CERTIFICATION PAGE

This project written by ------- under the guidance of the

supervisor has been submitted and accepted by the
department of -------------

---------Project supervisor

--------------Head of department
--------------

External Examiner

Sign & Date

Sign & Date

Sign & Date

DEDICATION
This project work is dedicated to Almighty God.

ACKNOWLEDGEMENT
It is worthy to appreciate those whose efforts and
support made it easier for me to carryout this project work
successfully.
My immensurable appreciation goes to Almighty God
for his guidance, protections, favours, success and good
health which contributed to the success of this research
work, I remain ever indebted for his infinite mercies and
abundant blessings.
I appreciation all my departmental lectures whose
effort made it possible for me to conclude this programme,
my immense gratitude goes to my project superior --------for his advice, assistance and encouragement throughout
my study, I also acknowledge the following; Dr. Mrs. -------whose motherly advice goes along way in closing both my
attitude, knowledge and skill gap, others are, Mr. ------, Mr.
------------, Mr. -------- and my honorable HOD Mr. --------

whose effort is worthy of mentioning . I must express my

heart felt gratitude and wonderful support to my lovely
parents Mr. ------- and Mrs. -------- for their moral, financial
and unflinching support throughout my stay in this
institution, those whose names are worthy of mentioning
here are my brothers, Mr. -------, Mr. ---------, Rev. Br.
---------, --------- and my sisters, ------ and ------, others are
Mrs. ---------- and Mrs. ----------.
I also owe a great indebtedness to my uncles Mr. &
Mrs. ---------, Mr. & Mrs. ---------- and Mr. & Mrs. --------and others too numerous to mention. I will not forget my
cousins whose financial contributions and advices made an
impact in my life, worth to mention here are my Aunty Miss
-----------, Mr. -----------, Bro --------, and others. i am
exceedingly grateful to my lovely friend and soul mate miss
--------- and her family members for their prayers, financial
support and encouragement which words are not enough to

express. I also recognize the effort of my soul brother Mr.

-------- whose effort goes along way to produce this project
work, I pray that God will grant you all your good heart
desires.
Finally, I am greatly indebted to all my friends ------,
-----------, ----------, all ----------, -----------, -------, my roommates

------,

-------,

----------,

and

many

others

and

numerous authors and individuals whose books and

literature materials have helped me in writing this project, I
will

not

conclude

this

acknowledgement

without

commending my big Aunty Mrs. ----- and Aunty ------- and

my computer operator who has done noble to this good work
.
God bless you all.

ABSTRACT

Technology has proved beyond all reasonable doubts that

computer technology can eliminate the burden of manual
system

which

has

been

affecting

the

administrative

activities. File is the collection of records. It holds data that

is required for providing information both for present and
future reference. It plays a vital role in every organization.

The present system is being reviewed and problem that is

associated with it includes inability to effectively handle
files, data security, batch processing, misappropriation of
data, abnormal indexing, file location, misplacement of files,
updating of records, transfer of files etc. All these problems
occur due to manual sharing of files and records hence the
need for a computerized file sharing and access control
system.

This system will help in eliminating all those

problems encountered in the manual system; it will promote

good

administrative

activities

and

dissemination

of

information on-timely basis if implemented.

The method used in solving this problem is based on topdown approach. This is done by starting with the general
concept of what is required by the existing system that it is
lacking and breaking them into component parts which are
then simplified with the introduction of the new system.

The use of file and file sharing in this context is based upon
modular approach of programming.

This project work provides alternative solution of manual file

sharing to a computerized file sharing and access control.
With the implementation of this software, it will ensure real
time processing, easy access and retrieval of files, proper
indexing, and prevention of file from unauthorized users and
system security.

TABLE OF CONTENT

TITLE PAGE
CERTIFICATION
DEDICATION
ACKNOWLEDGEMENT
ABSRACT

CHAPTER ONE
1.1

INTRODUCTION

1.2

STATEMENT OF THE PROBLEM

1.3

OBJECTIVE OF THE STUDY

1.4

SIGNIFICANCE OF THE STUDY

1.5

SCOPE OF THE STUDY

1.6

LIMITATION OF THE STUDY

1.7

DEFNITION OF TERMS

CHAPTER TWO
2.0

LITERATURE REVIEW
9

2.1 INTRODUCTION
2.2 TYPES OF FILE
2.3 FILE ORGANIZATION
2.4 FILE ACCESS
2.5 FILE ACCESS CONTROL
2.6 ACCESS TIME
2.7 WRITING TO DISK AND READING FROM DISK
2.8 STORAGE DEVICES
2.9 FILE AND SYSTEM SECURITU

