1.1 Introduction
Computerized system is an automated system that uses computers to manage, process, and store data. It replaces manual processes with electronic methods for improved efficiency and accuracy (Johnson & Brown, 2020). In today’s rapidly evolving business environment, efficient and accurate record-keeping is crucial for operational success and regulatory compliance. Traditional paper-based record-keeping systems are increasingly seen as inadequate due to their susceptibility to errors, inefficiencies, and the challenges they pose in terms of data retrieval and storage (Smith, 2021). A computerized business records keeping system utilizes digital technology to manage business records electronically. This system is designed to automate the process of data entry, storage, retrieval, and reporting, thereby reducing the manual effort required and minimizing the risk of human error (Johnson & Brown, 2020).
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitation of the study and Definition of technical terms.
1.2 Background of Study
The history of computerized business records keeping systems dates back to the early days of computing in the mid-20th century. Initially, businesses relied heavily on manual processes for record-keeping, using paper-based systems that were labor-intensive and prone to errors. The advent of the first computers in the 1950s and 1960s marked the beginning of a shift towards electronic data processing. Early computers were used primarily for large-scale calculations and data storage, laying the groundwork for future developments in business records management (Ceruzzi, 2003).
In the 1970s and 1980s, the development of more affordable and accessible computers, such as personal computers (PCs), enabled smaller businesses to adopt computerized systems for the first time. The introduction of database management systems (DBMS) revolutionized how data was stored and retrieved, allowing for more efficient and reliable records keeping. Companies like IBM and Oracle were pioneers in developing DBMS technology, which provided the foundation for modern computerized records keeping systems (Date, 2000).
The 1990s saw further advancements with the rise of the internet and networked computing. Businesses began to use networked databases, which allowed for real-time data access and sharing across different locations. This period also saw the introduction of enterprise resource planning (ERP) systems, which integrated various business functions, including records management, into a single, cohesive system (Davenport, 1998).
In the 21st century, the focus has shifted towards cloud computing and mobile technology. Cloud-based records keeping systems offer numerous advantages, including scalability, cost-effectiveness, and remote accessibility. Companies such as Microsoft, Google, and Amazon have developed cloud platforms that support comprehensive business records management solutions (Armbrust et al., 2010). Additionally, mobile technology has enabled businesses to access and manage records on the go, further enhancing efficiency and flexibility.
Today, computerized business records keeping systems are an integral part of modern business operations. They continue to evolve with advancements in artificial intelligence (AI) and machine learning, which offer new possibilities for automating data entry, enhancing data analysis, and improving decision-making processes (Brynjolfsson & McAfee, 2014). The ongoing development of these technologies promises to further transform how businesses manage their records in the future.
The advent of digital technology has revolutionized many aspects of business operations, including record-keeping. Computerized systems offer a significant improvement over manual methods by automating the processes of data entry, storage, retrieval, and reporting. These systems are designed to handle large volumes of data efficiently and provide quick access to information, thus enhancing decision-making and operational efficiency (Johnson & Brown, 2020). The transition from manual to computerized record-keeping systems is not merely a technological upgrade but a fundamental shift in how businesses manage their information. Computerized systems use sophisticated database technologies to ensure data accuracy and integrity. They employ various security measures, such as encryption and access control, to protect sensitive information from unauthorized access and data breaches (Williams, 2019).
The need for computerized business records keeping systems has been further accentuated by regulatory requirements. Governments and regulatory bodies worldwide mandate businesses to maintain accurate and accessible records for audit and compliance purposes. Non-compliance can result in significant penalties and legal issues, making efficient record-keeping not just a matter of operational efficiency but also a legal necessity (Miller, 2022).
It is against the background that the developments of this software that the benefits of a computerized records keeping system extend beyond operational efficiency. Such systems also enhance data security by incorporating advanced encryption and access control mechanisms, ensuring that sensitive business information is protected against unauthorized access and data breaches (Williams, 2019). Moreover, computerized systems facilitate compliance with regulatory requirements by providing accurate and easily retrievable records, which are essential for audits and legal purposes (Miller, 2022).
