The aim of this paper is to develop and deploy an Electronic File Tracking System (EFTS) to improve productivity amongst Core administrative personnel.
The EFTS developed in this paper is a web application that can manage the creation, and movement of files from desk to desk of personnel who work on them.
Information and Data Exchange Advanced System (IDEAS) is a file tracking system developed using Free and Open Source Software (FOSS) by the National Informatics Centre (NIC) in Kerala, India.
It is developed as a web application and its purpose is to keep track of files coming into a government office (that is, citizens’ petitions).
The drawback of this system is that it is built to serve files in government offices and not necessarily Universities or other institutions of higher learning.
The drawbacks of this system include: security – in any possible hacking situation, all the files can be easily manipulated; also no activity log is implemented for tracking files; the system is platform dependent – runs on a Windows-based server (IIS) and requires proprietary databases as backend.
Centralized File Movement and Tracking Information System (CeFMaTIS) is yet another file tracking system based on Web as well as Client Server Architecture and developed for tracking the movement of files and papers in medium as well as large government offices.
In addition, Infotronic Systems for instance has developed a file tracking system that employs RFID technologies.
This RFID-based tracking system can also be expensive to implement particularly by a tertiary institution.
The aim of this paper therefore is to design and develop a file tracking system for tertiary institutions.
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