DEDICATION

This project is dedicated to Almighty God for his protection, kindness, strength over my life throughout the period and also to my — for his financial support and moral care towards me.Also to my mentor — for her academic advice she often gives to me. May Almighty God shield them from the peril of this world and bless their entire endeavour Amen.

ACKNOWLEDGEMENT

The successful completion of this project work could not have been a reality without the encouragement of my — and other people. My immensely appreciation goes to my humble and able supervisor Mr. — for his kindness in supervising this project. My warmest gratitude goes to my parents for their moral, spiritual and financial support throughout my study in this institution.
My appreciation goes to some of my lecturers among whom are Mr. —, and Dr. —. I also recognize the support of some of the staff of — among whom are: The General Manager, Deputy General manager, the internal Auditor Mr. — and the —. Finally, my appreciation goes to my elder sister —, my lovely friends mercy —, —, — and many others who were quite helpful.

 

ABSTRACT

Information Technology continues to have a great impact on the way humans live and work. The business world is one of the aspects of life that has experienced this phenomenon. This advancement of technology has contributed to the growing use of paper in the office place which has had tremendous impact on the environment. However several new technologies have been developed to eliminate paper outright or at least reduce the amount of paper in the office environment. This phenomenon known as the ‘paperless office’ has become desirable but difficult objective to achieve.

The objective of this research is to suggest general best practices and guidelines for implementing paperless office solutions and secondly to find out whether enterprise rights management systems can contribute to the paperless office solution. The research uses a case study methodology to analyze data on business practices. This paper mainly introduces the design and implementation of a paperless office system, the system structure of the basic functional modules and systems of the system are analyzed and designed.

TABLE OF CONTENTS

 TITLE PAGE

APPROVAL PAGE

DEDICATION

ACKNOWLEDGEMENT

ABSTRACT

TABLE OF CONTENT

CHAPTER ONE

• INTRODUCTION
• BACKGROUND OF THE PROJECT
• PROBLEM STATEMENT
• PURPOSE OF THE PROJECT
• SIGNIFICANCE OF THE PROJECT
• RESEARCH QUESTIONS
• BENEFIT OF PAPERLESS SYSTEMS

CHAPTER TWO

LITERATURE REVIEW

2.0      LITERATURE REVIEW

2.1      INTRODUCTION

2.2      WHAT IS THE ‘PAPERLESS OFFICE’?

2.3      HISTORICAL BACKGROUND OF PAPERLESS OFFICE

2.4     ENVIRONMENTAL IMPACT OF PAPER

2.5      ENVIRONMENTAL IMPACT OF ELECTRONICS

2.6      ATTAINING A PAPERLESS OFFICE

2.7      THE ‘PAPERLESS OFFICE’ IN NIGERIA

2.8      NEED FOR PAPERLESS OFFICE SOLUTIONS

2.9      PROBLEMS ASSOCIATED WITH PAPER-BASED ENVIRONMENTS AND BENEFITS ASSOCIATED WITH PAPERLESS ENVIRONMENTS

2.10   SOLUTIONS FOR TRANSITIONING TO A PAPERLESS SYSTEM

CHAPTER THREE

3.0          METHODOLOGY

3.1          SYSTEM ARCHITECTURE

3.2      SYSTEM MODULE DESIGN

3.3      DATABASE LOGIC DESIGN

3.5      METHODOLOGY

3.6      DATA COLLECTION

3.7      DATA FLOW DIAGRAM OF THE PROPOSED SYSTEM

3.8     DATA FLOW DIAGRAM FOR THE PROPOSED SYSTEM

CHAPTER FOUR

4.0      SYSTEM DESIGN

4.1      OVERVIEW OF DESIGN

• MAIN MENU
• SPECIFICATIONS

CHAPTER FIVE

• SUMMARY
• REVIEW OF ACHIEVEMENT
• CONCLUSIONS
• RECOMMENDATION

5.3     REFERENCES

 

CHAPTER ONE

1.0                                                INTRODUCTION

1.1                                            Background of the Study

In today’s fast growing world science and technology is continuously revolutionizing the way humans live and work. One of such areas of human lives experiencing radical change due to the advancement of science and technology is the use of paper. Several technologies have been developed to reduce the amount of or eliminate paper outright. This phenomenon, known as the ‘paperless office’—a term coined by George E. Pake, the then head of Xerox’s Palo Alto Research Center in 1975 [George et al, 2011]—has become a desirable but difficult objective to achieve. Enterprise rights management systems, Enterprise forms automation, Optical Mark Readers, screen input systems, document sharing software and a myriad of other technologies have been developed to make the paperless office concept realizable. The focus of this paper is to explore how enterprise rights management contributes to the achievement of a paperless office and how to implement a paperless office solution in Nigeria institution.

