Designing an e- repository for closed files at Equator University of Science and Technology

Abstract

"Designing an E-Repository for Closed Files at EQUSaT" addresses the pressing need to revamp and modernize the current file storage system employed by EQUSaT. This study based on objectives like analyzing the existing storage methods for closed files at EQUSaT, assessing the security and accessibility of the current storage systems for closed files at EQUSaT, identifying the requirements for the design of an E-Repository for closed files at EQUSaT and developing an e-repository system for closed files at EQUSaT. At present, the institution operates using traditional manual methods, where documents are physically stored, cataloged by hand, and often retrieved based on memory and broad categorizations. Such a system, while functional, has displayed a range of limitations including increased time spent on retrieval, potential loss of vital records, and heightened risks surrounding the security and confidentiality of the data. This research was conducted using a comprehensive methodology that included structured interviews, detailed questionnaires, and direct observations. Findings from these approaches consistently highlighted inefficiencies, gaps, and points of friction in the current system. Concerns ranged from the physical deterioration of documents to the vast amount of time employees spend searching for a specific file. Recognizing these challenges, this study advocates for the transition to a digital e-repository. The proposed system is custom-designed to meet the unique requirements and challenges faced by EQUSaT. With this digital shift, the institution stands to benefit from streamlined operations, enhanced data security, quicker file retrievals, and a robust platform that can adapt to future technological advancements. In conclusion, while the manual storage method has served EQUSaT in the past, the digital future beckons. This research underscores the importance of adapting to the times and provides a roadmap for the institution to not only improve its file management system but to also position itself as a forward-thinking entity in the realm of data management.