FILE TRACKING SYSTEM

ABSTRACT

With an objective to develop and implement a file tracking-system for the University of Buea, this paper proposes a project based implementation of File-Tracking System.

It explains design, development, and implementation strategy that can be adopted to implement a web-based file-tracking system for University of Buea.

It reviews existing file flow system in the University of Buea, discusses proposed file-tracking system and its working.

Through a design outlay, this document gives an insight about its working including user screens, roles of users and reports.

It discusses why existing file-tracking systems that are in place at various government organizations are not suitable for the University of Buea.

The document gives guidelines for successful implementation of the system including employee training and its phased implementation.

The system when implemented shall improve efficiency and effectiveness of the existing system, consistency of file records, resource management, and quality of administration.

 It will establish transparency and accountability and thereby will help to reduce turnaround time, and processing delays of files.

The system will pave a way towards adoption of complete e-governance wherein paperless file processing and its tracking is possible. Such a system is already in place at reputed Universities and Institutions.

CHAPTER ONE

INTRODUCTION

File Tracking System (FTS) also called File Tracking and Monitoring System (FTMS) is a web-based application to monitor the movement of files and receipts and assist in their easy tracking.

Its features include generation of receipts and files, updating its status, opening of new files, tracking the movement of files, dispatching letters/files, recording their track, etc.

With the emergence of e-Governance wherein among other applications, applications for electronic office such as e-Office application, which besides keeping track of files recorded also replaces physical files by electronic files, limited application of FTS exist.

However, in situations where organizations do not possess adequate hardware/software resources or have inadequate trained human resources, FTS still finds application.

In contrast to electronic office where all officers and officials must possess adequate computing skills and hardware/software resources, FTS requires minimum hardware/software resources and some trained human resource.

For implementing FTS in an organization, no radical change is required in its existing functioning.

Further to implement e-Office, several pre-implementation steps are required e.g. unstructured file formats have to be converted into highly structured formats, and adequate hardware and software tools have to be procured.

Further, existing files have to be converted into electronic files and all human resource has to be trained in the use of computers. File Tracking System is a step in the direction of realizing the concept of paperless office.

Background

Some of the motives for doing this project include the following:

• File tracking can and will increase document accountability and assist you in utilizing your documents better.
• It can also improve document security by restricting access to only those who should have access.
• The location and movement of all your document that are on the system can be tracked throughout your premises.
• User can create any number of files.
• User can upload any number of documents and avoid paperwork.

Problem Statement

There are five basic filing steps which are:

• Conditioning: Removing all pins, brads, and paper clips; Stapling related papers together; attaching clippings or items smaller than page-size to a regular sheet of paper with rubber cement or tap.
• Releasing: The term releasing simply means that some mark is placed on the paper indicating that is now ready for filing.
• Indexing: Indexing means deciding where to file the letter or paper.
• Coding: means placing some indication of this decision on the paper.
• Sorting: is rearranging the papers in filing sequence. Sort paper before going to the filing cabinet or shelf.