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A MODEL FOR MEMO TRACKING AND DELIVERY

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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
A MODEL FOR MEMO TRACKING AND DELIVERY
1
Sunday Adewumi, 2Friday Joseph Agbo, 1Olugbenga Oluwagbemi, 1Franscisca Oladipo, 1Emeka Ogbuju

1
Department of Computer Science, Federal University Lokoja, Nigeria
2
ICT Unit, Office of the Focal Person, Social Investment Programme, Lokoja, Nigeria
*Email: [email protected]
_______________________________________________________________________________________
ABSTRACT
The traditional means for sending documents (such as memos and letters) in a developing work environment
involves the dispatch of hardcopy of such documents to a receiver. Such documents while on transit could be
varied and diverted. Sometimes a document might need to go through a third-party for comments before
being routed to appropriate office for their necessary comments. The manual process of moving documents
from office to office can be very slow, cumbersome and might even be compromised. In this paper, we
developed a solution that can be deployed to ameliorate this challenge and it is aimed at delivering secured
mails while being transmitted. With this system in place, members of any community connected to a
common Local Area Network (LAN) are able to send secured paperless memos and letters to one another.
The system can also be implemented where internet connectivity is available.
Keywords: Document Management System, Mail Tracking System, LAN, ICT, FUL
_______________________________________________________________________________________

1.0 INTRODUCTION
Electronic monitoring and tracking system is an Furthermore, the time wasted in the delivery of
important ICT concept that can be leveraged upon to important documents are some of the banes of the
efficiently deliver documents in the work current manual method. Another pertinent issue
environment. On a daily basis, academic associated with this method is the lack of secured
institutions and corporate organizations deal with storage facility. From the foregoing, it becomes a
large volume of documents; Federal University necessity to automate this manual process. This
Lokoja (FUL) as the case study is not an exception. system can help memo writers track/monitor actions
The challenges faced by FUL staff members while being taken on their documents.
sending and sharing memos are numerous. These
challenges may not be unconnected with the current The research is therefore, aimed at developing an
manual methods of documentation and information electronic and automated document monitoring and
dissemination. The practice at FUL, just like most tracking system. This system was developed with
organizations in our clime, is to carry hardcopy the following objectives: (i) enhanced monitoring
documents to be delivered, from office to office by and tracking of memos and other documents (ii)
dispatch clerks. This mode of delivery is reduction in the search time for memos and
characterized by inefficiency and lack of documents (iii) improved reduction in the
Information integrity. Using this method of incidences of loss/misplacement of documents by
document delivery can lead to possible maintaining an activity log (iv) to provide access
misplacement or mishandling of mails. In addition control measures on documents that have been
to the identified challenges above, documents could delivered or on transit. In this paper, we present the
be read by unauthorized persons that carry them. design, implementation, results, discussion and
conclusion as part of the effort made to digitize
_________________________________________________________________ document delivery at Federal University Lokoja
*Corresponding Author
(FUL) and elsewhere.
How to cite this paper: Adewumi, S., Agbo, F.J., Oluwagbemi, O., Oladipo, F., &
Ogbuju, E. (2018). A model for memo tracking and delivery. Confluence Journal
of Pure and Applied Sciences (CJPAS), 2(2), 153-162