1.3 Statement of Problem
Investigation revealed that the despite the numerous benefits of computerized business records keeping systems, several challenges persist. One significant problem of the existing is the initial cost of implementation. Setting up a comprehensive computerized system requires substantial investment in hardware, software, and training, which can be a barrier for small and medium-sized enterprises (Smith, 2021). Another issue is data security. While computerized systems offer enhanced security features, they are also vulnerable to cyber threats such as hacking, data breaches, and ransom ware attacks. Ensuring robust security measures are in place is crucial but can be complex and resource-intensive (Johnson & Brown, 2020).
Data migration from traditional paper-based systems to computerized systems is another challenge. This process can be time-consuming and prone to errors, particularly if the data is extensive and not well-organized. Businesses must plan and execute data migration carefully to avoid data loss and ensure accuracy (Williams, 2019).
User resistance to change is also a common problem. Employees accustomed to manual record-keeping methods may be reluctant to adopt new technologies. Overcoming this resistance requires effective change management strategies, including training and support to help users become comfortable with the new system (Miller, 2022).
Lastly, ongoing maintenance and updates are necessary to keep the computerized records keeping system functioning efficiently. This requires continuous investment and technical expertise, which can strain resources, especially for smaller businesses (Davis, 2021).
1.4 Aim and Objectives of the Study
The aim of the study is to design and implement a Computerized Business Records Keeping System. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:
- Provide comprehensive training and support to users to ensure smooth adoption and utilization of the system;
- Ensure the system incorporates robust security features to protect against data breaches and unauthorized access;
- Create a user-friendly system that automates the process of data entry, storage, retrieval, and reporting;
- Establish a maintenance framework for ongoing updates and system optimization; and
- Facilitate seamless data migration from existing paper-based records to the new computerized system.
1.5 Significance of Study
The implementation of the proposed computerized business records keeping system will be significant to the following stakeholders:
- Business owners will benefit from increased efficiency and accuracy in record-keeping, leading to better decision-making and overall business performance.
- Employees will experience a reduction in manual workload and errors, improving productivity and job satisfaction.
- Customers will benefit from improved service delivery as a result of more efficient business operations and accurate record-keeping.
- Regulatory bodies will find it easier to audit and ensure compliance with data protection regulations due to the accurate and accessible records maintained by the computerized system.
- Information Technology (I.T.) professionals will gain experience in implementing and maintaining advanced computerized systems, enhancing their skills and career prospects.
Finally, the research study also contributes to the body of knowledge on digital transformation in business operations, providing valuable insights and best practices for other organizations considering similar transitions.
1.6 Scope of Study
The scope of the research is focused on design and implementation of a Computerized Business Records Keeping System.
1.7 Limitations of the Study
Students studying the design and implementation of computerized business records keeping systems may face several limitations.
- Access to real-world data and systems for practical experience is unavailable. This can hinder their understanding of the complexities involved in actual implementation.
- Additionally, rapid technological advancements mean that the systems and methodologies they study may quickly become outdated.
- Limited resources and infrastructure in educational institutions may also pose challenges in providing hands-on experience with the latest technologies.
- Finally, understanding the specific regulatory and business requirements for different industries can be complex and may not be fully covered in academic settings.
1.8 Definition of Terms
Computerized System:
It is an automated system that uses computers to manage, process, and store data. It replaces manual processes with electronic methods for improved efficiency and accuracy (Johnson & Brown, 2020).
Database Management System (DBMS):
It refers to software that uses a standard method to store and organize data, allowing users to create, retrieve, update, and manage data efficiently (Date, 2000).
Data Migration:
It is the process of transferring data from one system or format to another, often from a paper-based system to a computerized one (Williams, 2019).
Encryption:
It is a security measure that converts data into a coded format to prevent unauthorized access during storage and transmission (Williams, 2019).
