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1
DESIGN AND IMPLEMENTATION OF A COMPUTER-BASED
VISITORS' RECORD MANAGEMENT SYSTEM FOR NIGER
STATE HOUSE OF ASSEMBLY COMPLEX, MINNA
By
ABSTRACT
Records are pieces of information created or received by an organization or business establishment that provides
evidences of business decisions or transactions. Record management is a vital part of any organization including the
daily records of visitors in the organization. Types of records include vital and non-vital records, essential and non-
essential records, active and non-active records, etc. Some of these categories of records are needed almost
immediately to resume back the running and operation of an organization in case of an emergency, thus, they should be
securely stored and managed. Interestingly, these records could be stored in paper-based format or in a computer-
based system. This research work is focused on the design and implementation of a computer-based visitors' records
management system for Niger State House of Assembly Complex, Minna. It is a software application designed using JAVA
programming language and MySQL database at the back end, used for storing visitors' information. The software
handles all necessary operations regarding visitors' check-in and check-out in the Niger State House of Assembly
Complex. Furthermore, the receptionist can capture visitors' bio-data, such as: name, gender, email, phone number(s),
address, fingerprint data, and an instant picture snapshot with a digital camera. It also incorporates features of
generating security reports and statistics for crime investigation, as a means of providing security for lives and properties
of the members/staff of the house of Niger state house of assembly complex, Minna, as well as adequately managing the
visitors' records for posterity.
Keywords: Computer-Based, Design, Implementation, Record, Record Management, System, Visitors, Niger State House
of Assembly.
* Department of Multimedia Services, University Library, Federal University, Lafia, Nigeria.
** Department of Computer Science, Southwestern University Lagos, Nigeria.
ISAIAH MICHAEL OMAME * SOLOMON ANIBE TIJANI **
Date Received: 11/01/2019 Date Revised: 06/02/2019 Date Accepted: 25/03/2019
INTRODUCTION
Record management is an integral part of any
organization, whether the records are paper-based or
electronic. Record keeping is essential to the running of
any organization, in fact, it is a fundamental activity in
public administration. Records represent a crucial source
of information and they provide a reliable, legally
verifiable source of evidence of decisions, and actions
(World Bank, 2000). Thus, there are essential and vital
records that are needed within 24-72 hours after a
disaster to get an office up and running again.
These records, regardless of format (i.e., paper,
electroni c, magnetic tape, m icrofilm), must b e
protected and secured in the event of an emergency or
disaster because of severe consequences to the
organization as a whole if the records are lost or destroyed
(FEMA, n.d.). Saka (2017) opined that “records are pieces
of information created by or received by an organization
or business establishment that provides evidences of
business decisions or transactions.” Similarly, Michigan
State University (n.d.) defines record as “information
created, received, and maintained as evidence and
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information by an organization or person, in pursuance of
legal obligations or in the transaction of business”.
Government Records Service (2011) posit as “any
recorded information or data in any physical format or
media created or received by an organization during its
course of official business and kept as evidence of
polices, decisions, procedures, functions, activities, and
transactions. According to World Bank (2000), records can
be described as documents that institutions create or
receive in the course of administrative and executive
transactions. Furthermore, it covers all document
regardless of form or medium created, received,
maintained, and used by an organization (public or
private) or an individual in pursuance of legal obligations
or in the transaction of business, of which it forms a part or
provides evidence. Holistically, according to Washington
State Legislature (2017), a record is “any paper,
correspondence, completed form, bound record book,
photograph, film, sound recording, map drawing,
machine-readable material, compact disc meeting
current industry ISO specifications, or other document,
regardless of physical form or characteristics, and
including such copies thereof, that have been created by
or received by any agency or organization in connection
with a transaction or business, and legislative purposes.”