CHAPTER THREE
3.0

SYSTEM ANALYSIS AND DESIGN

4.0

INTRODUCTION

3.2

BRIEF HISTORY/DESCRITION OF THE CASE STUDY

3.3

ORGANIZATIONAL CHART

3.4

ANALYSIS OF THE SYSTEM

3.5

DATA COLLECTION

10

3.6

DATA ANALYSIS TECHNIQUE

3.7

PROBLEM DEFINITION

3.8

SYSTEM DESIGN

3.9

SYSTEM SPECIFICATION

3.10 SYSTEM STRUCTUR

CHAPTER FOUR
4.0

SYSTEM IMPLEMENTATION AND

DOCUMENTATION

5.0

CODING

4.2

TEST RUNNING

4.3

INSTALLATION PROCEDURE AND DOCUMENTATION

4.4

CHANGE OVER METHOD

4.5

TRAINNING OF OPERATOR/STAFF

4.6

SYSTEM MAINTENANCE

CHAPTER FIVE
5.0

SUMMARY, RECOMMENDATION AND CONCLUSION

6.0

SUMMARY
11

5.2

RECOMMENDATION

5.3

CONCLUSION
BIBLIOGRAPHY
APPENDICE

CHAPTER ONE

1.1 INTRODUCTION
Almost all information stored in a computer must be in
a file. Each document is stored in the computer individually
by name in what is called a FILE. A file is a collection of
letters, numbers and special characters.

It may be a

program, a database, a desertion, a reading list, a simple

letter etc, there are many different types of files; data files,
text files, program files, directory files and so on. Different
12

types of file stores different types of information.

For

example program file stores programs where as text files

store text.
In todays information age, where every success is
dependent on fast storage, access control and retrieval of
information.

Computer file and filing techniques have

gained more attention.

Files in a programming sense are

not really very different from other forms of file or other

application.

The biggest difference are that in a program

you access the file sequentially (you read one line at a time
starting at the beginning) and also when you can write by
creating a new file from scratch (or over writing an existing
one) or by appending to an existing one.
Different

programming

languages

have

different

approach or method of creating, editing and updating files

when it comes to file sharing and access control.

The

structure of a file is known to the software that manipulates

13

it.

For example database files are made up of series of

records, word processing files contains flow of text. Except

for ASCII text files which contain only raw text other files
have proprietary structures. Formatting and other type of
information are contained in headers or interspersed
throughout the file. Most file sharing and access is carried
out in storage devices like magnetic disk, flash drives and
hand disks. Optical disks are also available and it is usually
faster to access.

Software manufacturers store their

softwares for sale on optical disks because they are

essentially preferred for applicants requiring large volumes
of reference data.
There are still significant amount of file processing
carried out using file stored on magnetic tape but it is often
done on mainframes computer in a large commercial
industry or financial institutions. Magnet tape continues to
be a back up medium, especially in it cartridge forms. When

14

using files, the entry of data is separated from processing of

data. Hence a file can be created at one time and processed
or use at a later time. In fact a file is designed to store data
which can be processed further.

1.2 STATEMENT OF THE PROBLEM

There has been a constant quest by man since creation to
improve on the quality of his life and existence, this ever
increasing quest has been necessitated and propelled by the
simple need for man to address the challenges posed b his
environment.

Some of the challenges associated with

manual file sharing and access includes inability to

effectively handle data files, poor indexing, congestion of the
file cabinet, difficulty in accessing and locating of files, it
causes draw back to administrative activities, inconsistency,
unable to update records, misplacement of file due to
transfer from one office to another, delay in processing of
data etc.
15

1.3 OBJECTIVE OF THE STUDY

The primary objective of this study is to design and
implement a computerized system for file sharing and access
control.

This will help greatly to eradicate the inherent

problems encountered by the administrative.

promote

an

protect

the

confidentiality,

It will also

integrity

and

availability of information and resources.

1.4 SIGNIFICANCE OF THE STUDY

The importance of this research work is based o the
following:
1.

It

will

help

to

solve

the

problem

faced

by

administrative department
2.

to reduce the workload or piled of files in the

administrative sector

3.

it will prevent file loss on transit

16

4.

This research work will equally be valuable for

students who may carryout similar research in
related field for reference purposes.

This will also assist other organization and system designers

to completely design a computerized system with very little
human effort on keeping of files which will in turn make for
efficiency, smooth and better performance of administrative
activities.

1.5 SCOPE OF THE STUDY

The main objective of this study is to identify a better way of
designing and implementing a computerized file sharing and
access control system that will totally reduce the problems
faced by the existing system. The study is narrowed down to
exams and records of the federal polytechnic Nekede owerri
for the computation of student database. It was the range of
perception or understanding which gave rise to the action

17

taken in implementing the desired program, designed to

handle pools of files and students database file. This will
help in the effective and efficient tracking of information on
students database as well as monitoring the administrative
activities.

1.6 LIMITATIONS OF THE STUDY

A number of factors militated against this project which
poses some difficulties, they are as follows;
1.

Unwillingness of the respondent to release basic and

necessary facts.
2.

Cost of sourcing of information from relevant journals,

materials, Internet and respondents at the administrative

area is exorbitant
3.

Insufficient material at the school library has also

militated on the progress of this research as most of the

books in the library are irrelevant to this study.

18

4.

The stress of combining lectures and research work has

not being easy on my own part.

1.7 DEFINITION OF TERMS

FILE: A file is a package of information with a name
attached to it, it provides static methods for the creation,
copying, deletion, moving and opening of files and aids in
the creation of file stream objects.

DATA:

This is a name given to basic or raw facts and

figures that are processed in to information

SYSTEM.IO NAMESPACE:

This contains types that allow

synchronous and asynchrous reading and writing to files

and data streams and types than provide basic file and
directory supports.

