Issues with manual systems and potential ICT solutions

Problem	Better Manual Solutions	ICT Solutions	Justification
Time Consuming	1. Labeling the files in a proper manner.                         2. Arranging the files in a proper manner 3. Increasing the no. of staff 4. The books like container details and records; they can be properly divided into several sections.	1.  By using tables in MS Access, data can be used to record the data in a faster manner.  2.   By using queries data can be searched at a faster rate (less than 10 seconds)	As the computer system can acquire the needed data in less than 10 seconds, and also much time saving for typing than writing, computer system is the best method to overcome the afore-mentioned problem.
Lack of security	1. Making cupboards with proper locks. 2. Giving keys only to responsible people only. 3. proper maintenance of the standards of the cupboards.	1. Making files with      Passwords.	In the manual system, still the people can open the locks and get the files. But in computer system, it is only authorized people who can get in.
Inconsistency of data	1. Taking two or three backups of every file.	1. Creating backups and storing them as compressed files.	A backup in the computer system can be created within 10 - 20 seconds, but in the manual system it takes time same as to write the original copy. Therefore, the computer system is much convenient.
Data Duplication	1. Each section is handled by only one person.	1. It is automatically detected if there is any data duplication.	Still in the manual system, if the specific person is absent, any change done by the replaced person will not be known by the absent person. Computer system is better because there are no such inconveniences.
Too much of paper work	1.Make the entry of data is by ticking or underlining instead of writing.	1. No paper work.	In this case, the computer system is better because there is no paper work.
Repetition of work	1. take photocopies in such cases	1. Copy – paste the data	In computer system, the cost for the photocopies is avoided and the replicate is made within 5 – 10 seconds
Misleading Data	1. Employing people with clear hand writing.	1. Data is very clear as no hand writing is involved.	The manual solution is practically difficult to perform, but it can be done with ICT solution.