This study is concerned with developing an Archives Information Management System for the Ugandan MTIC ( Ministry of Trade Industry and Cooperatives)that will enable a fully automated archive service.
Electronic Records Management involves a comprehensive and structured approach to the long term management of records as tools for the efficient and effective delivery of community and organizations. For an organization to manage its records efficiently all files owned by the organization must be stored somewhere and recorded in the organization’s records management system either manual or electronic. The Ministry of Trade, Industry and Cooperatives is still using the manual file based system to store their files. The Archives Information Management System is a computer based storage system for keeping important files. The manual system employed by the Ministry of Trade, Industry and Cooperatives involves the physical movement and storage of files into the registry and later to the archive. This method wastes time, and is characterized by errors and loss of files among others, so the researcher has developed a system that can capture all file details before the files are sent to the national archive.
Therefor, this study is structured as follows: It starts of by giving a short literature review on this topic before laying out it’s general methodology- Chapter four is concerned with the study design and the implementation of the new system. A special focus hereby is laid upon the training and unit testing. Chapter five concludes the study with a final recommendation.
Table of Contents
CHAPTER ONE: INTRODUCTION
Introduction
1.1 Background of the organization
1.2 Problem Statement
1.3Objective
1.3.1 Main Objective
1.3.2 Specific objectives
1.4 Scope of Study
1.4.1 Geographical Scope
1.4.2 Subject Scope
1.4.3 Time Scope
1.5 Justification of study
CHAPTER TWO: LITERATURE REVIEW
INTRODUCTION
2.1 INFORMATION SYSTEMS
2.1.1 Subject records can be;
2.1.2 Storage boxes;
2.1.3 Filling cabinets
2.1.4 Shelves
2.1.5 Computer storage devices
2.1.6 Flash Drives
2.1.7 External Hard Drives
2.1.8 Online storage
2.1.9 Re – writable CDs and DVDs
2.1.10 Access
2.1.11 Documentation
2.1.12 Follow up
2.2 MANAGEMENT INFORMATION SYSTEMS (MIS)
2.3 TYPES OF MANAGEMENT INFORMATION SYSTEMS (MIS)
2.3.2 Decision Support Systems (dss)
2.3.3 Executive Information Systems (eis)
2.2.4 Office information systems
2.2.5 Management reporting system
2.2.6 Decision support system
2.2.7 Expert systems
2.2.8 Knowledge work systems
2.2.9 Executive information systems
2.2.10 Relevance of Management Information System (MIS)
2.2.11 GOOGLE
2.2.12 Advantages of using Google
2.2.13 Library perceptions to AIMS
2.2.14 Traditional Stereotypes of Archives
CHAPTER THREE: METHODOLOGY
Introduction
3.1 Study Area
3.3 Methods of data collection
3.3.1 Questionnaire
3.3.2 Interview
3.3.3 Observation
3.3.5 System analysis
3.3.6 Weaknesses of a current system
3.3.7 Threats of the current system
3.3.8 Strength of the new electronic system
3.4 Requirement Analysis
3.4.1 Functional Requirements
3.4.2 Non- Functional Requirements
3.5.1 Hardware requirements
3.5.2 Software requirements
CHAPTER FOUR: SYSTEM DESIGN AND IMPLEMENTATION
4.1 System Design
4.2 Conceptual Design
4.3 Entities and Attributes
4.3.1 Authors Table
4.3.2 Archivists table
4.3.3 Transactions table
4.3.4 Publishers table
4.3.5 files category table
4.3.6 Members table
4.3.7 Files-by –author table
4.3.8 Files table
4.3.9 Files-by-category
4.3.10 Files-in-archive
4.3.11 New Member
4.3.12 Archivists form
4.3.13 Authors form
4.3.14 File categories
4.3.15 Files form
4.3.16 Files by author
4.3.17 Publishers form
4.3.18 Borrowing form
4.3.19 Return form
4.4 Relationship
4.5 Data Entry Forms or Physical Design
4.6 Implementation of the System
4.7 Training
4.8 Testing And Validation of the System
4.8.1 Unit Testing.
4.8.2 System testing
CHAPTER FIVE: CONCLUSION AND RECOMMENDATION
5.1 Conclusion
5.2 Recommendations
Research Objectives and Themes
The primary objective of this research is to develop an Archives Information Management System for the Ministry of Trade, Industry and Cooperatives to digitize the manual, error-prone file storage processes and enhance the security, retrieval, and management of sensitive organizational records.
