CHAPTER
ONE
INTRODUCTION
1.1 BACKGROUND OF STUDY
Record is the sum of the past achievements or
actions of a person or organization. Every existing organization or firm works
through a flow of information concerning several aspects that make it up –
facilities, funds, personnel and so on. Records refer to information or data on
any such specific subject obtained and preserved for future reference or use.
Data are made by people/organizations when they
carry out actions that leave traces which are managed and organized to keep
evidence. The data we decide to store should reflect the type and purpose of
information system. Data need to be processed and organized before it becomes
information. Organizing the data will involve the process of sorting and
filtering (classifying) before it can be analyzed and stored for later
retrieval.
International
standard on Records Management, ISO 15489 defines records as information
created, received, and maintained as evidence and information by an
organization, a person, in purpose of legal obligations or transaction of
business. However, for a piece of information to be considered a record, it
must meet such parameters as genuineness and authenticity (Egwuyenga, 2005).
Record keeping is a process that involves practice of safe-guarding the records of an organization
throughout their life cycle, from the time
they are created to their eventual disposal. This includes identifying,
classifying, storing, securing, retrieving, tracking and destroying or permanently
preserving records. Record keeping occupies
a strategic position in the efficient and effective management of the
university system. Record keeping in an organizational set-up like the
school cannot be over emphasized, especially to ensure that accurate and proper
record of student’s achievement and growth are kept in schools.
Record management was believed to have started
around 8000 B.C, the people in southern Mesopotamia began using clay tokens
that had different shapes and markings used for such functions as counting and
record keeping. These numerical notations gradually combined with pictures.
Sometime before 3000 B.C., this combination emerged as the writing system known
as cuneiform, which used wedge-shaped characters. Scholars believe cuneiform
was the first writing system. So although record keeping has been around for a
long time, it was not until the masses became literate that it really took off.
According to (International Standard Organization
1548, 2001), record management includes:
Ø Setting
policies and standards
Ø Assigning responsibilities and authorities
Ø Providing a range of services relating to the
management and use of records
Ø Designing,
implementing and administering specialized systems for managing records
Ø Integrating
records management into business systems and proposal
1.2 STATEMENT OF PROBLEM
Record keeping occupies a strategic position in the
efficient and effective management of the university system. As a matter of
fact, it is central in the administration of institutions of learning because
it documents the planning and implementation of the right course of services
allowing proper monitoring of work. In past years, effort has been made to
improve record keeping systems in Nigerian universities by introducing
computers and internet but these efforts have been clearly unsuccessful because
record keeping is still done in the conventional paper-based way
In the conventional paper based organizations such
as the universities, paper continues to be viewed as the material for records
in administrative documentations (Igwoku, 2008). Despite the fact that
educational records are very vital in the management of educational
institutions, it is disheartening to observe that many Nigerian universities do
not take record-keeping seriously and most of their essential records are badly
stored and secured (AkorP.Usman et al, 2013).
There is a box laid of problems associated with the
paper-based method of record management (which is currently in use at computer
science Department, Babcock University). These problems are:
Ø Inability
to be able to access data quickly and compute the departments preparedness for
NUC
Ø Inability
to identify records where numerous data are processed, searching through to
find a record cannot be done quickly when decision must be made by the users of
the information.
1.3 AIMS AND OBJECTIVES
The aim of this work is to look into the problems
associated with record management system in the computer science department and
design, develop and implement an E-Record based system that organizes student
and staff data and also determines the preparedness of the university for NUC.
Ø Examine
the pitfalls of paper based record management system
Ø To
maintain students and staff information using a web-based platform
Ø To
make known the power and effectiveness of record-management
Ø To
determine how ready the department is for NUC and makesuggestions on
improvements which (Omotunde,
2012) couldn’t
achieve.
1.4 RESEARCH METHODOLOGY
The research methodology used
in this research were both the qualitative and quantitative methodologies. A
wide selection of published resources were employed. They include:
Ø Academic journals
Ø Professional bodies magazines
Ø Books
Ø Interview of a lecturers in Babcock University, reviewing
the existing system and its pitfalls and also proposing what the new system
intends to achieve.
A detailed survey of E-record
system was carried out after which a new system was proposed. The proposed
E-record system covers the essential operation relating to record generation
and also commutation of data from input.
1.5 SCOPE OF
STUDY
This research projects majorly
aimed at reviewing the current system being used at the department of computer
science, Babcock University. A proposed system will be worked on, the proposed
E-record system covers the essential operation relating to record generation
and also commutation of data from input.
1.6 ORGANIZATION OF SUBSEQUENT CHAPTERS
The organization of the
chapters of this project is as follows;
Ø Chapter one: Introduction. This is the introduction to
our project and the system we are proposing.
Ø Chapter two: Literature Review. This chapter entails
reviewing the previous existing systems that are available and the pros and
cons of each system.
Ø Chapter three: System Analysis and Design. The purpose of this Chapter is to
specify software requirements for the students and staffs registration and how
accredited for NUC the University is. It is intended to be a complete
specification of what functionality the registration process provides.
Ø Chapter Four: Analysis and Design of
the System. This chapter reviews testing and implementation of the proposed
system. It consists of features and screenshot of the new system and their
functionalities.
Ø Chapter Five: This chapter entails
summary, conclusion, limitations and Recommendations.
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