Okoedion Innocent

Omoregbee Helen Otaninyenuwa

Abstract

File management constitutes a critical administrative function within academic institutions; however, the manual transfer of physical documents across departments presents significant logistical challenges and operational bottlenecks. This study proposes the development and implementation of a web-based file tracking system specifically designed for the Open Registry Department of Edo State Polytechnic, Usen. The system architecture will utilise PHP, MySQL, JavaScript, CSS, and jQuery to create a robust, user-centric platform. The research outlines comprehensive design, development, and implementation strategies, including a critical analysis of existing manual file flow processes alongside detailed specifications of the proposed system's operational framework. Through systematic design documentation, the study presents user interface schematics, role-based access hierarchies, and automated reporting functionalities. Anticipated outcomes include enhanced efficiency and consistency in records management, optimised resource allocation, elevated administrative quality, and strengthened transparency and accountability mechanisms. Ultimately, the system aims to significantly reduce turnaround times and eliminate processing delays associated with manual file handling.

   

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Published: 2026

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