Records are created/received by an organization in routine
transaction of its business or in pursuance of its legal
obligations (World Bank, 2000). Generally speaking, records
function as evidence of activities (Government Records
Service, 2011), whereas documents function as evidence
of intentions. In any organization, records must be well
managed and preserved in order to prolong their lifespan
and make them readily available to support essential
functions under the full spectrum of all-hazards
emergencies and critical elements of a successful
continuity plan and program in an organization (FEMA,
n.d.). It should be added that, records exist in different
phases or cycle. The life cycle of a record is simply the
repeated events in the existence of that record, covering
the time it was created till the time it is eventually discarded
or disposed (Saka, 2017). The various phases in the life cycle
of a record are: record creation, record distribution, record
storage, record control, record protection, record
maintenance, and record disposition (Saka, 2017).
Moreover, according to Government Records Service
(2011), a complete record must have its content, context,
and structure – these three elements is what makes record
an evidence. The content of a record denotes the
information, facts, or ideas in it. The context refers to the
information about the circumstances in which the record
was created, transmitted, maintained, and used, these
include, the creator of the record, the time it was created,
whom it was created for or sent and why. Lastly, the structure
of a record means the physical and logical format of the
record and the relationships between the different parts of
the records (e.g. an electronic mail record covers its
header, body, attachments, and corresponding reply)
(Government Records Service, 2011).
Record management on the other hand, can be seen as
the planning, organization, controlling, coordinating, and
directing functions that are concerned with the creation,
distribution, control, maintenance, protection, retention,
and disposition of records in an organization (Saka, 2017).
According to McDonald and Levine-Clark (2017), record
management is that administrative system that covers
the control of record and information from their creation
to their ultimate disposal. It covers the whole range of
activities which an organization should perform to
properly manage its records (Government Records
Service, 2011). There are various types of records, these
include: (1) essential records, which are necessary for the
continuity and/or resumption of operations of an
organization during and following a disaster (King, 2015)
and are mostly required within 72 hours or less after a
disaster (Texas State Library and Archive Commission,
2010); (2) non-essential records, which have little or no
value to the office or organization and probably should
never have been retained (Michigan State University,
n.d.); (3) active record, frequently used and referenced
often (daily or weekly) in the operation and functioning of
current organization's activities; (4) inactive records, that
do not need to be maintained on site for day to day use,
but must be retained by an organization for administrative
needs or legal compliance (TAB, 2012); (5) vital records,
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which are needed in anywhere from a few minutes to 24
hours after a disaster to get an office or organization up
and running again; lastly (6) archival records, which merit
permanent value (Saka, 2017). Organizations need to
carry out analyses of their records in order to identify under
which category each record falls so as to ensure their
proper storage and safety accordingly. This is necessary
for planning record management programmes as well as
arranging for their protection prior to a disaster (California
Records & Information Management, n.d.).
1. Statement of the Problem
Ensuing from the increasing rate of insecurity in our society,
with terrorism at an increasing rage: bombing, kidnaping,
theft, and sabotage of public and private infrastructure; this
is a great challenge/threat in our society and nation. It is
worthy of note to assert that in every organization be it
governmental or private, visitors come to visit the staff of the
organization; so do spies come also, but with an
interior/undisclosed motive to spy the environment against
a plan attack to the organization. In most cases, it is when
the event has occurred that people reflect back, but
without any concrete evidence to reference. In other
organizations, such as governor's offices, hotels, senates,
house of assemblies, etc., visitors' information are collected
manually, that is, using the paper-based visitors' record
management system. In such case, the building including
the records might get destroyed when there is a bomb
blast, explosion, or fire disaster. As such, the paper-based
sy st em is inadequate to accommodate such
occurrences. Furthermore, the paper-based system is
limited in scope as regards the necessary information
required for visitors' identification in crime investigation,
such as picture, fingerprint data, etc.
It is against this backdrop that the researchers deem it fit to
carry out this research work to develop a computer-based
visitors' record management system and implement it in
Niger State House of Assembly Complex, Minna. The
computer-based visitors' record management system is
designed to overcome most of the challenges and
limitations or inadequacies of the pen and paper-based
visitors' record management system.
