
+Updates appear automatically in real time. Whenever a student is added, a document is uploaded, or information is updated on one computer, all other connected computers and tablets refresh their screens automatically without needing to reload.
Connect both the server computer and Android device to the same Wi-Fi access point or local network router. Find the server's local IPv4 address using ipconfig in Command Prompt (e.g., 192.168.1.100). On the Android app login screen, configure the server URL with the default port: http://192.168.1.100:18484 and tap Connect.
Simply connect your Android tablet to the school's Wi-Fi network, open the TIS-RMS app, enter your login details, and tap Log In.
No. The OCR engine reads the scanned document (e.g., PSA Birth Certificate or SF9) to extract learner details (LRN, full name, birthdate, sex, etc.) directly into the registration form. However, to keep student folders cleanly organized and ensure each file is verified, the raw OCR scan is not automatically saved into their document checklist. The official final document can be uploaded directly to the student's virtual folder when verified.
+When adding a student, you can use the OCR scanner on an SF9 (Form 138) or SF10 (Form 137). The scanner automatically reads the document and populates the text fields on the "Add Student" form (such as Name, LRN, Birthday, and Sex) so you don't have to type them out by hand. Please note: OCR only populates these form text fields; it does not automatically upload or save the scanned file into the student's document folder.
+No. The system is designed for student identity records and document tracking. It does not scope, track, or calculate academic grades, subject lists, or teacher remarks. It only manages essential student identification details: Full Name, LRN, Sex, Birthday, and 4Ps Status (Yes or No).
TIS-RMS strictly enforces a unique constraint on the 12-digit Learner Reference Number (LRN). If a user attempts to register an LRN that already exists in either the active directory or the archives, the system prevents duplicate creation and prompts the user to view the existing student record.
+The system checks the 12-digit Learner Reference Number to ensure it is unique. If someone tries to add an LRN that is already registered, the system displays a clear message to prevent accidental duplicate entries.
The red badge indicates that one or more documents marked as Mandatory in the Settings Checklist (e.g., PSA Birth Certificate or Grade 7 SF10) have not yet been uploaded for that student. Once the missing file is uploaded, the badge automatically updates to green.
+The badge serves as a helpful reminder that the student has not yet submitted one or more documents marked as required in the checklist. As soon as the required document is uploaded, the badge turns green automatically.
TIS-RMS converts scanned PDF pages into lossless WebP images on the server. Clicking any document card opens the built-in high-resolution preview modal with instant page navigation, zoom, and rotation, eliminating the need to launch third-party PDF viewers like Adobe Acrobat.
+Yes! Document requirements are fully dynamic and flexible. School administrators can add new document types, edit existing document titles, and enable or disable specific requirements whenever school policies change.
The system accepts PDF documents, PNG images, and JPEG files up to 10MB per file. During upload, the backend automatically optimizes the file and generates WebP thumbnails for instantaneous in-app rendering.
+Simply click or tap on any document card. The app opens a built-in viewer where you can zoom in, rotate pages, and read the document directly without needing any other software.
Right-click the document card (or tap the context menu on Android) and select Regenerate Thumbnail. The system will re-parse the raw source file and re-render lossless WebP preview pages.
+The system accepts PDF documents as well as clear photos and scanned image files (such as JPG and PNG).
The system loads the official DepEd Excel SF10 template workbook, pulls student demographics, quarterly ratings, general averages, and remedial notes directly from the database, and compiles them into a standardized vector PDF with official school headers and signatures.
+On the Students or Archives screen, choose your section from the dropdown, click Select All in Section, and click Batch Print (Ctrl+P). The system prepares all the records into a single neat print package ready for your printer.
From the Students or Archives screen, select the desired section using the filter dropdown, click the Select All in Section checkbox, and tap the Batch Print button (Ctrl+P). The system queues the records in background chunks and outputs a single consolidated PDF package ready for duplex printing.
-Administrators should create a database backup at least once a week or before major grading periods. Navigate to Settings > Database Backup and click Create Snapshot. Save the exported .sqlite file to a secondary external USB drive or secured storage.
Administrators should save a backup regularly (for example, weekly or at the end of each grading period). Go to Settings, select Create Backup Copy, and save the backup file to a safe external USB drive.
Recommended resolutions for connectivity, printing, and document rendering questions.
+Helpful tips and quick solutions for common questions.
Verify both the computer hosting tis_rms_server and the Android device are connected to the same local network router. Ensure the Server IP in the app login matches the host machine's LAN address with port 18484 (e.g., http://192.168.1.100:18484).
Make sure your Android tablet or desktop computer is connected to the school's local Wi-Fi or office network. Once connected, open the app and sign in with your credentials.
If an uploaded PDF has damaged headers, select Regenerate Thumbnail from the document context menu. The server will re-render pages as lossless WebP images.
+If a scanned document image takes a moment to appear or was recently re-uploaded, click Refresh Preview on the document card to reload the clear image.
When compiling large cohorts (>50 students), ensure the host machine has at least 500MB free temporary disk space. TIS-RMS streams pages in chunks of 10 to prevent memory exhaustion.
+Before printing records for an entire section, check that your school printer is turned on with enough paper and ink loaded so your print job finishes smoothly.
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