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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
integrity, document integration and sharing, and
2.0 LITERATURE REVIEW scalability.
Building a paperless community is an important There are many DMS available on the market today.
goal of Information Technology (IT). The main aim Brooks (2017a) reviewed over 60 commercial
of digitalizing the operations of an organization is to document management systems by visiting their
avoid the use of papers with a view to going green. company websites, making calls to customer
Going green is simply building a paperless service, testing out free trials when possible and
environment which is the new technology interviewing real users. Based on some factors like
direction. Enumerating the environmental impact of ease of use, search capabilities, integration options,
just 10 million pages of paper, the US collaboration tools and workflow abilities, he found
Environmental Protection Agency reported the top 17 document management systems to seriously
destruction of 2,500 trees, a waste of 450 cubic consider as best picks: Agiloft, Contentverse,
yards of landfill space; usage of 56,000gallons of oil Content Central, Doccept, docSTAR, DocuWare,
and 595,000KW of energy (EPA, 2017). Suffice it Dokmee, eFileCabinet, FileCenter Pro, FileHold,
to say that the health hazards are enormous as Laserfiche, LogicalDOC, M-Files, PaperPort,
cutting trees depletes the amount of oxygen in the PinPoint, Speedy Organizer and Zoho Docs.
environment and the high energy release harmful
gases into the environment. Also, the economic Despite the availability of these vendor DMS,
impact is highly demanding as the production and educational organizations still design and implement
distribution of reams of paper is costly. GoPaperless their specific DMS which is highly tailored to their
(2015) noted that the pulp and paper industry is the needs. Principally, these organizations hope to
2nd largest consumer of energy in the US. The achieve a variety of features to maximize their
average US officer prints 10,000 pages per year thus benefits which may include reduced retrieval costs
helping Americans to generate 85 million tons of or timely search and retrieval of documents or
paper into the waste stream and an estimate of more memos, lower data entry costs, ease of locating
than 400 million ink and 100 million toner documents for retrieval, security of access and
cartridges end up in landfills each year. storage, better collaboration, recovery of physical
space, simultaneous access to single document, and
To solve these problems, the implementation of provision of remote access to records from
Document Management System (DMS) was anywhere according to Leppert (2016) and Brooks
proposed as a solution. Leppert (2016) defined DMS (2017b). The University of Utah implemented an
as the orderly, structured electronic filing of your integrated DMS that provides web-based application
content, and the storage, retrieval, archiving of both tracking services for all their admission processes.
electronic and scanned paper records and files. We This enables applicants to keep a trail of the
can also define it as computer software that can progress made on their admission documents into
store electronic documents for the University. The University of Sheffield is
businesses/organizations to implement the green currently planning to introduce a new tracking
initiative and improve efficiency. It can be used to system to track mail items around the University to
manage different versions of the same document minimise the risk of lost mail around the campus.
modified by different users. This facility also gives GrTech (2016) developed a Memo Management
DMS the ability to track the location of the System that can track the amount of time spent on
document(s). Kirkby (2011) itemized four (4) types each memo, trace the progress on each process of
of DMS depending on how an IT infrastructure is validation and give memo rejection/approval
designed; Web-based document management notifications. The system works fully online and
packages, client-server based document allows creating, sending, receiving and replying
management packages, database document memos within a configured due date. AA Intelligent
management and cloud-based document Systems (nd) developed a network-based Letter
management, or hosted DM. The key features of all Management System that can both function on a
DM systems are document security and information central database server running on Linux and a GUI
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Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
running on the windows client. The system can Finally, the Tracking Audit sub-system ensures that
track formal letters sent to clients. It has the documents and mails can be tracked and
facilities for inserting, editing, deleting and information about its state (received, read, archived,
searching letters by date, subject and/or recipient's etc) can be obtained.
name.
Another letter management system was developed Electronic Document management system (EDMS)
by Adare SEC (2018) with the capability of hold great promise for effective and efficient
SmartEdit features which enable users/staff with management of sensitive documents vital to the
relevant privileges to edit and review existing smooth operations of an organization. Many
documents/letters. Likewise, Expedien University researchers have conducted research on this subject
ERP (2015) developed a letters/correspondence according to previous scholarly literature. Hung and
movement system that sees to the dispatch and colleagues (2009) adopted the theoretical framework
receiving of mails within an organization. It offers of the Theory of Planned Behavior (TPB) to
an advanced search option that works with investigate factors that border on users’ intention to
parameters like source, destination, topic/subject, embrace and utilize EDMS in Taiwan. The results
date, and keyword search facility. The system can of their study revealed some very vital predictors
generate a barcode for the letters and search can also which assist users to utilize EDMS. These predictors
be made using the barcode. Adnan (2015) studied include self-efficacy, perceived usefulness and ease
and analyzed the mail system at IBS Technology of use, compatibility, amongst others. Electronic
Kuala Lumpur and developed a computerized mail Document Management (EDM) acts as a catalyst
system according to user requirement using an agile that can help to boost workers’ productivity and
methodology. The final result of the study was the guarantee increase in performances. This is evident
implementation of a Mail Management System from the study conducted by Sprague (1995). The
(MMS) that can store mails and search using explorative paper presented by Sprague highlighted
different criteria. the scope, detail significance of EDM and its
contributions to information management.
A secured suite of email management templates Sprague’s paper viewed and foresaw the
named ContactMonkey was developed by development of EDM as a major revolution and
Salesforce to help track messages and ensure advancement in information management.
prompt follow-up by senders in real time. The Electronic Document Management System (EDMS)
templates were designed to be integrated into has been implemented and applied in other sectors
existing email management systems and it is such as the government sectors. In the study
believed to be the most advanced and simplest email conducted by Jones (2012), a case analysis was
integration system in the vendor’s market as the presented on the justification for implementing and
system also provides an on-screen pop-up once an adopting eGovernment Document Management
email has been opened by the recipient. Overall Systems in the United Kingdom. Lessons from the
descriptions of how the system works was given as case analysis were presented. The lessons from the
well as the overall design archetype were given in case analysis are system utilization, training,
Sifton (2017). FlexStream (2018) is a robust and improvements to user ownership, processes of
secured email tracking system that uses the SSLPost information management, and post-implementation