19

COMPUTER: This is a device that works under the control

of stored programs, automatically accepting, storing and
processing of data to produce information which is the
result of that processing.

ENTITY: This is anything about which data can be stored.

DATABASE:

This is a single organized collection of

structured data stored with a minimum of duplication of

data items so as to provide a consistent and control of pool
of data.

SYSTEM: here, it means a computer system that is aimed

or designed to provide efficient means of information storage
and retrieval of data files.

PROGRAM: This is a set of instructions that is written in

the language of the computer.

20

INFORMATION: this is a fact about something and it also a

data that has been converted into a more useful or
intelligent form for decision making.

STUDENT: This is a person who is studying at a university,

college or polytechnic.

RECORD:

This is a written account of something that is

kept so that it can be looked at and used in the future.

CREDENTIAL: This is an electronic representation of your

identity; it links an individual to a technology such as
personal identification numbers, usernames and passwords.

21

CHAPTER TWO

2.0 LITERATURE REVIEW

2.1 INTRODUCTION
File is a block of arbitrary information or resource for
storing information which is available to a computer
program and is usually based on some kind of durable
storage. A file is durable in the sense that it remains
available for programs to use after the current program has
finished. Computer files can be considered as the modern
counterpart of paper document which traditionally were kept
in offices and libraries files which are the source of the term.
The data stored in files is always entered in an
organized manner. Records may be store alphabetically by
name, by date or by the sequence in which they are received.
One field in the records is the organizing factor for the file.

22

This field which is used to determine the order of the file is

called record key or key field.

2.2 TYPES OF FILE

MASTER FILE: This is the main file for an application; it is
a large file for a fairly permanent nature e.g. customer
ledger, payroll, inventory etc. A feature to note is the regular
updating of these files to show a current position.

For

example customers orders will be processed increasing the

balance owing figure on a customer ledger record and
updating of students records.

It is seen therefore that

master records will contain data of a static nature.

TRANSACTION FILE: This is also known as movement file.

This is a temporary file used to store data which will be used
to update the master file.

It is made up of the various

transactions created from the source documents. As soon

23

as it has been used for this purpose (updating), it is no

longer required.

It will therefore have a very short life

because it will be replaced by a file containing the next

batch of orders.

REFERENCE FILE: This is a file with a reasonable amount

of permanency.
purposes

are

Examples of data used for reference

price

list,

tables

of

rate

of

payment,

registrations numbers, names and addresses.

2.3 FILE ORGANIZATION

This is the arrangement of records within a database.

It

refers to the way in which records are held on a file with a

view to the retrieval of data/information. We start from the
point where the individual physical record layout has been
already designed i.e. the file structure has already been
decided. How do we organize our many hundreds or even

24

thousands of such records (e.g. students record) on disk.

Operating system supports three types of file organization.
These are sequential, serial and random file organization.

SERIAL FILE ORGANIZATION

This method is in a since, in respect of chronological order,
records on a file are read or processed in the same order
which they were initially recorded.

A files organization is

serial if the records on the file are in a logical sequence

according to their key field e.g. in alphabetical order or in
numerical order.

SEQUENTIAL FILE ORGANIZATION

This is used when a high percentage of records are
processed at the same time. They are usually sorted into
some order e.g. ascending order of students registration
number. It contains data elements that are stored one after

25

another in sequence. When you read the data from disk, it

must be read in the same sequence in which it was written.
To read any particular element of data, all preceding
elements must first be read.

It is one which records are

organized by physical sequence alone, records are written on

the file one after the other in a physical sequence.

RANDOM FILE ORGANIZATION

This is an organization by means of indexing. This option is
conducted

without

regards

to

the

sequence

either

chronological or keyed. Records are arranged in sequential

order by keys, in addition to index or enable s established to
the record the physical local of keys within the file.

2.4 FILE ACCESS

File access means locating individual records on the file.
The way in which a file can be accessed will depend on how

26

the file is organized, but access might be serial, sequential

and direct access.

SERIAL ACCEESS
The only way to access a serially organized file is serially.
This simply means that each record is read from the disk
into main storage one after the other in the order they occur.
i.e. to start at the first record on the file, then go on to the
next and son on through to the end of the file.

With

transaction files, serial access of an unordered file will often

be suitable because every record on the file has to be
processed.

SEQUENTIAL ACCESS
Sequential access is the access of records on sequential
organized file. Without using an index. Sequential access is

27

faster than serial access because since records on a

sequential organized file are in key field order, once the
particular record has been located; there is no need to check
serially through the rest of the file. There is a method of
locating records on a sequential file, known as BINARY
SEARCH which means that individual records can be
located more quickly than with serial access.

DIRECT ACCESS
This is where you can read only record or write new record
without having to wait for the database to read all the other
records. In a direct access file, one of the fields in the table
must be set up as a primary key i.e. direct access is a
method of locating an individual record in a file directly
without having to look through any other record first.

28

FILE ACCESS CONTROL

Access control is the ability to permit or deny the use of a
particular resource by a particular entity. When a credential
is presented to a reader, the reader sends the credentials
information usually a number to control panel ( a highly
reliable processor).

