ELECTRONIC FILE MANAGEMENT SYSTEM FOR DRUG ENFORCEMENT AGENCY

ELECTRONIC FILE MANAGEMENT SYSTEM FOR DRUG ENFORCEMENT AGENCY

CHAPTER ONE

INTRODUCTION

1.0 Introduction

An electronic file management system for drug enforcement agency is a system that can enable drug law enforcement agency to utilize the computer system (hardware and software) to record crime information and also to investigate or to find out the perpetrators of a given crime based on past criminal records, or by the examination of evidence(s) gathered from the crime scene using specialized systems. Most countries all over the world make use of a crime record system that also serves as an investigation system. The system is a comprehensive database of crimes committed and it makes it very easy for the police to investigate crimes. This is possible because the database can be queried based on different criteria such as type of crime, surname of suspects etc. when a crime is committed, the law enforcement agency such as the police force use the name of suspects to match with their criminal record database so as to get the address of suspects and other related information that will facilitate questioning. However, attempting to carry out investigation without the computer system could be very hectic.

1.1 Background of the Study

An electronic record is any information that is recorded in machine readable form. Electronic records may  include databases, electronic mail, instant messages, scanned images, digital photographs, and multimedia files, numeric, graphic, audio, video, and textual information which is recorded or transmitted in analog or digital form such as electronic spreadsheets, word processing files,.  An electronic record keeping system is an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures (Florida Administrative Code, 2010). A typical example is an employee record management system

It is important for institutions and other agencies to establish policies and procedures to ensure that electronic records and their documentation are retained and accessible as long as needed. Agencies are required to include electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or rules, as applicable. Agencies can begin to manage their electronic records by incorporating electronic records into any general agency records management policies they may have in place.

Technological advancement brings about development considering the fact that the computer system is fast and accurate. In addition, it can store large volume of information thereby eliminating the need to record information traditionally with flat files. Law enforcement agencies have recognized the benefits of the computer system and they have adopted it to facilitate their operations such as electronic filing of cases. Information that would have ordinarily required much time to find can be retrieved in few seconds using the computer system and electronic filing software.

1.2 Statement of Problem

The existing problems are:

1. There is no electronic filing record system that will enable the drug law enforcement officers to confirm past criminal records, get information of suspects and also to query the records based on different criteria so as to track down offenders.
2. The manual method adopted to search for case files takes.
3. Case files cannot be easily updated.
4. Accumulation of flat files.

1.3 Aim and Objectives of the Study

The aim of the study is to design and implement an electronic file management system for drug enforcement agency. The objectives are:

1. To create an electronic filing system that can be used to record criminal record
2. To design a system that can be used to easily search for and update existing criminal record
3. To create a system that will provide reports instantly of existing criminal records when needed.

1.4 Significance of the Study

The significance of the study are:

1. It will provide a system that will aid proper filing of case files for the drug enforcement agency.
2. In addition, the developed system will aid easy retrieval of needed information.
3. The study will serve as a relevant reference material to other researchers.

ELECTRONIC FILE MANAGEMENT SYSTEM FOR DRUG ENFORCEMENT AGENCY