security service for sensitive business documents. review, amongst others. The contributions from
The system design is made up of three major sub- Jones’ work are of great relevance to academicians
systems: Channel selection which allows the engaged in the research and implementation of
processing and distribution of mails in multiple EDMS. In another study conducted in Ukraine by
formats; Secure Email which is a cost-effective Burtylev and colleagues (2013), the merits and
component for sending documents over the network efficiency provided by EDMS were presented. In
in an encrypted format. This sub-system is their work, they identified the provision of a more
responsible for generating a personalized link which accurate and organized business process within an
enables the receiver access the encrypted content. organization as one of the merits of EDMS. Other
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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
merits include efficient processing of information led to the representation facts, scenarios and system
(O'Sullivan and Sheffrin, 2003), a better and more flow.
productive workforce, and optimization of
organizational operations amongst others (David,
1993; Dolin, 2005 and Dolin, 2006). Their paper
also discussed the problems and solutions associated
with the implementation of EDMS. They presented
a sample of an EDMS useful in Housing and
Household services– the implementation of a
registration and calculation of instrumentation
module for the Water Management Authority in
Ukraine. The implementation was done using
Borland C++ Builder version 6.0 and EhLib 5.6.
Another example presented by Burtylev and
colleagues (2013) include "TransLis” – an EDMS Fig. 1: General Methodology of Design Research
(An Accounting Document), used in the Trade (Source: Vaishnavi & Kuechler (2004))
sector, “BookLet” – an EDMS used in taking
inventory and the one used in inventory control. In 3.1 Data Gathering: An rigorous survey of the
another study, two researchers, Konishi and Ikeda, existing (manual) system was carried out in the
proposed a data management system which different departments and units in order to gather
integrated paper documents with electronic first-hand data on how documents are circulated and
documents (Konishi and Ikeda, 2007). Anoto digital treated in FUL. During this phase, interviews were
pen technology was used to implement the system. conducted with users at different levels to arrive at a
point where the tentative design was necessary to
Document Management System (DMS) has been have a prototype solution envisaged before full
developed to provide web-based application automation can commence.
tracking services for University admission
processes. In some educational institutions, DMS 3.2 Requirement Analysis: The requirements
has been adopted to conduct application processes, gathered at the previous stage provide the
admission processes, appraisal processes and conceptual design of the automation and the
recruitment processes. Digitalizing of operations in underpinning connectivity and security technologies
many organizations has helped to guarantee that should be implemented. Fig. 2 gives the general
effectiveness, efficiency, and better productivity. and technical flow of data and the architectural
design of the system, while Fig. 3 gives the outlook
3.0 METHODOLOGY for the new system.
In this research, the Design Research (DR) and
Science Research method were applied. It involves
the study of artefacts as they are used thereafter with
the goal of solving practical problems emerging
from real-life settings (Akker et al., 1999 and
Johannesson & Perjons, 2012). In this research, the
purpose is to design and develop mail tracking
system using FUL as a case study with the aim of
implementing it as an official communication
system. The design and development stages were
modeled to follow the DR processes as depicted in
Fig. 1. During the initial phase, activities such as
data/requirement gathering were carried out, which Fig. 2: High-Level Technical Design of FUL
Mailing System
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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
communication between staff and students in a LAN
Fig.2 presents the high-level architectural design setting, without having to subscribe to the internet
and communication that happens between the which leads to cost considering the economic
University community and the FUL mail system. peculiarities of the university. As discussed in the
The model also consists of a file transfer server and earlier section, one of the aims of this automation is
a database which store both the documents and users to ease the stress associated with the problem of
profile data. The system is built to run on either having to move from one place to another that is
local server or hosted in the cloud to enable remote susceptible to corruption and lack of data integrity
access.
3.4 Users
This mail tracking system has three categories of
users with three schemas specified in different
access levels and privileges;
1. System Administrator
2. Super Users
3. Normal Users
The system administrator has the overall privilege
with the highest access level. He/she is responsible
for setting up all the parameters needed for the
system to run effectively and work efficiently. The
super users have the next privilege and access level.
They are considered to be the principal officers of
Fig. 3: Model of the new system the institution. The last and lowest level privilege is
assigned to any other users (staff or students). To
Detailed communication flow of memo from one maintain seamless and flexible access to the system,
user (sender) to another (receiver) is shown in Fig.3. a Role Based Access Control (RBAC) approach was
It consists of the interactions and data flow between employed to design the user's login interface. RBAC
the internal/external communities, departmental manages user’s access level and privileges by
head and other principal officers. providing a single login page to all users and the
system redirect him/her to the personalized page
3.3 Application Development: The application with the roles assigned being made available.
development is divided into two modules:
1. The document coding and tracking 4.0 IMPLEMENTATION
module While implementing this system, two major
2. Message and file sharing module components were involved; the coding side and the
3.3.1 The Document Coding and Tracking networking side. The code implementation has been
Module described previously. The networking side is what
The document coding and tracking module are we need to describe in this section. The network
designed to handle the creation, sending and implementation involved the installation of
approval processes of memos and other documents. additional equipment on the existing star topology
In doing this, the system automatically generates network architecture currently on ground at the
unique identification numbers for each document. institution. This was done to leverage on the
The document unique code is used to track the existing infrastructure in order to save cost. The
document while in transit. network implementation is depicted in Fig. 4 which
3.3.2 Message and File Sharing Module indicates the network flow from Directorate of ICT
This module enables communication and file and the various buildings where test have been
sharing between members of the university carried out. The additional equipment used is listed
community who have an active account registered in as follows:
the system’s database. This feature can also enhance
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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
1. Cisco WS-C 2960 TC-L Catalyst intelligent 4.1 Network Flow
24 Ports Switch. For the purpose of testing this project, the network
2. System Cat6 Pure copper cable was deployed to the following offices.
3. RJ45 Connectors 1. The Registrar office
4. UTP Cat6 keystone jack 90 Degree 2. The Registrar’s Secretary
5. 9 U mega Rack 3. The VC office
6. Face plate with shutter port 4. The VC’s secretary
7. Cable tie 5. The DVC office
8. Patress for face plate 6. The DVC’S secretary
9. Trucking pipes 7. Faculty of science and other part of the
campus are linked to the network through
wired and wireless facilities.

