Abstract:

Large volumes of data are usually generated in most institutions of learning. Locating files has been identified as one of the greatest problems in the universities nowadays. Time is wasted archiving or searching files, energy is wasted chasing misplaced files, deadlines are missed and sometimes files are lost. The aim of this paper is to develop and deploy an Electronic Filing Tracking System (EFTS) to improve productivity amongst Core administrative personnel.

EFTS is a web application that manages all the files movement from one desk/room to another and helps them in managing the flow of files effectively and efficiently. The system was developed with Open source software after establishing vital functional and non-functional requirements and detailed workflows. Files, such as, reports, decisions, requests, reminders can be processed and tracked by the system at real-time.

Furthermore, the system helps in online tracking and provides location information. The system is interactive and usable and able to improve file management and productivity in the administration of universities operations.