This study is motivated by the growing amount of cries from the global community on the need to tackle global warming. This is coupled with the fact that institutions in Nigeria are moving towards the digital end of business operations by acquiring computers, printers and other IT solutions for their business operations. Many more are connected to the world-wide web to enhance their business operations. Historically, Corporations and business institutions globally have business processes that rely heavily on the use of paper [2]. Business to Business (B2B) operations, Customer to business operations (C2B e.g. Sales and marketing) as well as internal business operations (e.g. reports) depend on paper. For example, academic institutions provide paper admission forms to applicants who then fill these forms and return them physically to the institutions. The institutions in turn give a paper notification to the applicants. However, most of the technologies acquired to cut back on paper use are under-utilized for several reasons. Another important reason for this phenomenon is security concern .i.e. how to protect sensitive data from falling into the unintended recipients.

1.2     Problem Statement

Before computers were common, offices relied on paper-based processes for distributing and filing paper documents. Today, paper-based processes are still utilized by some organizations. The problem with receiving printed documents is that it takes time and effort to extract information from the documents, as well as to find a place to file them and also the storage of paper documents is very difficult and can be risky. Filing cabinets take up a lot of space and finding old filed documents is very time consuming. Paperless office system came to overcome these problems; this involves use of software to capture the words that are on the document via computer or any other electronic devices.

1.3     Purpose of the Study

The purpose of this work is to explore the topic  of the paperless environment by focusing on best practices in implementing a paperless system. The objectives are:

1. To develop a paperless office system software that can be used by schools for online registration and approval of students registration by their HOD, Dean of Faculty and Secretary of post graduate studies.
2. To implement the practices in making the transition to a paperless environment.

• To suggest general best practices for implementing a paperless office solution in Nigeria

1.4    Significance of the study

Working on this study will serve as a means of informing decision makers such as organizational executives, managers and IT leaders on best practices in transitioning to paperless environments and the benefits of going paperless.

This study will help the reader to identifies issues and risks associated with paper-based environments.

Finally, it will provide sources that highlight best practices in making the transition to a paperless environment, including alternatives for tools and technologies.

1.5     Research questions

1. What are the best practices in implementing a paperless system in offices?
2. What are the problems that are pushing the need for organizations to go paperless?

• What are viable solutions for transitioning to a paperless system?

1. What obstacles may arise during the paperless implementation?

1.6    Benefit of paperless systems

Below are the benefits to be derived from running a paperless office.

Reduced storage space: First of all, the need for a physical storage space is eliminated. Paper, due to its bulky and easily destructible nature, when collected over a long period of time requires a significant amount of floor space and storage facilities like cabinets and drawers. A paperless office environment reduces this need (Azmi et al., 2011).

Better Recovery: In addition, a paperless office environment provides better recovery protection. The data stored on storage devices in a paperless environment is easily backed up unlike in a paper based office environment.

Better security against data theft: A properly implemented paperless office environment provides better security against data theft. Most paperless office technologies provide a mechanism for ensuring that unauthorized users have access to the data.  Unlike a paper environment, a paperless technology like enterprise content management and enterprise rights management are able to tell when data has been stolen.

Efficient workflows and productive process: There is also the benefit of increase in productivity when institutions go paperless (Karl, 2015). With the help of information systems and databases, employees do not have to waste time searching through tons of data in paper files anymore (Azmi et al, 2011). Moreover workers are able to work remotely without having to be physically at the office in the case of enterprise content management and enterprise rights management. Also, a paperless office has the tendency to reduce overhead cost as a result of the cut in paper consumption and expenditure on printing, photocopying and storage.

Reduction of footprint on the environment: Companies can also benefit through the reduction of their environmental impact footprint. A paperless office environment also improves a firms’ competitiveness  in the industry as customer service can easily be enhanced by reducing the number of processes that depend on paper. This in addition to the above can enhance business prospects and profitability (Antoinette, 2019).

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PROJECT DESCRIPTION

Format = Microsoft word

Chapters = 1-5 chapters

Price: N3,000.

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For more information contact us through any of the following means:

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Email address: engr4project@gmail.com

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