- Transition from manual, paper-based archival systems to digital information management.
- Analysis of current organizational storage weaknesses and security threats.
- Implementation of structured database entities and attributes for archival control.
- System design including borrowing, returning, and authentication workflows.
- Evaluation of hardware and software requirements for sustainable electronic records management.
Excerpt from the Book
2.2.13 Library perceptions to AIMS
What do most people imagine when they think of archives? Assuming they imagine anything at all and are not simply bewildered by the unfamiliar term, they might think of a dark, windowless room hidden somewhere in a basement, accessed through back doors and dim stairways, piled floor to ceiling with disorganized boxes and file cabinets overfilled with old folders, messy stacks of yellowed papers, and tattered, crumbling ledgers, all with a thick coating of dust. The inhabitant of such a space might be equally odd, a shuffling, nervous sort of person, as aged as some of the papers in her care, better suited to attending to the records than to other people, partially hidden behind thick glasses and a thin veil of dust stirred up by her every movement and perhaps even shaken from her own moth-eaten clothing.
Archivists are familiar with this type of imagery through firsthand experience, studies of the portrayal of archives and archivists in the media, and even a few surveys of those outside the profession. However, formal studies of perceptions of archives among the general public are relatively uncommon and may not provide a full understanding of how the public perceives archives or of any possible alterations in these perceptions. Rapid advances in information technology over the past few decades, key among them the Internet and the World Wide Web, have contributed to a number of changes in society.
Summary of Chapters
CHAPTER ONE: INTRODUCTION: Outlines the shift from manual records management to electronic systems, defining the background, problem statement, and scope for the Ministry of Trade, Industry and Cooperatives.
CHAPTER TWO: LITERATURE REVIEW: Examines theoretical perspectives on information systems, record categorization, and public perceptions of archives, providing a foundation for system requirements.
CHAPTER THREE: METHODOLOGY: Details the research design, including data collection methods like interviews and questionnaires, while analyzing the strengths and weaknesses of current archival practices.
CHAPTER FOUR: SYSTEM DESIGN AND IMPLEMENTATION: Describes the technical architecture, including database entities, conceptual design, and the implementation of user interfaces for file tracking and management.
CHAPTER FIVE: CONCLUSION AND RECOMMENDATION: Concludes the study by confirming the successful development of the system and recommending organizational adoption to solve retrieval and storage issues.
Keywords
Archives Information Management System, Electronic Records Management, Ministry of Trade Industry and Cooperatives, Database Design, System Analysis, Digitization, File Security, Information Systems, User Interface, Records Retrieval, Archive Storage, Manual Systems, Technical Requirements, Administrative Accountability, Data Integrity
Frequently Asked Questions
What is the core focus of this research?
This report focuses on the development and implementation of an Archives Information Management System (AIMS) to replace manual, paper-based records management at the Ministry of Trade, Industry and Cooperatives in Uganda.
What are the primary themes addressed?
The core themes include record security, efficient file retrieval, the transition from traditional registry systems to electronic management, and the technical requirements needed for successful system deployment.
What is the main objective of the proposed system?
The primary goal is to provide a reliable, computer-based storage and management solution that tracks file transactions, identifies the location of records, and secures organizational data from loss or unauthorized access.
Which methodology was adopted?
The research employed both primary and secondary data collection, utilizing purposive and random sampling techniques to gather insights from registry staff, ICT personnel, and system users, followed by a formal system analysis and design phase.
What is covered in the main body of the work?
The main body covers the literature review on information systems, a detailed requirements analysis, the conceptual and logical design of the database (entities and attributes), and the practical implementation of web-based interface modules.
Which keywords characterize this report?
Key terms include Archives Information Management System, Electronic Records Management, Digitization, Database Design, System Analysis, and Records Retrieval.
How does the system handle security and unauthorized access?
The system incorporates role-based access control, requiring valid login credentials for all users to ensure that only authorized personnel can edit or manage archival records.
How does this system manage the borrowing and returning of files?
The system includes a specific transactions module that captures the borrower's details, the due date, the specific file information, and the current status of the file (pending or returned), ensuring a full audit trail.
- Arbeit zitieren
- Philbert Geoffrey Obuchel (Autor:in), 2020, How to Implement a Digital Archive Information Management System. A Case Study of the Ugandan Ministry of Trade Industry and Cooperatives, München, GRIN Verlag, https://www.grin.com/document/539487
