Development Of An Electronic Document Management System:- Nnaji Moses C

1. ABSTRACT .

This study presents the design and implementation of an Electronic Document Management System (EDMS) for student clearance, reconciliation, and data management at Michael Okpara University ofAgriculture, Umudike (MOUAU). The work was motivated by challenges with the manual documentation system, including inadequate storage, vulnerability to damage, high costs of printing, frequent document loss, and time-consuming retrieval processes, all ofwhich slowed registration and clearance activities. The aim was to develop an EDMS that streamlines clearance while improving data security and accessibility. Using the Structured Systems Analysis and Design Method (SSADM), the study applied logical data modeling, data flow modeling, and entity behavior modeling. Data collection involved interviews with staff, analysis of existing forms,,and observation of current practices. The system was implemented with PHP, MySQL, HTML, and CSS, with MySQL selected for its efficiency, security, and open-source advantages. The developed system assigns unique student IDs, supports certificate uploads (e.g., birth, WAEC/NECO, medical), and enables record entry, search, report printing, and profile management. Administrator modules extend these functions to user management and system oversight. The EDMS enhances efficiency by automating clearance, reducing archiving costs, and strengthening security through access controls, activity.tracking, and reliable backups. It also promotes collaboration via digital workflows and minimizes redundancy in record handling. However, successful adoption requires user training, careful metadata management, and strategies to address resistance to change. In conclusion, the proposed EDMS offers a scalable solution that improves clearance, reconciliation, and overall data management at MOUAU. Its adoption is recommended to ensure faster, more secure, and more efficient administrative processes..