District Record Room Application is developed to digitise the notice board of the Record room.
District Record room is a government office, where all the related government files, records, disposed case files, acquaintance rolls etc. are kept. As the related files and records are very important, so these are kept with full security and in hygienic condition, so that it can be protected for longer duration. The other main function of this office is to provide certify copy of these records to the applicants desiring the information of their related records as per requirements. For this, necessary ticket/amount is also charged from the concerned applicant. The existing system in the record room is totally manual based system. Following are the steps followed the existing system:
1. Applicant who wants to access a record needs to submit written application at District record room.
2. After receiving application, office employee will search the desired record.
3. If record is found, then the applicant is informed to submit necessary ticket/ amounts through office notice board.
4. Applicant will submit ticket/amount at office and office will prepare certify copy.
5. After preparation of certify copy, office inform applicant to receive certify copy through the office notice board.
PROBLEMS IN THE EXISTING SYSTEM
1. Due to the manual system of providing information through notice board, applicants sometimes miss the information.
2. If the deadline is missed by the applicant, then they will not get any further information.
3. If record is not available in the record room, then record is called for from related office. This information is not being shared/intimated to applicants.
4. Generally, applicants have to bear more than the prescribed amount due to misinformation.
OUR SOLUTION THROUGH DISTRICT RECORD ROOM APP
We plan to digitize the whole information aspect which is to be provided to the applicant by the record room. After submission of the application to the district record room.
1. The information of availability and submission of necessary tickets/ amounts would be published through the mobile application.
2. If record is called for from related office, then the applicant would be intimated.
3. Even after the deadline, applicant’s information status will be available in the application for longer period compared to the notice board of the record room.
4. Since the amount would be mentioned clearly through the application which is also accessible to other higher officials, no one can demand higher amount from the applicants.
FUTURE ASPECTS OF THE APPLICATION
We plan to develop this system as incremental model. In future, we may provide role based system between the applicant and the officials of record room where the applicant can register and submit their application, whereas the officials of the record room can process the applicant’s request through the mobile application. A payment gateway may be incorporated for submission of the necessary amount.
