A computerized records management system : case study of Mary Stuart Hall of residence

Abstract

We are living in an information age where records play an important role in the making of decisions. As such, institutions require effective and efficient information systems that can handle large amounts of data, allow for updates, and ensure the integrity of information. In light of this, the researcher embarked on this topic because she saw a need for a more advanced method of keeping records in Mary Stuart hall. In the past, student records were captured and stored using rudimentary bookkeeping methods. Even in cases where technology was in place, basic packages that weren’t even fully utilized were used. For instance, some records were stored in Excel but some information about students was missing and their enrollment was a tedious process. Data management skills were employed in the design of the system, MySQL was used to construct tables and organize data in a way that allowed administrators to analyze and manipulate it easily. Data flow diagram tools were also used in demonstration of the context diagram and level 1 DFD. The system is to be used by administrators and student leaders of Mary Stuart Hall. It allows them to register new residents along with all relevant information for example, their name, course, year of study and photo. The user can view previously entered information and make necessary updates and also print out desired information in hardcopy.