I have noticed that at Fab Food Pix, photographic library, a manual filing system is used, I feel they would benefit from having a computer version running help save both time and effort for the receptionists. I have chosen to design and implement a database for Fab Food Pix, Photographic Library. At present Fab Food Pix stores client information on paper, in a manual filing system. The aim of the project is to explore the advantages and disadvantages of computer and paper filing systems to find to most profitable and use it to store the client information in a more beneficial way. The particular problem, which is to be addressed, is that Fab Food Pix stores all client information on paper.
Description of Problem:
A computerised filing system will help potential users by being more accessible - particular records can be found quickly and easily without having to search through filing cabinets and papers. Also, one computer can store more information than 8 filing cabinets therefore computerised filing systems take up less space. A computerised filing system will store all the specified information in one place, so there will be no need to go from room to or search through numerous cabinets to find the desired information. As well as information being quick and easy to find, searches can be carried out instantaneously rather than having to wade through many manual records. This particular problem is interesting as it provides an opportunity to analyse the information, design and implement different ideas, also to develop, refine and then proceed to test and evaluate the ideas.Overall, the new system will allow the users to search for a company, surname, or any field in the client details previously entered, in less than 30 seconds. This information can then be used to mail merge an invoice to any of the clients in the database.
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A computer database system is the best method for fulfilling these tasks because it is electronic and so, much quicker than using manual labour. Pre-entered information can be transferred between documents, whereas if information is only recorded on paper, information cannot be easily transferred from one document to the other. Overall the computerised database system is the basis of a set of computerised filing cabinets. Implementation of Solution There are numerous different types of hardware and software available to comperturise Fab Food Pix's manual filing system, the hardware which will be used to design the database is a Power Mate I-Select XL2 P1700.
This computer has Intel Pentium 4 Processor 1.7 GHz, 256 MB RDRAM, 60GB 7200RPM Hard Drive, 16X DVD-ROM and 12X CD-RAW, 19" NEC CRT Monitor (18" viewable) Quad Speakers and Headset and Optical Mouse and a 56 Kbps V90 Modem. The software, which could be used to design the database is; Microsoft Word 2000, Microsoft Desk Top Publishing 2000, Microsoft Excel 2000 or Microsoft Access 2000. The computer that will be used in the work place will be a Power Mate I-Select XL2 P1400. This computer has an Intel Pentium 4 Processor with 1.4 GHz, 128 MB RDRAM and a 40 GB Hard Drive. It has 17" NEC CRT Monitor (15.7" viewable) a 10/100 MB Network Card and a Software Package.
Although four programs have been mentioned, only one program can be used to create the database. So, I will now proceed to investigate the different types software mentioned to find which is the easiest and most effective to design, implement and use. I predict that word will not be exceptionally beneficial when used to create a database as it was preliminarily created as a word processor. Any database that is created is in the form of a table, in which no searching or sorting can be done.
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