The control panel compares the

credentials number to an access control list, grants or

denies the presented request and sends a transaction log to
a database.

When access is denied based on the access

control list, the resource remains locked. If there is a match

between the credential and the access control list, the
control panel operates a relay in turn unlocks the resource.

Passwords are used for access control than any other type of
solution because they are easy to implement and are
extremely versatile.

On information technology systems,

passwords can be used to write-protect documents, files,

directories and to allow access to systems and resources.
29

TYPES OF ACCESS CONTROL

1.

DISCRETIONARY ACCESS CONTROL SYSTEMS

This allows the owner of the information to decide who can

read, write and execute a particular file or service. When
users create and modify files in their own home directories,
their ability to do this is because they have been granted
discretionary access control over the files that they own. On
end users laptops and desktops discretionary access control
systems are prevalent.

MANDATORY ACCESS CONTROL SYSTEM

These systems do not allow the creator of the information to
govern who can access it or modify data. Administrator and
overseeing authorities pre-determined who can access and
modify data, systems and resources.

It is used in a

30

multilevel system that process highly sensitive data such as

classified government and military information.

ROLE BASED ACCESS CONTROL SYSTEM

These

systems

allow

users

to

access

systems

and

information based on their role within the organization.

Role based access allows end users access to information
and resource based on their role within the organization.
Role based access can be applied to groups of people or
individuals.

RULE BASE ACCESS CONTROL SYSTEM

This system allows users to access systems and information
based on pre-determined and configured rules. Rules can
be established that allow access to all end users coming

31

from a particular domain, host, network or IP addresses. If

an employee changes their role within the organization, their
existing authentication credentials remain in effect and do
not need to be re-configured.

Using rules in conjunction

with roles adds greater flexibility because rules can be

applied to people as well as devices/systems.

ACCESS TIME
Access time on disk is the time interval between the moment
the command is given to transfer data from disk main
storage and the moment this transfer is completed. It is
made up of three components which are;

SEEK TIME: This is the time it takes the access mechanism

to position itself at the appropriate cylinder.

32

ROTATIONAL DELAY: This is the time taken for the bucket

to come round and position itself under the read-write head.
On average this will be the time taken for half a revolution of
the disk pack.

DATA TRANSFER TIME:

This is the total time taken to

read the contents of the bucket into main storage.

2.7 WRITING TO DISK AND READING FROM DISK

WRITING TO DISK: In order to process files stored a disk,
the desk cartridge pack must first be loaded in a disk unit
for a fixed desk the disk is permanently in the desk unit.
Records are written onto a desk as the disk pack revolves at
a constant speed written its desk unit. Each record is
written in response to a write instruction. Data goes from
main storage through a READ-WRITE head onto a track on

33

the disk surface. Records are recorded after the other on

each track.

REEADING FROM DISK: In order to process files stored on

disk, the disk cartilage or pack must first be loaded onto a
desk unit. Records are read from the desk as it revolves at a
constant speed. Each record is READ in response to a read
instruction. Data goes from the disk to the main storage
through the READ-WRITE head already mentioned. Both
reading and writing of data are accomplished at a fixed
number of bytes per second.

2.8 STORAGE DEVICES OF FILE

Storage devices are the name implies are medium whereby
data (representing computer files) are retained when entered
so as to ease the stress of re-entering voluminous data and
also to keep the data for future use easy and fast access or

34

retrieval. These storage medium are professionally known as

MOMORY. There exist two categories of memory namely
primary memory and secondary memory.
1) PRIMARY MEMORY: According to Opara (2003), The
primary memory is also known as core storage or main
memory or fast access memory, it is usually resident
inside the computer and not detachable. Its commonest
types includes:
i.

RAM Random Access memory is the main memory

used as the computer workable, it is volatile in nature.
i.e. it lost its data when power supply is removed.

ii.

ROM- Read Only Memory: These contains fixed data

when are written permanently at the time of its
manufacture. A set of instruction stored in this way is
said to be hard wired and is often called firmware. This
technique is often used to extend the instruction set of
the computer by storing special purpose subroutines. It

35

is also frequently used to store data or instructions

which the computer needs all the time from the moment
it is switched on.
iii. PROM Programmable Read only memory: This is in
contrast to normal ROM, in which the pattern of stored
data is to permanently incorporated into the chip using
a MASK during the last stage of manufacture, the
PROM can be programmed by the user. However, the
data is held permanently once the PROM has been
programmed.
iv. EPROM PROGRAMMES are used for these tasks
memories can be read, erased and rewritten without
removing them from the computer. However, the erasing
and rewriting process is very slow compared with
reading which limits their use.
v.

EEROM Electronically Erasable Read only memory:

This is essentially the same as EAROM.

36

2. SECONDARY MEMORY
This is an auxiliary or backing store, it is not permanently
fixed into the computer. It is slower in operation than the
primary memory because the man memory is accessed
directly by the main memory before it can be accessed by
the processor. Details of the secondary storage device would
be given sequent topics subsequent topics since file sharing
and Access is anchored in these storage devices.