MANHOLE FACULTYOF
ANDJUNCTION SCIENCE
BUILDING
DIRECTORATEOF
ICTBUILDING
(SERVER/DATACENTRE) MANHOLE
ANDJUNCTION

ANDJUNCTION
OPTICFIBRE CABLE FROMTHE ICT TOTHE JOINT BOX

MANHOLE
OPTICFIBRE CABLE FROMJOINT BOX
MANHOLE
ANDJUNCTION WIRELESS RADIUS
FORCONNECTIVITY OPTICFIBRE CABLE
TOOTHERPARTS FROMTHE JOINT BOX
WIRELESS RADIUS ANTENNAS OFTHE CAMPUS
FORCONNECTIVITY
UNIVERSITYLIBRARY
TOOTHERPARTS ANDJUNCTION
MANHOLE
OFTHE CAMPUS BUILDING JOINT
BOX
NETWORKCABLE
CONNECTINGTHE
FROMTHEJOINTBOX
OPTICFIBRECABLSE

ANTENNAS/RADIUS
MAST FACULTYOFARTS&
SOCIAL SCIENCES
BUILDING

GENERAL STUDIES
UNITBUILDING
CENTRAL
ADMINISTRATION
BUILDING OPTICFIBRECABLEFROMTHEJOINTBOX MANHOLE
ANDJUNCTION

Fig. 4: Block Representation of the Network Flow Layout.

