THE INTRODUCTION TO ELECTRONIC RECORD MANAGEMENT FOR SECURITY UNIT.
ABSTRACT
This research work focused on the development of an electronic record management system for security unit using security unit, Akwa Ibom State Polytechnic as a case study. The study was necessary because of existing problems such as: accumulation of useful office space with paper files, accuracy about dates of filling various components of the cases are not readily available making referencing them very cumbersome, missing files which might have been caused by theft or wrongly placed or kept by the officer(s) in charge. In view of these problems, the objectives of the study include to design of a database system that will be used to register crime information at the security unit electronically to a database, to design a system that will facilitate easy updating of existing records of cases when there is need to update. The significance of the study is that its implementation will help the security unit and management to get useful information about registered crime records, the system developed will enable a quick search on the database to retrieve registered crime information for easy update and reports can be easily provided when needed. The software development model used is spiral model. The programming language used is PHP and the database used is MySql.
TABLE OF CONTENTS
Cover Page
Title Page – – – – – – – – i
Certification – – – – – – – – – ii
Approval Page – – – – – – – – iii
Dedication – – – – – – – – iv
Acknowledgments – – – – – – – v
Abstract – – – – – – – – vi
Table of Contents – – – – – – – – vii-x
List of Figures – – – – – – – – xi
List of Tables – – – – – – – – xii
CHAPTER ONE: INTRODUCTION
1.0 Introduction – – – – – – – 1
1.1 Background of the Study – – – – – – 1-2
1.2 Statement of Problem – – – – – 2-3
1.3 Aim and Objectives of the Study – – – 3
1.4 Significance of the Study – – – – – – 3-4
1.5 Scope of the Study – – – – – – – 5
1.6 Organization of the Research – – – – – 5
1.7 Definition of Terms – – – – – – 6
CHAPTER TWO: LITERATURE REVIEW
2.0 Introduction – – – – – – – – 7
2.1 Theoretical Background – – – – – – 7-10
2.2 What are Records and why are they Important – – 10-12
2.2.1 Benefits of Good Record Keeping – – – – 12-13
2.3 Benefits of Electronic Records – – – – – 13-14
2.4 Challenges Advanced by Electronic Records
and Needed Response – – – – – – – 14-20
2.5 Electronic Records: General Recommendations – – – 20-21
2.6 Characteristics of electronic records and
Electronic Records Management Systems – – – 21-22
2.7 Criminal Records Management System – – – – – 22
CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN
3.0 Introduction – – – – – – – – 23
3.1 Research Methodology – – – – – 23
3.2 Analysis of the Existing System – – – – 24
3.2.1 Advantages of the Existing System – – – – 24
3.2.2 Disadvantages of the Existing System- — – – 24
3.3 Analysis of the Proposed System – – – – 24
3.3.1 Advantages of the Proposed System — – – – 25
3.4 System Design – – – – – – – 25
3.4.1 Input Layout – – – – – – – 26
3.4.2 Output Layout – – – – – – – 27
3.4.3 Algorithm – – – – – – – – 28
3.4.4 Flowchart – – – – – – – – 29-33
3.4.5 Database Design – – – – – – – 34
3.4.6 System Architecture – – – – – – 35
3.4.7 Use Case/Class Diagram – – – – – – 35-37
CHAPTER FOUR: SYSTEM IMPLEMENTATION AND DOCUMENTATION
4.0 Introduction – – – – – – – 38
4.1 System Design Diagram – – – – – – 38
4.2 Analysis of Modules – – – – – 39
4.3 Choice of Programming Language – – – 39
4.4 Programming Environment – – – – – 40
4.4.1 Hardware Requirements – – – – – – 40
4.4.2 Software Requirements – – – – – – 40
4.5 System Implementation – – – – – 41
4.6 Software Testing – – – – – – – 41
CHAPTER FIVE: SUMMARY, RECOMMENDATION AND CONCLUSION
5.0 Introduction – – – – – – – – 42
5.1 Constraints of the Study – – – – – – 42
5.2 Summary – – – – – – 42
5.3 Conclusion – – – – – – 43
5.4 Recommendations – – – – – – 43
References – – – – – – 44
Appendix A- Source Code Listing- – – – – 45-60
Appendix B – Output Layout – – – – – 61-65
LIST OF FIGURES
Figure. 2.1: Main Menu Page – – – – – 10
Figure. 3.1: Input Layout – – – – – 26
Figure 3.2: Login Flowchart – – – – – 29
Figure 3.3: Main Menu Flowchart – – 30
Figure 3.4: Registration flowchart – – 31
Figure 3.5: Update/ Verification Flowchart – – – – 32
Figure 3.6: Database Records flowchart – – – 33
Figure. 3.7: System Architecture – – – – – 35
Figure. 3.8: Use case Diagram – – – – – – 36
Figure. 3.9: Class Diagram – – – – – – 37
Figure. 4.1: System Design Diagram – – – – – 38
LIST OF TABLES
Page Number
Table 3.1: Output Layout- – – – – 27
Table 3.2: Database Design – – – – – 34