2. Objectives of the Study
The general objective of this research work is to
develop/design a software application that would
manage and keep track of the information of visitors
coming in and out of the Niger State House of Assembly
Complex, as a means of providing security and creating
a secured environment for the members, staff, and
infrastructure of the House of Assembly Complex.
Specifically, the objectives of this study are:
·To design a compute r-based visitors' record
management system for Niger State House of
Assembly Complex, Minna.
To design a database for the storage and
management of visitors' information.
To manage the records of all visitors coming in and
out of the Niger State House of Assembly Complex,
Minna.
Generate security reports from the daily records of
visitors for police/security investigation in case of
emergencies.
3. Significance of the Study
This study is directed towards visitors' record management
in an organization (Niger State House of Assembly
Complex, as a case study), moreover, it can be applied
to any of such organization be it governmental or private
that takes interest in managing the records of the visitors in
the organization. This study will assist ministries,
or ga ni za tion, and establishments in ad eq ua te
management of their visitors' record against the pen and
paper-based system in place; and in the case of an
emergency, it will assist the police/security in crime
investigation via:
The information of visitors collected which will include
name, location, fingerprint, and instant photography
that could be used easily to identify a suspect.
Providing list of visitors who visited the organization/
ministry on a particular day, week, month, or year as
the case may be.
Generating daily security report from the application
visitors' check-in and check-out. This can be used to
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determine potential suspects over any criminal
activity perpetuated in the organization/ministry over
a given period.
4. Literature Review
According to The Receptionist (n.d), visitors' record
ma na ge me nt is the pr oc es s of tr ac ki ng and
documenting everyone who enters an office building.
LobbyGuard (2013) opined that a visitors' record
management system documents the usage of the
facilities by specific visitors and provide information of
visitor's whereabouts. A visitor may be a customer, a
delivery person, a job applicant, a contractor, a
consultant, or the relative of a staff in the office. Essentially,
anyone who is not a regular full-time employee is a visitor.
The method, technique or technology used to tract or
document and manage the records of visitors in an
organization is referred to as visitors' record management
system (The Receptionist, n.d). Many methods have
evolved over the years on how to manage the records of
visitors in an organization; among these include: (1) pen
and paper visitors' record management system, (2)
computerized or computer-based visitors' record
management systems or visitor management software
(LobbyGuard, 2013; VisiPoint, 2018 ). Succinctly,
according to The Receptionist (n.d) and LobbyGuard
(2013), the pen and paper visitors' record management
systems records basic information about visitors to a
public building or site in a log book. Typical information
found in an entry includes the visitor's name, reason for the
visit, date and check-in and check-out times. A pen and
paper visitors' record management system's main
positive feature is low up-front cost. Training to use the
system is minimal, and the equipment required to
implement this visitors' record management system is
cheap and readily available. Some systems use a simple
book format, where visitors simply enter their details on
ma rked rows. Fur thermor e, (Lo bbyGu ard, 2013)
submitted that, a pen and paper visitor's record
management system have some negative points from a
security point of view. Visitors must write entries by hand,
creating a logjam (holdup) effect in public entryways. A
security personnel must check each visitor's credentials
and manually initiate any further security checks (for
example, a call for a background check or other action)
(Kat Technologies, 2017). Visitor badges rarely have photo
identification and can easily be swapped from person to
person (LobbyGuard, 2013). Kat Technologies (2017)
reported that documentation in a pen and paper visitors'
record management system requires either manually
re-entering logbook information in a computer or keeping
the logbook itself in storage. Other shot-comings of the
pen and paper visitors' record management system as
outlined by LobbyGuard (2013) and Kat Technologies,
(2017) include the following:
It takes time to search for previous visitor's record. The
receptionist would have to flip through several pages
of records in the visitors' book and cross-check one
after the other, which is rather strenuous and
laborious. In a computer-based system however,
searching of records is just a matter of few seconds
and the receptionist would be freed to do more
worthwhile jobs.
Records of information collected in the existing
system are piled up in a book. This does not only
occupy lot of physical space, but are subject to
deterioration.
