1.1 Introduction
An electronic file management system for drug enforcement agency is a system that can enable drug law enforcement agency to utilize the computer system (hardware and software) to record crime information and also to investigate or to find out the perpetrators of a given crime based on past criminal records, or by the examination of evidence(s) gathered from the crime scene using specialized systems. Most countries all over the world make use of a crime record system that also serves as an investigation system. The system is a comprehensive database of crimes committed and it makes it very easy for the police to investigate crimes. This is possible because the database can be queried based on different criteria such as type of crime, surname of suspects etc. when a crime is committed, the law enforcement agency such as the police force use the name of suspects to match with their criminal record database so as to get the address of suspects and other related information that will facilitate questioning. However, attempting to carry out investigation without the computer system could be very hectic.
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
An electronic record is any information that is recorded in machine readable form. Electronic records may include databases, electronic mail, instant messages, scanned images, digital photographs, and multimedia files, numeric, graphic, audio, video, and textual information which is recorded or transmitted in analog or digital form such as electronic spreadsheets, word processing files,. An electronic record keeping system is an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures (Florida Administrative Code, 2010). A typical example is an employee record management system
It is important for institutions and other agencies to establish policies and procedures to ensure that electronic records and their documentation are retained and accessible as long as needed. Agencies are required to include electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or rules, as applicable. Agencies can begin to manage their electronic records by incorporating electronic records into any general agency records management policies they may have in place.
Technological advancement brings about development considering the fact that the computer system is fast and accurate. In addition, it can store large volume of information thereby eliminating the need to record information traditionally with flat files. Law enforcement agencies have recognized the benefits of the computer system and they have adopted it to facilitate their operations such as electronic filing of cases. Information that would have ordinarily required much time to find can be retrieved in few seconds using the computer system and electronic filing software.
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).
1.3 Statement of Problem
Investigation reveals the problems of the existing system which are:
- There is no electronic filing record system that will enable the drug law enforcement officers to confirm past criminal records, get information of suspects and also to query the records based on different criteria so as to track down offenders.
- The manual method adopted to search for case files takes.
- Case files cannot be easily updated and there is an accumulation of flat files.
1.4 Aim and Objectives of the Study
The aim of the study is to design and implement an electronic file management system for drug enforcement agency. In achieving this aim, the following specific objectives were laid out as follows to design and implement an application software that will:
- Create an electronic filing system that can be used to record criminal record;
- Easily search for and update existing criminal record in a database;
- Provide reports instantly of existing criminal records when needed.
1.5 Significance of Study
The following are the significance of the study, which are:
- The study will provide a system that will aid proper filing of case files for the drug enforcement agency.
- It will aid easy retrieval of needed information.
- It 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 an Electronic File Management System for Drug Enforcement Agency using NAFDAC 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, literature or information and in the process of data collection (internet).
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.
