Non-resident students record management system:

Abstract

A non-resident students’ records management system (NSRMS) is a computer-based system designed to capture, store, manage the creation and maintenance of non-resident students’ records. Records Management (RM) is the practice of controlling records of an organization from the time they are created to the time of disposal which includes identifying, creating, classifying, using, storing, securing, retrieving and destroying or permanently preserving records. Records Management System is a collection of elements in an organization managing records. The activities in this management include the systematic and efficient control of the creation, maintenance and destruction of records along with business transaction associated with them, for this case no-resident students’ records management system. The major objective of the study was to develop Computerized System that would ease the management of Non-resident Students' Records effectively and efficiently enable timely decision making under the Faculty of Science and Education. The specific objectives of this study were to review literature and gather requirements for the development of a Non-resident Students Record Management System, to analyze data and design a Non-resident Students Record Management system, to test and implement Non-resident Students Record Management System. Data was gathered using interviews, observation, and focus group discussions and was sorted and analyzed using Microsoft excel software and it was found out that the current manual system is inefficient, time and space consuming and more worryingly insecure hence judged not good for management of non-resident students’ records. After gathering requirements, use case diagrams and data flow diagrams were used to design the computerized system. Microsoft Access was used to design the database while Microsoft Visual Basic was used to create the interfaces. The system developed enables electronic capturing of students’ information, storing of this information in an electronic database which eases the retrieval of the same information when needed by authorized people the developed system allows backup of information on movable devices like memory cards, external hard drives flash disks. The burden of over compiling of papers and increasing need for more shelves which lead to congestion has been reduced by the Computerized system