evaluation of a manual library system

SUGGESTED IMPROVEMENTS

• Re-organize the files in the filing cabinet.
• Retraining the staff.
• Increase the space provided to store records.

                              OBJECTIVES

There are several objectives that I want to achieve by computerizing the existing system. I want to reduce the difficulties and problems faced by the librarian by computerizing this system. Few objectives that I want to overcome are listed below;

Reduce mistakes

We can validate data by validation check. Moreover Rang check and Feasibility check can be performed in some fields by computerizing.

Increase data security

A password will be needed to login to the system. This can protect the records from unauthorized users. The password will be with the librarian and the session supervisors.

Take regular back up

By computerizing the system we can take regular backups of the system after every session

Update information faster

The updating of information will be faster than before as the librarian is using a computer.

Reduce filing cabinets

Instead of files the records will be stored in a computer. This will increase the space in the library.

ALTERNATIVE SOLUTION

• Computerizing the existing system.
• Use readymade software.
• Increasing the staff.

Computerizing the existing system

ADVANTAGES:

• This will reduce mistakes as validation checks can be performed on some fields.
• Can protect the records stored in the computer by a password. So  it will be difficult to access by unauthorized users.
• Single computer can store all the records.
• Can take backup copies of the records.
• It is a fast way of updating the records.
• Can print hardcopies such as reports, form etc.
• Easy to transfer records from one computer to another computer.

DISADVANTAGES:

• Computerizing is expensive as it needs expensive devices.
• Can access the records by hacking into the system.
• Data might get corrupted by virus.
• If the computer breaks down the work has to be stopped or has to done manually.

Use ready-made software

ADVANTAGES:

• Can be installed immediately.
• Easier to buy a software rather than making a software.
• It is efficient and reliable.

DISADVANTAGES:

• It may not have all the features that we require.
• If the changes are made once in software it can’t be replaced again.
• Buying ready-made software is costly.
• If the software breaks the whole system will break.

Increasing the staff

ADVANTAGE:

• The work load can be divided among the staff. This will reduce the work load for individual staff
• The work can be done faster with more staff.
• Double checking and proof reading can be done with more staff. So the chance of making mistake will be very less.
• If one staff is absent his/her work can be taken by another staff.

DISADVANTAGE:

• More salary has to be given as more staffs are there.
• As the number of staff increases the school has to provide more space.
• With more staffs the staff may face problems such as jealousy and other problems inside the school.