2.9 HISTORY OF STORAGE DEVICES

History of storage devices could be traced through the
generations of computer, since each generation of computer
comes with a unique operation with its storage devices quite
different or similar to other generation.
As Oparah (2003) puts the first generation of computer
were made with theromonic valves, its architectural design

37

was based on principle developed by John Von Neumann.

Therefore the storage device, in the easily computers were
mercury Delay lines innc transistors which reduced the size
of computer, hence desk was invented and implemented. It
gives the second generation of computer more storage
capacity than the first generation.
The third generation of computer was base on technology of
integrated circuit (IC) with vast internal device called
microprocessor which were much faster main the third
generation of computer with increased storage devices,
optical storage unit float on the computer market in this
generation since it was developed from very large scale
integration (VLSI).
The fifth generation of computers are more powerful because
it posses a high processing capabilities. Experts system and
artificial intelligence (AI) are computers of this generation.

38

Magnetic medium optical unit, zip duties, smart cards are

some of its storage devices.

1. PUNCHED CARD
This is the earliest medium for data input into the computer.
French (1972) explains that Data in the punch card is
prepared by punching holes into a card with the punched
machine where a set of holes represent a character. The data
punched into the card is visible to enable on optical
verification by reading, alternatively, another operator would
repunched the data with the already punched card using
varieties. The card using varieties. The card is like a type
written but has sticked and hopes for fin cards before and
after and after punching respectively.

39

2. PAPER TAPE
A tape file channels, it was first used in 1970s to transmit
telegraphic messages over wires. The basic idea of this
method is to record data onto tape rather than cards. An
operator keys with data using a type interlinked keyboard for
keying the data. The data is stored and displayed on a VDU
(visual display, unit) for the operator to confirm what is
being recorded and is verified by another memory for
processing. If however, the tape comes from more than one
source, then they are individually verified, edited, validated
and parted into a single input tape for processing.

3. MAGNETIC MEDIA
Magnetic media are computer storage devices that uses
electromagnetism as electrical charges in the magnetized
surface let one (1). Examples of magnetic media, includes:

40

i.

MAGBETIC

TAPE:

As

the

book,

introduction

to

computer a management tool by Abdulahi, (2004) states

that a magnetic material deposited in grains, each of
which may magnetized in one of the two possible
directions. To each of the directions the significance O or
I is attached which means that data can be written,
stored and read on to tape. The concept of magnetic
tape is similar in many ways to large audiotapes and
tape recorded. Data can be written on magnetic tape,
along the length of the tape (i.e. the data be outputted
from the CPU and written on to tape when may be
loaded upon to an on-line magnetic ape, the tape moves
across a READ / WRITE head from one reel on

to

another magnetic tape is basically used as back up

storage devices.
ii.

MAGNETIC DISK: This consist of a flat circular desk,

the disk covered on both disks with a magnetic material.

41

According to Abudulahi (2004) Data is held on a

number data is read from written to it by rotating the
disk pass memory onto it, or can read data from it for
input to the CUPs memory. The mechanism that
causes the disk to rotate is called a disk drive. The data
on a disk is located by its sector as each track and
sector

has

formatting

a unique
established

identification
track

and

number. Disk
sector

number

references.
iii. FLOPPY DISK: Although microcomputers will often have
a hard disk drive, they will also have one or has floppy
means of on-line storage for small business computer
systems. A floppy disk coaled in magnetic material and
held in a thin casing when it is inserted into the disk
drive on the slot in the computers cabinet. It is rotated
in a turn table. They are used in the smallest micro
computer systems as well as with microcomputers and

42

are

particularly

useful

in

providing

means

of

decentralized processing.
iv. WINCHESTER DISK: As defined by French, Winchester
disk are small hard disk that is developed for the use in
micro-computers. It has advantages of more storage
capacity, quicker access, thus reducing waiting time for
the user and greater mechanical reliability.
v.

CASSETE/CATERIDER: This is similar to the home

devices of which data can be keyed in just as in the
other data recoding other to (inches). A cartilage
has between 2 to 8 storage on the high-density make.

Other magnetic media that with machinery are the advances

strip

cards,

smart

cards

etc

due

to

technological

advancement, that are being made to produce more

sophisticated magnetic media.

4.

OPTICAL DISK UNIT

43

Optical technology has been introduced into computer

systems and is now being used for data storage. It can be
used as back up, general purpose retrieval. It is similar to
the compact disk used for audio reading. There are three
basic types of optical namely CD-Rom, WORM and magnetic
disk. All of them use lasers to write or read data and they
provide a means of storing very large volumes of data.
i.

CD-ROM (COMPACT DISK ROAD ONLY MEMORY):

These devices work on exactly the same principle as
that used for the domestic audio compact disk (CD)
which has became so popular in recent years as a
replacement for the ving ILP read some units are
manufactured dual use both for playing CDs, write
CDs accessing data CDs. The devices are only able to
read back pre-recaded sound or data by using a laser
at lower intensity and deteching the pattern of light

44

reflected from its been by the surface of the disk as the

CD rotates on a turntable.
ii.

