DESIGN AND IMPLEMENTATION OF A COMPUTERIZED STAFF RECORD DEPARTMENT (CASE STUDY OF SOCSMAIT). A RESEARCH PROJECT MATERIAL ON COMPUTER SCIENCE EDUCATION
1.1 BACKGROUND OF STUDY
Employee records may be defined as “record that contain initial application forms, results of physical examination, interviewers’ notations, test scores, periodical appraisals, transfer and promotions, disciplinary actions, releases and retiring wages, salaries, taxes paid, contributions and similar items” (Soveign, 1984). Some or all the following information may be also included in an employee file: full name, address telephone number, age and sex, nationality, ethnic origin, religion, membership in trade union etc. In many organizations these records are poorly organized and under-utilized despite the vital or important information contained there. Emerson (1984) argued that personnel records pose a particular problem because of their “bulk, longevity, and sensitivity.”
Professional literature on archives and records management pays little or no attention at all to the subject of managing personnel records even though these files are substantial. In comparison to financial records, which have clear retention periods, personnel records do not seem to have well developed retention period.
Merriam – Webster dictionary (2014) defines computerization as the ability to carry out, control, or produce by means of a computer. Computerization is the use of computers, control systems and information technologies to optimize productivity in the production of goods and delivery of services. The correct incentive for applying computerization is to increase productivity, and/or quality beyond that possible with current human labor levels so as to realize economies of scale, and/or realize predictable quality levels. In this scope of industrialization, computerization is a step beyond mechanization. Whereas mechanization provides human operators with machinery to assist them with the muscular requirements of work, automation greatly decreases the need for human sensory and mental requirements while increasing load capacity, speed, and repeatability. Computerization plays an increasingly important role in the world economy and in daily experience. (Merriam – Webster, 2015).
A database is a collection of interrelated data (records) organized so that individual records or groups of records can be retrieved that satisfy various criteria. Typical examples include employee records and products catalogs. (Encyclopedia Britannica, 2015).