Document Catalogue Management System

Abstract

In this study, a document catalogue management system was implemented for the Procurement and Disposal Unit of Makerere University, to enable them to easily access different Unity documents located in different shelves. This is because there is inefficiency in document allocation leading to delay in service delivery at the Unit. This has led to; misplacement of essential documents of the Unit, difficulty accessing information due to as prolonged time to trace for a particular file, making it easy for corrupt officials to play around with the filing system and tampering with the integrity of such documents.

The study used both qualitative and quantitative approaches. Data was collected using interviews, observation, documentation review and focus group discussion which were used for data collection from 30 respondents.

In objective one, the researcher collected both primary and secondary data, which was analyzed using excel spreadsheets and the user requirements were determined. In objective two, the system was designed using data flow diagrams (DFDs) and enhanced entity relationship diagrams (ERDs). In objective three, the system was developed using technologies such as Bootstrap, CSS, HTML, JavaScript and MySQL among others. In objective four, the system was tested and validated. The findings of the study are of great significance to researchers, Makerere University, and other public entities dealing with manual documents.