WORM

once

Read

MANY:

These

is

similar

in

appearance to a fixed device magnetic disk unit but

data is written into the disk by burning a permanent
part precision laser beam. The reading of data is
conducted the same way as that used for a CD i.e. is
read back by using the laser at lower intensity and
detecting the pattern of light reflected from its beam by
the surface of the disk at it rotates on a turntable.
iii.

MAGNETO-OPTICAL DISKs: These are optical rewritable disk work on similar principles. They are also
known as erasable sand wiched between two plastic
disks. The area to be allowed is heated by a laser and
then its magnetic change is reserved i.e. a state in
which it remains when cooled.

45

2.10

FILE AND SYSTEM SECURITY

System and file security is becoming an increases simply

important and urgent issue. As a witness to this, consider
the present day concern over computer virus which if
introduced into computer systems, have the ability to read
and / or destroy unprotected data. Indeed a number of such
units attacks have recently received nationwide attention.
Computer security is an encompassing term. It includes
many assets of protecting a computer or a computer system.
Security issues includes system access by authorized users
or programs and limitation of file access to limited users or
groups of files. We are concern here primarily with the
control of access to files. A standard technique of protecting
access to files if by means of PERMISSIONS. Every file is
associates with a set of READ and WRITE permission bits.
Infact there are three sets of such permission bits for each
file. One set for the owner of a file, one set for all other group

46

associated with the file and a final set for all other group
associated with the file and a final set for all other users of
the system. This method is commonly used in UNIX
operating system. A file owner controls the set for all other
users of the system. A file owner controls the states of these
permission bits. Thus, a file owner, may prevent others from
reading or writing a file by setting READ, WRITE bits for
group members and for all other system users to an
unallaned state. Conversely, the file owner might allow the
system users total access to a file setting the READ and
WRITE bits associated with all users.
A method for administering service access to files of a
computer key, and passwords.
i. AUTHENTICATION: This is any process by which you
verify that someone is who they chain they are. This
usually involves a username and a password but can
include any other method of demonstrating identity, such

47

as smart card, ratica card, voice recognition, finger prints

or passwords. An thentication is equivalent to showing
your drivers license at the ticket counter at the airpat.
ii. AUTHORIZATION: This is finding out of the presence
once identified is permitted to have resource. This is
usually determined by finding out if that person is a part
of or has a particular level of security clearance.
Authorization is equivalent to checking the guest list at an
exclusive party or checking for your ticket when you go to
opera browser.
iii.ENCRYPTED KEY: These are mathematical algorithms
that are used to secure to confidential information and
verify the authenticating of the people sending and
receiving created to make sure that security requirements
are taken into account.
iv.

PASSWORDS: These are used to access control more

than any other type of solution because they are easy to

48

implement and are extremely versatile. on information

technology system, passwords can be used to write
protect documents, files, directors and to allow access to
systems and resources.

49

CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.0 INTRODUCTION
The lexicon universal encyclopedia defined system as a set of
concept or special method or procedure that must work
together to perform a particular function. It is the method of
determining how best to use computers and other resources
to perform tasks which meet the information needs of an
organization. Alternatively system is an entity which consist
of independent work force put together to achieve a
particular objective.
The

exams

and

records

department

of

the

federal

polytechnic Nekede is a system, hence its need analysis and

design due to the constrain and set backs enhancement in
this system. In this regards, control has to be exceeded
because unpredictable disturbance my arises and ender the
system.

50

System analysis and design are stages in the process of

driven methodology SDLC (system development life circle) in
which facts are obtained about the working methods
bottlenecks and inefficiency. The methodology will evidently
change the existing system into a new system through the
stages.
BRIEF HISTORY/DECRIPTION OF THE CASE STUDY
The federal polytechnic Nekede, Owerri was established as
the college of technology Owerri by Edeit No. 16 dated 1 st
April 1978. It was renamed. THE POLYTECHNIC by the Imo
State government. The institution was taken over by the
federal government in April 1993 and now governed by the
federal polytechnic Act to perform the following functions.
1. To provide full time or part time courses of institution
and training
2. In

technology,

applied

science,

commerce

and

management in such other fields of applied bearing

51

relevant to the development of Nigeria in the areas of

industrial and Agricultural production and distribution
for research in the development and adaptation of
techniques as the council may from time to time
determine to arrange conferences, seminars and study
groups relative to the fields of learning.
The institution is located in Nekede about five kilometers
from the metropolitan capital of Imo State Owerri. The
campus comprises some 138 hectares of land.

ORGANIZATIONAL CHART
KEY

DSA Division of student affairs

DWS Works Division

IDC Industrial Practice centre

RID Research & Development

unit
DHMS Division of medicinal & TEDC
health
CD Central Administration
SSP Junior staff personnel

Technological

Entrepreneurship
Development center

52

JSP Junior Staff personal

ADMS Admission
REE/STAT Records & Statistics
CENT STO Central stores
ADV Advances
BB Bills and Budgetary
MAINACE Main account
Coll Div Collection Division
M & E Monitoring & Eradiation
MIS

UNIT

Management

information system unit

AEC Admission & Examination
MHS Medical & health services
AMC Auditorium management
committee
EF & AL External funding &
Negotiation

53

EPC Educational portal center

ANALYSIS OF THE SYSTEM

This system was analyzed using the approaches in the
methodology of modern system analysis. Methodology is the
procedures, techniques, tools and documentation aids which
will help system developers in their effort to implement a
new information system. Thorough investigation exercise
was carried out to under cover the problems affecting the
excising system and possible suggested solution to combat
the problems affecting the system.
The major problem areas observed with the present system
include:
a)

Information retrieval process is difficult to undergo

b)

Gathering / collection of students information (both past

and present) is time consuming

54

c)

There is always a problem of data loss as a result of

improper storage.

d)

Informations

kept

in

paper

files

are

exposed

to

destruction by rodents and ants

e)

Lack of adequate security of information kept in cabinet

f)

Improper file indexing etc.

