1.1 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. File Tracking Information System allows personnel to plan effectively for emergency response, determine mitigation priorities, analyze historical events, and predict future events. Crime file tracking system helps identify potential suspects to increase investigators suspect base when no leads are evident. The ability to access and process information quickly while displaying it in a spatial and visual medium allows agencies to allocate resources quickly and more effectively.
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, Limitations of the Study and Definition of technical terms.
1.2 Background of Study
National Informatics Centre (NIC) of Government of Nigeria has made File Tracking System (FTS) monitor the pendency of receipts and files and assist in their easy tracking. It is based on the Manual of Office Procedure and is a system for Government/Semi-Government offices and public sector organizations. The product supports the complete electronic file movement with encryption of content and digital signature. Most of the currently available web based file-tracking solutions are mainly focused on storing a digital copy of files and monitoring changes to the contents rather than tracking their movement alone between various offices of an organization. Some of these applications are provided as Software as a Service (SAAS) wherein the data and the application is stored on some third party servers. The organization using such services does not have any control on these services. Other open source and freely available solutions are not stable, often lack in community support, and have no technical documentation thus making them unreliable and risky for large organization like universities. Further, the feature set offered in ready-made file-tracking systems is comparable to each other; however, they are not designed to the specific requirements of a particular organization.
File management is one of the major functions in any organization. According to the Collins English dictionary, 11th edition, collaboration entails working together to achieve a common goal. It is a recursive process where two or more people or organizations work together in order to realize shared goals. Traditionally, team members have to be within the same space in order to effectively work together towards achieving desired goals thus making distance and individual location a trade-off for the growth of a project’s development. In essence, if a potential member of a project team happens to be in a different geographic location, the project would automatically be on hold pending his return. This is not ideal with respect to the collaborative development of a project.
On the other hand, file management refers to the manipulation of documents and data on a computer system which may often include creating, editing, storing and accessing of files. In most computer system’s files are stored locally on the systems hard disk (possibly in different formats) thus occupying memory space which of course is limited in size. Not only is there an issue of inadequate memory space, other factors such as viral attacks, damage etc. can cause loss of vital files on a particular system.
The application provides a means through which users (potential team members) can effectively work on shared goals irrespective of their individual location by storing, editing, sharing, retrieving and manipulating files and documents collaboratively over the internet using their mobile devices thus fostering a sense of team work amongst them. The application will be designed to be a mobile application in order to eradicate the uncertainty of users being in a location devoid of access to a computer system. Users of the application can carry out file management functionalities effectively without fear of loss or damage to their files due to the fact that all data are managed in a remote location (the cloud).
This system comprises of two parts − a web service written and developed in JavaScript or PHP and situated in a computer system at a remote location and the client software which sits in the mobile device of the end user.
1.3 Statement of the problem
Database Security system has always played a vital role in the stability of a nation. Keeping security information manually can hinder some defense program and delay passage of security information to the appropriate body. Manual documentation of security information can lead to exposure of the information thereby creating threat to the nation at large. Hence, there is need for an automated Database Security System to guaranty safety of information.
1.4 Aim and Objectives of study
The aim of the study is to develop a File Tracking System that will store and retrieval information. In achieving this aim, the following specific objectives were laid out as follows:
- To build a database system for storing files for tracking purpose.
- To develop a software for managing security information.
- To develop a system that will manage data on a server as a web service.
- To design an application software that will serve as a client side office suite for effectively carrying out file management through internet accessible devices.
1.5 Significance of study
Implementation of a Computerized File Tracking Information System will help school officials to get useful information of students’ with academic records. The system developed will among other things to:
- Maintain a database of all records
- Enable a quick search on the database to retrieve file information
This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.
1.6 Scope of Study
The study focuses on the Design and Implementation of File Tracking System using Computer Science Department in Federal Polytechnic Nekede, Owerri, as a case study.
1.7 Limitations of the Study
During the course of this study, many things militated against its completion, some of which are:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project work. There were lots of information needed from the staffs of this institution to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
- Research material: availability of research material is a major setback to the scope of the study.
- Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials.
1.8 Definition of terms
Cloud computing: The practice of using a network of remote server hosted on the internet to store manage and process data (dictionary.com)
Server: A computer system or network that is shared by multiple users (computer desktop encyclopedia, 2012)
File: A computer file is a specific piece of data that is held on a computer system. (wise geek.com)
Collaboration: The act of working with another person or group of people to create or produce something (oxford advance learner’s dictionary 6th edition)
Network: This is a collection of computer and other network component inter connected by communication channels that allows sharing of resources and information.
Software as a Service (SaaS): Is a software delivery mode in which software and associated data are centrally hosted on the cloud an accessed through a web browser.
Information Security: Means protecting information and information systems from unauthorized access, use, disclosure, disruption, modification, perusal, inspection, recording, or destruction.
