KIRAAS - Kalawag 1 Integrated Records Access and Archiving System

Sultan Kudarat State University - Isulan Campus

A comprehensive records management system for Barangay Kalawag 1, Isulan, Sultan Kudarat.

📋 Project Information

• Developers: Ian A. Arroza & Nerissa P. Necor
• Course: BS Computer Science - 2nd Year
• Advisor: Elmer C. Buenavides
• Date: November 2025

🎯 System Overview

KIRAAS is a digital records management system designed to replace the manual, paper-based record-keeping methods currently used in Barangay Kalawag 1. The system provides:

• Manage Records: Add, update, delete, and search records across three categories:

  • Official Records (Resolutions, Ordinances)
  • Administrative Records (Reports, Financial Files)
  • Service/Community Records (Clearances, Permits, Certificates)

• Archive: Store and manage inactive records for long-term retention

• Activity Log: Track all administrative actions for accountability and transparency

• Printing: Print records, archive lists, and activity logs

🚀 Features

• ✅ Full-screen GUI with colorful, modern design
• ✅ Secure login with username/password authentication
• ✅ CRUD operations for all record types
• ✅ Category-based record organization
• ✅ File attachment support (PDF, DOC, DOCX, JPG, PNG)
• ✅ Search and filter functionality
• ✅ Archive management
• ✅ Activity logging for accountability
• ✅ Print & PDF Export - Print directly or save as PDF files
• ✅ MySQL database integration

📦 Project Structure

krisaa/
├── src/krisaa/
│   ├── Krisaa.java (Main entry point)
│   ├── models/
│   │   ├── User.java
│   │   ├── Record.java
│   │   └── ActivityLog.java
│   ├── dao/
│   │   ├── UserDAO.java
│   │   ├── RecordDAO.java
│   │   └── ActivityLogDAO.java
│   ├── utils/
│   │   ├── DatabaseConnection.java
│   │   └── PrintUtility.java
│   └── forms/
│       ├── LoginForm.java & .form
│       ├── DashboardForm.java & .form
│       ├── RecordsManagementForm.java
│       ├── ArchiveForm.java
│       └── ActivityLogForm.java
├── database/
│   └── kiraas_schema.sql
└── README.md

🛠️ System Requirements

• Java Development Kit (JDK): Version 21 or higher
• NetBeans IDE: Version 12.0 or higher (recommended)
• MySQL Server: Version 8.0 or higher
• MySQL Connector/J: JDBC Driver for MySQL
• Apache PDFBox: Version 3.0.1 or higher (for PDF export - see PDF_LIBRARY_SETUP.md)

📥 Installation & Setup

1. Install Prerequisites

1. Download and install MySQL Community Server
2. Download and install NetBeans IDE
3. Ensure JDK 21 is installed

2. Database Setup

1. Start MySQL Server
2. Open MySQL Workbench or command line
3. Run the SQL script located at database/kiraas_schema.sql:

mysql -u root -p < database/kiraas_schema.sql

Or execute the script directly in MySQL Workbench.

This will:

• Create the kiraas_db database
• Create tables: users, records, archive, activity_log
• Insert default administrator account
• Add sample data for testing

3. Configure Database Connection

Edit src/krisaa/utils/DatabaseConnection.java:

private static final String DB_URL = "jdbc:mysql://localhost:3306/kiraas_db";
private static final String DB_USER = "root";
private static final String DB_PASSWORD = ""; // Enter your MySQL password

4. Add MySQL Connector to Project

1. Download MySQL Connector/J
2. In NetBeans:
   • Right-click project → Properties
   • Select "Libraries" → "Add JAR/Folder"
   • Browse to mysql-connector-java-x.x.x.jar
   • Click OK

5. Add Apache PDFBox for PDF Export

📄 For detailed PDF setup instructions, see PDF_LIBRARY_SETUP.md

Quick steps:

1. Download Apache PDFBox JAR files (3.0.1) + Commons Logging:
   • pdfbox-3.0.1.jar
   • pdfbox-io-3.0.1.jar
   • fontbox-3.0.1.jar
   • commons-logging-1.2.jar ⚠️ Required!
2. In NetBeans:
   • Right-click project → Properties
   • Select "Libraries" → "Add JAR/Folder"
   • Add all FOUR JAR files

6. Build and Run

1. Open the project in NetBeans
2. Right-click project → Clean and Build
3. Right-click project → Run

Or press F6 to run directly.