In regard to act of terrorism such as bomb blast or fire
disaster, the entire information of the visitors' book/ log
will be burnt down to ashes and no reference can be
made to previously record either management
decision making or criminal investigation.
The pen and paper visitors' record management
system is slow and time consuming both for the
receptionist entering visitor's information and the time
consuming for visitors during check-in/check-out,
respectively. If a visitor visits the organization ten times
a day, to visit a staff, his/her bio-data would still be
collected ten times. Even consistent information
about the visitor, such as name, host name, and
probably address, phone number, etc., would still be
recorded multiple times. The pen and paper visitors'
record system lacks the mechanism of reusing
preexisting records of a visitor for a new input, which
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could also be reedited as the case may be.
The pen and paper visitors' record management
system cannot be sorted for statistical reports. It is
disorganized, incomplete, and difficult to retrieve
information (World Bank, 2000). It lacks the capability
of generating visitor's statistics or sorting visitors' record
in a particular order, such as sorting by host to get the
number of visitors who visited a particular staff within a
certain period of time e.g. one month. Also the
statistics generated could be used to analyze the
variation of the total number of visitor on daily, weekly,
monthly, or annual basis. In a nutshell, the pen and
paper visitors' record management system is void of
generating security reports in case of an emergency.
Consequently, LobbyGuard (2013) and Kat Technologies
(2017) opined that a computer or electronic visitor' record
management systems use a computer network to
monitor and record visitor information. Furthermore, it can
capture all relevant visitor's information, including photo,
signature, fingerprint, name of the visitor, reason for the
visit as well as entry and exit times. An electronic visitors'
record management system improves upon most of the
negative points of a pen and paper system (Kat
Technologies, 2017). Visitor's ID can be checked against
national and local databases against fugitives, as well as
in-house databases for potential security alerts. A
computerized visitors' record management system can
be customized to print visitors ID cards for one-time only or
continuing use. Moreover, several desktop-based visitor
management software applications are currently
available. These applications typically consist of three
fundamental components: (a) visitor registration, (b) visitor
badge printing, and (c) reporting functionality. Some of the
applications are capable of automatically capturing visitor
information directly from a visitor's driver license, passport, or
other government issued identification document (VisiPoint,
2018; Kat Technologies, 2017).
According to Virtual Galaxy (2010), visitor management is
more than just optimizing the flow of visitors in your
buildings. It provides you with a way to implement your
company's security policy and to obtain reliable
information on your visitors and visits. With a good visitors'
·
management system module, one can manage a
company's flow of visitors in a simple and effective way.
Optimizing visitor management process can significantly
reduce costs, improve safety and security, and generate
valuable visitor data. Each day scores of visitors pass
through the entrances to your facility. Having the ability to
screen and track them can contribute substantially to the
safety and protection of your personnel and property. With
a computer-based visitors' record management system,
one can improve security desk productivity by scanning
business cards or driver's licenses to quickly register visitors,
and provide voice coaching to guide visitors during the
registration process (Virtual Galaxy, 2010; Wikipedia,
2017).
Nedap (2008) submitted that visitors' management
systems can also have the functionality that ensure visitors
are only granted access if their visit is approved by an
authorized person present in the building. This gives you
much tighter control over the visit. The system gives the
possibility to set a maximum presence time for each visit.
If the visitor does not handover in his badge on time, it will
be automatically blocked. One can also set a limit on the
number of badge movements that can be made in and
out of a zone. If the maximum number of movements has
been exceeded, an alarm is generated. A computer-
based visitor record management system has distinct
advantages when it comes to registering and monitoring
visitors. According to Virtual Galaxy (2010), the ability to
automatically screen and track visitors is an essential part
of a complete security plan. A computer-based visitors'
record management system should have the following
functionalities:
Register visitors (visitors' check-in)
Check-out visitors
Screen visitors
Receive remote visit approvals
Support local employee login
5. Materials and Methods
This system was designed using the JAVA programming
language and MySQL database server. According to
David (2007), MySQL is a relational database program
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that is used to enter/insert, edit/update, delete, alter and
analyze lists of data. MySQL, being a relational database
management system, minimizes redundancy of data
stored in the database. Furthermore, the design of the
system incorporates features for an automated visitors'
record management and security system. The design
and modelling for this application include:
Users' Process Modeling and Design
Input/ Output Modeling and Design
System Flow Chart
6. Database Design and Architecture
6.1 Users' Use-Case Diagram
The visitors' record management system is operated
mainly by the receptionist of the organization. The use-
case model diagram in Figure 1 below shows the various
interfaces, which the user interacts with the system.
