An electronic file index (EFI) for Ashinaga-Uganda in Nansana municipality

Abstract

The purpose of this project was to design and develop an Electronic File Index (EFI) for Ashinaga Uganda that will provide a convenient, easy-to-use, internet based application for staff and users to retrieve and access the students’ records. The objectives of the study were to: examine the system used in retrieval of students’ records at Ashinaga Uganda, establish the challenges of indexing of the student’s records at Ashinaga Uganda, determine the requirements necessary for designing and developing an Electronic File Index at Ashinaga Uganda, and to design and develop an Electronic File Index for Ashinaga Uganda to ease the retrieval of students’ records. The study employed a case study research design while adopting a qualitative approach in data collection. The researchers purposively selected 12 respondents to participate in the study. Interview, observation, and document review methods were data collection methods used to collect data from the field. The study found out that Ashinaga Uganda uses a manual retrieval system of student’s records which is characterised by lack of immediate retrievals, lack of immediate information storage, lack of prompt updating, error prone manual calculation and preparation of accurate and prompt reports. The study concluded that the implementation of the an Electronic File Index, training of the staff, purchase more computers and a user friendly system interface would help to improve the storage and retrieval of the student’s records at Ashinaga Uganda. The study recommended that Ashinaga Uganda should implement this Electronic File Index, train and sensitise all the records staff in usage. Furthermore training of the staff, securing of students’ records from unauthorised access, backup of the of the students’ records and training on how the EFI works.