After thorough investigation of the present management

system, its bottle neck, its cost ineffectiveness and other
problems. I am of the opinion that a new system be designed
which will aim at:
a)

Reducing the stress of data information collection and

updating.

b)

Eliminating loss of information as the information will

be stored in the computer system and a lack up copy
made.

c)

Ensuring easy retrieval of students record using a very

field to access such records or any other criteria.

55

d)

Education of data inconsistencies

e)

Ensuring maximum data security with the use of

password as only authorized person will have access to
the system.

DATA COLLECTION
This is the research methodology that help researchers to
gather sources of information that will help building the new
system. Some of the mode of data collection includes:
a. Interview
b. Observation

a.

Interview method: This is a method through which a

researcher gets in contact with the respondent from whom

the information is to be obtained and recads the first hand
information. Some of the staff could not give the opportunity
of monitoring the way they work as they see it as a

56

distraction so they decided to grant me an interview and

from any discussion with them, I was led into a more
understanding of the operations of the exams and recads
department of the polytechnic.

b. Observation method: This is a method intended

confirmation of answer obtained through investigation and
conclusion drawn from the operational activities of the
department. I observed the way the workers / departmental
staff carried out their various tasks and also what is
happening in the department. I discovered also how often
staff are being interrupted, in their work, the pressure they
are working under and their attitude to work.

SAMPLE SYSTEM FLOWCHART FOR FILE UPDATING

DATA ANALYSIS TECHNIQUE
In analyzing the processing of text file, each document is
stored in the computer individually by the name in what is
57

called a FILE. Many documents files take the form of a

formatted sequence of characters, in their simplest form,
such files are called text files because they consist of
printable characters.
However,

it

is

almost

impossible

to

get

the

feet

of

administrative data process in a commercial or home

environment. When you are looking at the administrative
data processing, when you are looking at the administrative
data processing, the following should be realized.
1. The method of data input is different
2. The method of updating files is different
3. Files are updated frequently due to changes in dynamic
meads
4. Specially trended staff are employed to prepare data for
computer output and to handle through put jobs in the
computer.

58

Consider for example students database master file such file

may require updating everyday since some students comes
for misspelling of names wrong initial, wrong registration
number etc. Due to this fiats, the students records will
undergo updating effect such changes that will aid in
computing the correct student database. The method used
to update a master file is to make small file containing all
the amendments generated during a waking day and to
update the master file at the end of the day.

SAMPLE SYSTEM FLOWCHART FOR FILE UPDATING

Old

Transaction

master

file

file

UPDATE

New
master file

59

In the administrative sector, separate files will be a mode for

holding details of new policies, amended policies and
detected policies. Such files are known as transaction file. (it
is also called movement file). As soon as they have been used
to update the master file, they are erased.

PROBLEM DEFINITION
The problem definition in file sharing and access control is
based upon file processing procedures. The structure of any
operating data system is based upon data elements (I.e.

60

creating, updating, sating, adding or deleting records from

file etc) .
To use the computer it is always necessary to get data
into it. In many cases, when the amount of data is large, a
computer file or folder has to be opened to store the data.
Using file handing techniques, the same data can be used
over and over again or modified.

SYSTEM DESIGN
Design involves synthesis which is the choosing and putting
together components and how they are operated to form a
system. The system design used on this work is modular
approach to programming which is the modern structured
design. The modern structured design is a process oriented
technique for breaking up a large program into a hierarchy

61

of modules that result in a computer program that is easier

to implement and maintain. The purpose of this task is to
prepare technical design specifications for a database that
will be adaptable for future requirements and expansion in
the administrative departments.

SYSTEM STRUCTURE
In computer science and information science, system
structure also means the connections of various subcomponents that interchange information through some
channel or processes in order to facilitate the flow of
information securely.
The system structure of the computerized file sharing and
access control system is based on five tables. These tables
defines the roles (access right), users and application files.
One or more rolles can be applied to each user and to each
application file. The m- role table defines all the roles for the

62

system. The m-application roles tables defines the roles

associated with each application.
The m- user- roles table defines the roles associated with
each user.
Users of the system are defined in the m- user table. An
administrator column in the m- user table serves as a flag to
identify whether or not the user is an administrators can
access the m- roles andm- users tables, and consequently
add roles and users to the system or make changes. The mapplication

table

contains

information

about

all

the

applications and URLs (path) that constitute the system.