6.2 Input/ Output Modeling and Design
The input for the application varies from entering text
directly from the keyboard, selecting sets of options from
a menu using the mouse, picture snapshot / upload from
a camera/webcam/file, uploading files from storage
devices, and fingerprint enrollment from a fingerprint
scanner/reader. The output on the other hand could be in
the form of printed outputs (reports), screen display and
audio / sound outputs. Both the input and output for the
application undergoes some kinds of validation and
testing to avoid error before the actual processing as
shown in the design model in Figure 2 and Figure 3.
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7. Database Design and Architechture
The general theme behind a database is to handle
information as an integrated whole. A database is a
collection of interrelated data stored with minimum
Figure 1. Use Case Diagram for the User
Figure 2. Activity Diagram for Input Model
Figure 3. Activity Diagram for Output Model
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redundancy to serve many users quickly and effectively.
The database designing specifies the structure of the
database' tables, fields' types and length and how data
should be organized around user requirements (David,
2007). The general objective is to make information access
easy, quick, inexpensive, and flexible for all users. During the
database design, the following were put into considerations:
controlled redundancy, data independence, accuracy and
integrity, large information at low cost, backup and recovery
from failure, privacy and security, performance, efficiency
and effectiveness of the system. The database design is
shown in Table 1. Figure 4 shows the system flow chart.
8. Results and Discussion
8.1 Visitors' Check-in Display Output
The visitors' check-in display output as in Figure 5 shows the
interface for registering a visitor into the House of
Assembly Complex, Minna. The information collected
include: name, e-mail, phone number, location/address,
place of work/school, gender, host, purpose of visit, instant
picture snapshot, fingerprint data, and other additional
information. Figure 6 is a sample successful visitor's check-
in slip.
8.2 Visitors' Check-Out Display Output
Figure 7 is a screenshot of a sample visitor's check-out slip.
8.3 Visitors' List Output
The screenshot in Figure 8 is a list of visitors registered with
detailed information of each visitor.
8.4 Security Reporting/Tracking Output
The screenshot in Figure 9 shows the list of visitors for
security report. The list could only be a targeted category
of visitors who did not sign-out after signing into the House
of Assembly Complex or the entire record of visitor for a
given period of time.
8.5 Database Backup, Restore, and Cleanup Output
The Database manager provides a convenient tool for
database backup, restore. You can conveniently backup
your database after a certain period of time (daily, weekly,
monthly, or annually) and save the backup file to an
Field Name
Id
Surname
Middle Name
Last Name
Email
Phone Number
Address
Place of Work
Sex
Host
Purpose of Visit
Additional Information
Date Time IN
Date Time OUT
Picture
Fingerprint
Data Type
int(10)
varchar(100)
varchar(100)
varchar(100)
varchar(100)
varchar(100)
varchar(1000)
varchar(1000)
varchar(20)
varchar(100),
varchar(1000)
varchar(1000)
Date
Date
blob(500000)
blob(500000)
Description
Primary Key
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Table 1. Databases Table Design
Figure 4. System Flow Chart
Figure 5. Visitors' Check-in Output
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external storage device for future reference or online to
an email host server. In the case of an emergency, when
the building is destroyed or the system is damaged, from
external backups or online you can conveniently restore
that database and view the records of visitors into the
House of Assembly for criminal investigation purposes
(Figures 10 and 11)
Conclusion and Recommendation
The designed visitors' record management and security
system is a software application designed using Java
Programming Language, which has the capability of
checking visitors in and out of the Niger State House of
Figure 6. Visitors' Check-in Slip Output
Figure 7. Visitors' Check-Out Slip Output
Figure 8. Visitors' List Output
Figure 9. Security Reporting/Tracking Output
Figure 10. Database Backup Output
Figure 11. Database Restore Output
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Assembly Complex Minna, and provide security
information for checking and tracking down a criminal or
suspect in case of emergency. It takes in the relevant
information of visitors at the receptionist and/or secretar y's
desk, such as full name, address/location, the purpose of
visit, instant picture snapshot, and fingerprint, which can
be easily used to track down a suspect/criminal in case of
emergency. It is true that most organization collects such
information manually; this cannot guarantee real-time
security; if such organization experience fire outbreak or
bomb blast, there will be no record to reference during
investigation - the record itself would be destroyed.
