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Dr Marshall Chiinze

Tonderai Rutsito Techspot
A few years back, the only way a company could sort its information was through the traditional file and paper system, which required a lot of paper and storage space.Even today I know of some corporates which are still using this system when the rest of the world has moved on as technology continues to evolve.

However, this method of sorting out information is becoming problematic as the nature of business now requires every company to run an inventory, which they will use as a reference point for basic information and database structure.

This is not a phenomenon that is particular to any sector but cuts across all sectors even law firms need to know the details of their clients, defendants, dependants, cases, bookings, cases being dealt with by their lawyers, activities at their branch office, etc.

A surgery as well will need to understand patient details, prescriptions, doctors’ appointments, charges and many more, so this really cuts across all sectors.

The problem that most companies face is how to run such an inventory in an efficient, stress-free affordable way.  Sticking to the old-fashioned way only makes work much difficult for the employees while other new technologies have their own challenges.

Problems

In some instances companies are utilising websites that might come with such features or set-up local hardware with all the softwares configured. This has its own disadvantages which include

•  It’s very expensive to set up let alone employing someone to run and maintain it 24/7

•  In spite of having a website built with database features, there are still a lot of limitations because a website has other functionalities yet with a dedicated database with dedicated hosting you get the fully fledged features

•  Setting up a database on your local workstation/LAN means access is only limited to the local members

The major problem I have identified so far in Zimbabwe is not lack of information on new technological systems but rather, it’s breaking the apathy culture and motivating our tired IT personnel who are just not willing to start all over again.

The transition or migration to a digital platform always costs time and resources, management also often plays down such a rigorous move whenever its brought up by the technical department.

This comfort zone syndrome has led to many organisations being so complacent to the extent of dragging their feet when it comes to any digital migration.

The danger with maintaining a paper and file system is that if there is a fire the whole organisation’s database goes up in smoke, a virus or worm attack on the network can completely destroy even the digital files especially before the periodic back-ups.

Sharing information across national branches becomes very slow or at times expensive via the safe but costly Virtual Private Networks, which many organisations such as banks run to interconnect billions of information across branches in real time.

The major problem with this system is that its too costly and goes beyond reach of many exposing SMEs and other corporates to the risks of the digital age.

 Solution

There are some very affordable and secure solutions such as cloud databases that are offered by the Zimbabwe customer relationship management service provider.

zimHosts.com web designers marketing director Dr Marshall Chiinze said the cloud databases are being rented out to users.
Users choose the type of database they need and we set it up for them and give them full access to manage and set user privileges for their staff members.

This wipes off hardware and maintenance costs from the user. We also cater for those users who need extra settings, he said.
Other features of the databases include:

•  Remote access from anywhere at anytime by anyone (with passwords)

•  Managing other database users in your company and thus set different access levels like edit/ delete, etc

•  Export database entries as reports to MS word, excel, pdf, xml, csv all online

•  Auto email alerts for entry updates/ deletes, e.g. if a user is added into the database

•  Auto sms alerts for entry updates/deletes eg if a user is added into the database

•  Online printing

The database runs as if it’s on your local machine and you have the option to buy it off the cloud to avoid monthly rental charges.
zimHosts.com also said they can convert your existing paper based file system excel, access or any other type of inventory into the cloud including connecting any database you might have like the popular Oracle database.

They have managed to upload more information online for demo purposes which can be seen on their new database dedicated site: www.db.co.zw.

 The writer is the founding editor of TechnoMag. More on Tech on www.technomag.co.zw or join us on our Facebook page www.facebook.com/technomagzw and enjoy free airtime quiz games. Email ictarticles[at]technomag.co.zw