63

SYSTEM SPECIFICATION
The Computerized File sharing and access control system is
based on intranet application/ software. It can be accessed
centrally through any network that is connected to the
server hosting the application. This helps to ensure that all
file access and control is manage at one point thereby
reducing data redundancy and also limit unauthorized file
access.

64

The application is powered by Wamp server and

supported by Mysql database. The application was developed
in php.

65

CHAPTER FOUR

SYSTEM IMPLEMENTATION AND DOCUMENTATION

4.0

INTRODUCTION

System

implementation

includes

hardware

acquisition,

software installation and testing of the system. It refers to

the activities that take place as the new computer based
system takes over from the manual filling system. During
implementation careful plan are set p to ensure that that the
new system operates quite smoothly. It equally involves
training staff properly to follow the new procedures.

CODING
The coding of the design is the highest level of details on any
software development. The coding is achieved using php
programming language and mysqI database.

66

TEST RUNNING
This defines the requirements which the software should
meet as it is progressively integrated into a complete
package. The testing process is concerned with proving that
the package produces correct and expected result for all
possible input data. Unit testing and verification was
performed by all modules and procedures to ensure that
information properly flows into and out of the module or
procedure under test. This is usually done by the system
analyst to ascertain that it corresponds with the laid darn
requirement and specification of the system. This is achieved
using data specimen provided either from the old system or
generated test data provided by the system analyst.

INSTALLATION PROCEDURE AND DOCUMENTATION

67

The installation is quite simple. Install the wamp server and

configure the database

CHANGE OVER METHOD

In considering a suitable method of change over deferent
factors have to be put into consideration. One of such factor
is the cost effectiveness of the implementation. Since the
implementation to avoid collapse in the new system, which
might load to waste of finance.
There are different method, parallel method and
phased method.

DIRECT METHOD:

This method is used when a new

system is introduced without any reference to the old

system. This happens in a case where there is no similarity
between the old system and the new system or when the

68

organization cannot copy with the expenses of running both

the old and the new system.

4.5 TRANINING OF OPERATORS / STAFF

The introduction of the new system will definitely affect the
already existing system used in the establishment. Therefore
before any new system is installed, staff especially those in
the department that would manipulate the system needs to
be trained on the management and usage of the system.
This could be achieved through organized instructional
classes where experts of the new system would explain the
various techniques involved in operating the new system.
Some old staff who may have an idea of the feasibility study
process and design stages carried out earlier will have be
further trained on how to handle the new system. This step
is necessary as no computer based system is likely to

69

function effectively unless there is adequate knowledge of

the value of the system, it uses and limitations.
A system analyst in most cases would be needed to ensure
that all persons involved with the new system are competent
enough to make it an operational accomplishment. Also the
cooperation between the staff and the analyst must be
cordial for the system to be highly utilized.

4.6 SYSTEM MAINTENANCE

System maintenance is simply changes made to the new
system. There may be changes in the future on the
computerized file sharing and access control system
Enhancement and corrective changes is necessary for the up
keep of the system. When these changes are documented, it
will help any programme that will further in future amend
the software to understand the program.

70

CHAPTER FIVE

SUMMARY
The major reason why a computer is employed into various
activities is to solve problem, whether simple or complex.
The computer solves problem when it is programmed to do
so.
However, the employment of computer into the exams and
records department of federal polytechnic Nekede will
enhances and improves the administrative function and
qualities of work. Prior to this fact, this will help the
department to have a feasible system and maintain a very
effective and efficient file system and access control.

RECOMMENDATION
The following recommendations are necessary for effective
operation of exams and records:

71

a)

Federal polytechnic Nekede should equip their computer

room

with

air

conditioner

to

enhance

effective

performance of the computer system.

b)

The system is recommended for any information system

that should want to go computerized

c)

Staff to handle the system should undergo some

extensive training to make for efficiency and letter work
performance so as to capture the facilities provided for
by the system to achieve desired purposes.

d)

There should be a database administrator who will over

see all the systems and make sure access is denied to
unauthorized user.

CONCLUSION
This project work took a lot of time to visualize and explore
the concept of record keeping. Not only do exams and
records department allow for the collection of vast amount of

72

students data, they work force. Where in the past, students

recads had to be manually processed for filling and analysis.
It can be entered quickly and easily into a computer system
which allows for faster decision making and quicker reflexes
for federal polytechnic Nekede as a whole.

BIBLIOGRAPHY
Abdulahi, J.I (2004), Introduction to Computer a
Management Tool Nigeria: Victory
Publishers.

Abdulahi, J.I (2001) Introduction to Computer Studies and

Basic Programming: Mantle Publishers.

French CS, (1972); Computer Science, 4 th Edition, London:

DP Publication Ltd.

Mills, A.P (1984) Computer Information System

Development: Analysis and Design, South
Western Publishing Co, USA.

73

Oparah, C.C (2003) Genesis of Computer Science Nigeria;

Pradces Books & Press.

Onyedepo Nwachachu V. (2004) Lecture Notes On File

Organization and Management
(Unpublished).

Richard, R. (2005) Lecture Notes on Computer Memory

www.mram-info.co

Sean, D. (2004), Seminar On Storage Devices, Texa

University: ww.howstuftworks.com

Sharpe, I. (1993) P.C Answers; Future Publishing, U.K.

74