However, this research with bridges this gap via a secured
online backup and restore module that one could store
backup files externally to the organization and in the case
of emergency it would be retrieved without any hitches.
Lastly, this software addresses the problems and
limitations of the existing manual system such as slow-
operations, limited storage capacity, lack of efficiency,
and reliability, etc. Some of the challenges that might be
encountered with this computer-based system, include
availability of uninterrupted power-supply, lack of
technical know-how on how to operate the system,
inadequate funding to procure, and maintain the system.
Consequently, it is recommended that the organization
should source for alternative means of power supply
rather than depending on Power Holding Company of
Nigeria (PHCN). Among others, solar power, and standby
generator with inverters and batteries are hereby
recommended. In the same vein, the government should
address the problem of erratic power supply more
seriously through research and development for
alternative sources of renewable energy. Furthermore,
the receptionist or secretar y that will operate the system
should be adequately trained to do so before
commencing full operation. Lastly, the stakeholders of the
organization should be sensitized on the usefulness of the
system so that they can see the need to release funds for
the maintenance of the system when the need arises.
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ABOUT THE AUTHORS
Isaiah Michael Omame is a Librarian at the University Library, Federal University Lafia, Nigeria. He started his career in Librarianship
in 2013 where he served as the Librarian/Media & Publicity Secretay at Nigerian Christian Corpers Fellowship (NCCF), Katsina
State Chapter, Nigeria. Thereafter, he served as a volunteer with the Voluntary Services Overseas (VSO) in Nasarawa State,
Nigeria. He is a certified and Chartered Librarian of Nigeria (CLN), and a Member of Nigerian Library Association (NLA),
Nasarawa State Chapter, Nigeria. Isaiah Michael Omame holds a Diploma in Computer Applications (University of Jos, Nigeria),
B.Tech Library and Information Technology (First Class Hons) and Master Degree in veiw, from the prestigious Federal University of
Technology Minna, Nigeria. He has published and presented a number of Articles/Papers at both Local and International
reputable Journals/Conferences. He is well proficient in Programming/Software development for websites, PCs and mobile
devices. Because of his passion for innovative services delivery in librarianship, he has developed a number of Software
Applications for Managing Libraries, including a Fingerprint Biometric Identification System for Charging and Discharging Library
Materials. He is currently serving as a librarian (e-services department) at the Federal University Lafia, Nigeria, and the incumbent
coordinator for library staff training and development, where he organises in-house library workshops and trainings to impart
knowledge and skills to the library staff passionately.
Solomon Anibe Tijani received his Bachelor of Technology (B.Tech.) First Class Hons from Federal University of Technology, Minna in
2013 and Master's (MSc.) in Computer Science (Distinction) from Coventry University, UK in 2017. He is passionate about
Computing, Research and IT infrastructure that supports large user groups to leverage technological innovations in solving
problems and improving solutions. His research interest includes the areas of IT application in library, Service-oriented
Computing, Artificial Intelligence, IoT, Cloud Computing and Big data, Data Mining, Parallel Computing, Image Processing and
Databases as well as their applications.
10 l
i-manager’s , Vol. No. 1 l
Journal on Information Technology 8 December - February 2019