The network media within the buildings covered

was laid using cat6E cable and each building have 5.0 RESULTS
their links to the ICT building via fiber optic cable. Some of the outcomes of the implementation of this
The server that controls the application resides at the mail tracking system are presented in this section, in
ICT building. which Fig. 5 represents the login page.

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Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
status marked X indicates that the memo has not
been treated while that mark indicates that the
memo has received some form of treatment.
Composing a memo is made possible by using the
form provided with Microsoft Word feature buttons
(see Fig. 6). This user-friendly interface should be
familiar to users since Microsoft Word is the
commonly used word processor by the staff.

Fig.5. RBAC login page

The system grants access to the user’s personalized

page where all activities by the user within a session
are all logged. Figure 5 for example, shows the
dashboard with the menus available to a user that
successfully logged into the system.

Fig. 7. Memo Composer Interface

To treat a memo under transmission, the receiver

would have to login and either uses the prompt at
the dashboard to ascertain the pending mails or uses
the button at the menu to comments on the memo.
Fig. 6. The Mail Tracking Users Dashboard At Federal University Lokoja, the hierarchical
structure of transmitting mail is from the baseline
Four types of memos are expected to be available on staff at the departmental level, through the faculty
the user’s dashboard; memos written by the user, level to the top management. For example, an
memos written to the user, memos written through executive officer in a department can write to the
the user, and memos forwarded to the user. All these Vice-Chancellor but must route it through the Head
types of memos can be viewed at a glance from the of Department, and through the Dean of the Faculty.
columns provided on the dashboard, see Fig. 5. The

Fig. 8. Inbox containing treated and pending memos

For the integrity of the document, the system is built Head of Unit of the lower office (a bottom-up
in such a way that once a memo is transmitted approach) before the memo is transmitted to a
through any office, the memo is first treated by the higher level in the hierarchy.
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Confluence Journal of Pure and Applied Sciences (CJPAS) Vol. 2, No. 2, November 2018
Faculty of Science, Federal University Lokoja, Kogi State, Nigeria ISSN: 2616-1303 | Web: www.cjpas.fulokoja.edu.ng
________________________________________________________________________________________________________________________
search and replace at the editor is similar to MS
Word that most users are familiar with. The third
objective was achieved as a result of the
implementation of a better secured algorithm based
on MD5 and SHA algorithms. Again, the system
maintained a log of who is doing what at any point
in time. Cases of misplacement of memo have been
eradicated as the user will always take responsibility
for what happens to his/her mail. The fourth and last
objective was achieved with the implementation of
Role Based Access Control (RBAC) with three level
of access controls. There are 3-level of users,
System Administrator, Super Users and Normal
users. The system was implemented with no
conflicts in the roles amongst these users.

From the results, and starting from the login page,

various users are provided with different interfaces
that enhance their experiences while using the
application. The system has the features of a mail
Fig. 9. Showing the output of a memo transmitted system but with the capability of being used in a
and treated via FUL Mail Tracking System LAN environment where connectivity is usually a
challenge. This application finds ready to use in
6.0 DISCUSSION such environment that lacks internet connectivity.
Under the introduction section, we set forth to
achieve four objectives which are: 7.0 CONCLUSION
i. Enhanced monitoring and tracking of In this research, we realize the aim of the research
memos and other documents which is to track and deliver a secured mail from a
ii. Reduction in the search time for memos and sender to a receiver. It achieved this through
documents rigorous system development methodologies that
iii. Improved reduction in the incidences of leveraged on existing LAN architecture in order to
loss/misplacement of documents by save cost. Its implementation will enhance
maintaining an activity log communication amongst users and the Management
iv. To provide access control measures on in a secured environment. Wherever this system is
documents that have been delivered or on implemented, cases of loss, tampering and the lack
transit. of storage facilities papers will be a thing of the
past. The environment will be better for it, as the use
Taking the objectives one at a time, we see that the of paper will reduce.
first objective have been achieved as staff can now
monitor and track where there memo/letter is current ACKNOWLEDGEMENT
been treated (Fig. 7). The system can now say We appreciate the Tertiary Education Trust Fund
categorically who is doing and holding what. The (TETFund) and Federal University Lokoja
desire of every staff is to know what is happening to Management for their support for this research.
their memo at point in the time. This will help Without their supports, it would have been near
transparency in governance as the era whereby a impossible to achieve the results so far.
staff will hide colleague’s file will be eradicated as a
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