🔐 Default Login Credentials

• Username: admin
• Password: admin123

⚠️ Important: Change the default password after first login!

💻 How to Use

Login

1. Launch the application
2. Enter username and password
3. Click "LOGIN"

Dashboard

The dashboard provides three main modules:

• Manage Records (Green) - Create and manage all records
• Archive (Red) - View archived records
• Activity Log (Gray) - View system activity history

Managing Records

1. Click "Manage Records" from dashboard
2. Fill in record details:
   • Title (required)
   • Category (Official, Administrative, Service/Community)
   • Subcategory (auto-populated based on category)
   • Description
   • Attach file (optional)
3. Actions:
   • Add: Create new record
   • Update: Modify selected record
   • Delete: Remove record
   • Archive: Move record to archive
   • Print/PDF: Print directly or save as PDF
   • Search: Find specific records

Printing & PDF Export

When you click any "Print" button:

1. Choose "Print" to send to printer
2. Choose "Save as PDF" to export as PDF file
3. PDF files are automatically named with timestamp
4. Choose save location and confirm

Archive

1. Click "Archive" from dashboard
2. View all archived records
3. Search archived records
4. Print or save archive list as PDF

Activity Log

1. Click "Activity Log" from dashboard
2. View all system activities
3. Search by action, user, or details
4. Print or save activity log as PDF

🎨 Color Scheme

• Primary Green: #006633 (Header, Login button)
• Teal: #009999 (Manage Records)
• Red/Orange: #FF6666 (Archive)
• Gray: #999999 (Activity Log)
• White: #FFFFFF (Forms, cards)
• Light Gray: #E6E6E6 (Background)

📊 Database Schema

users

• id (PK, AUTO_INCREMENT)
• username (UNIQUE)
• password
• full_name
• role

records

• id (PK, AUTO_INCREMENT)
• title
• description
• category (ENUM: Official, Administrative, Service/Community)
• subcategory
• file_path
• file_name
• status (ENUM: Active, Archived)
• created_by (FK → users.username)
• date_created
• date_modified

archive

• id (PK, AUTO_INCREMENT)
• record_id
• title
• description
• category
• subcategory
• file_path
• file_name
• archived_by (FK → users.username)
• archived_date
• original_date_created

activity_log

• id (PK, AUTO_INCREMENT)
• action
• record_title
• username (FK → users.username)
• details
• timestamp

🖨️ Printing Features

All major views support printing:

• Records Management: Print current records list
• Archive: Print archived records
• Activity Log: Print activity history

Printed reports include:

• Header with title and date
• All visible table data
• Page numbers

🔧 Troubleshooting

Database Connection Failed

• Ensure MySQL server is running
• Verify database credentials in DatabaseConnection.java
• Confirm kiraas_db database exists
• Check if MySQL Connector/J is added to project libraries

Forms Not Displaying Correctly

• Ensure NetBeans Form Editor is available
• .form files must be in same directory as .java files
• Rebuild project (Clean and Build)

Print Function Not Working

• Ensure printer is installed and configured
• Check printer dialog settings
• Verify Java print permissions

📚 System Objectives

As per the documentation, KIRAAS aims to:

1. Provide a digital records system that organizes and stores documents safely
2. Speed up record handling by reducing manual work
3. Provide training and support for effective system use and maintenance

👥 Target Users

• Barangay Administrator: Primary system user
• Barangay Officials: Decision-makers using system data
• Barangay Staff: Records management personnel

📖 References

• Pitti, D. (2024). Records in Contexts (RiC). International Council on Archives
• Republic Act 9470 - National Archives of the Philippines Act of 2007
• Republic Act 10173 - Data Privacy Act of 2012
• Alcazar, M., et al. (2023). Transparency and Accountability in Records Safekeeping

📄 License

This project is developed for educational purposes as part of the BS Computer Science program at Sultan Kudarat State University.

📞 Support

For questions or issues, contact:

• Ian A. Arroza
• Nerissa P. Necor
• Sultan Kudarat State University - Isulan Campus

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KIRAAS - Modernizing Records Management for Better Governance