TABLE OF CONTENTS
DECLARATION .I
APPROVAL II
DEDICATION Ill
ACKNOWLEDGEMENT IV
LIST OF ACRONYMS/ABBREVIATIONS VIII
ABSTRACT IX
CHAPTER ONE 1
INTRODUCTION
1.0 General Introduction I
1.1 BACKGROUND 1
1.2 Statement ofthe Problem 2
1.3 Objectives of the Study 2
1.3.1 Major Objective 2
1.3.2 Specific Objectives 2
1.4 Research Questions 2
1.5 Scope of the Study 3
GEOGRAPHICAL SCOPE 3
1.4.2 Content Scope 3
1.4.3 Time Scope 3
1.6 Significance of the Study 4
1.7 Purpose of the Study 4
CHAPTER TWO 5
LITERATURE REVIEW 5
2.0 INTRODUCTION 5
2.1 Records Management Overview 5
2.1 .2managing Physical Records 6
2.2 Document Management 7
2.2.1 Document Management Features 8
2.2 Values Of Records And Records Management 9
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2.3 Problems Facing Records Management .10
2.4 Strategies To Improve Records Management Systems 11
2.5 Information Systems 12
2.6 Roles Of Information Systems 12
CHAPTER THREE 13
METHODOLOGY 13
3.0 Introduction 13
3.1 Data Collection Methods 13
3.1.1 Interviewing 13
3.1.2 Secondary Reading 13
3.1.3 Observation 14
3.2 Questionnaires 14
CHAPTER FOUR 16
SYSTEM ANALYSIS DESIGN AND IMPLEMENTATION 16
4.0 Introduction to the Study 16
4.1 The System Study 16
4.1.1 Weakness Observed in the Current System 16
4.2 System Analysis 16
4.2.1 User Requirements of the System 16
4.2.2 Functional Requirements 17
4.2.3 Non-Functional Requirements 17
4.2.4 System Requirements 18
4.2.5 Requirement Specification 18
4.3 Systems Design 19
4.3.1 Overview 19
4.3.2 Architectural Design 20
4.3.3 Data Requirements 21
4.4 Database (Physical Design) 21
4.4.1 Physical Database Design 21
4.4.2 Cases Table 22
4.4.3Data Relationships 22
4.4.4 Data Flow Diagram and Context Diagram 24
4.4.4 Database Design 27
4.4.4.1 Conceptual Schema 27
4.4.4.2 Logical Schema 27
4.5 System Implementation 28
4. 6 System Testing 28
4.7 validations 28
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CHAPTER FIVE .30
DISCUSSION, RECCOMENDATION AND CONCLUSION 30
5.0 DISCUSSION 30
5.1 RECOMMENDATION 31
5.2 CONCLUSION 31
REFERENCES 34
APPENDIXA 36
APPENDIX B 37
APPENDIX C 41
Screen SHOTS 41
ABSTRACT
The purpose of this project was to design a secure automated records management system that will make tasks such as retrieving, updating as well as generating timely reports easier. MIs Ssewankambo,Mubiru & Co.Advocates uses a manual filing system which is slow, human error prone and tedious for instance when retrieving a particular report ibm a pile of files. An automated based system was developed to facilitate easy capturing of the clients and the Legal firm details. During system analysis and design, process modeling, data modeling and formation of data dictionary or tables were important tools that helped in the analysis stage of the system. The architectural design, program specification, input design and output design helped in the design of the system. Designing of the system was basically done using Visual basic to develop forms and user interfaces. Mysql database was used to define the layout of the Visual basic documents. The project was designed so as to make the records management tasks simpler such as easy retrieval of information, update of records and timely generation oVa report al a click.