department of computer information systemsdocs.neu.edu.tr/library/6258076421.pdf · to hold and...

FACULTY OF ECONOMICS & ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER INFORMATION SYSTEMS

2008/2009 FALL TERM CIS 400

GRADUATION PROJECT

PROJECT NAME:

PUBLIC INFORMATION OFFICE INFORMATION SYSTEMS

Submitted By : ERHAN AKAR ( 20053125)

Submitted To : COMPUTER INFORMATION SYSTEMS

February,2009 Nicosia

,~l!~J~I!\\ NEU

CONTENTS

LIBRARY

Pages

I. ACKNOWLEDGEMENTS 3

II. ABSTRACT 4

III. INTRODUCTION 5

III.I Processes 6

IV. DESIGN OF THE SYSTEM

IV.I.I. Project Identfication And Selection 10

IV.I Explanation 9

IV.I.II. Project Initiation And Planning 11

IV.I.III. Analysis 11

IV.II. Data Flow Diagrams 15

IV.III. System Block Diagram 21

IV.IV. Database Design 22

V. USER MANUAL

User Guidline 27

User Flow Charts 30

VI. REFERANCES 47

APPENDIX I

Screen Outputs ; 48

APPENDIX II

Source Code 66

2

I. ACKNOWLEDGEMENT

I want to thank to:

First of all I want to thanks to my advisor Assist. Prof. Dr. Nadire Cavus and

then my instructors Assist. Prof. Dr. Yalcm AK(;ALI and Mr. Atalay

TALAYKURT for their support in completion ofmy project.

My colleague Ibrahim TEKSAMANCI, Mustafa ERULGEN, Mustafa

GU(;LU for their technical and psychological contributors and suport to conclude

the project.

Also thanks to:

My family for providing me while prepanng the project for their

psychological "support in all parts of life by providing me comfort and the

necessary conditions to develop myself and educate in high level.

3

II. ABSTRACT

The Public Information Office is the office that gives all govermental news to

the related offices around the Government and whole world. This office hasn't got

a computer based information systems.

All govermental writen documents which are coming to and going from this

office are not hidden in any computer based files. Nearly fifty documents coming

and twenty documents going out. This office in every day this project will be help.

To hold and scan all documents in computer based system and to look at then

realated dates, related subjects.

Especially photos, wich the treasures in history of Cyprus are all in film based

storage nearly 15,000 photos wich the oldest are will be sored in the computer

based system with the usage of and this project the system will give advantage to

look at these photos related dates and related subjects.

There are 30 officers in this office and keeped separate files for each of them

files and hold documents are papre based and easly deformated. With this project

the special personal files will be made computer based system and all related

documents will be scan in this system they will be check in any time with any

subject by the help of my project.

4

III. INTRODUCTION

The Public Information Office Information System ( EDEKS ) is a

electronically storaged system. The project will be done for the needs of Prime

Ministry Public Information Office.

There is no system, there will be no recoverment so a new project will be done.

The Target of the Project:

* All written documents and exchange of letters between Goverenmental Offices

are filed as Paper Base.

*In the above mentioned Office there are documents and photos on Cyprus

issue about 14,000-15,000 start from year 1957.

*There are 30 officers in the Office and Personal Files of the officers are all

filed as paper base.

Target: Our target to do this project is to facilitate a computer based

information system to ease the finding and to avoid the deformation of the

documents.

System has 4 main process.

'PUBLIC INFORMATION OFFICE'

INFORMATION SYSTEMS

1- Document Registration Process ( EVRAK KA YIT iSLEM )

2- Person ell Matters Process ( PERSONEL KA YIT iSLEMi )

3- Filing Process ( DOKUMANT AS YON iSLEMi )

4- Report Process ( RAPOR iSLEMi )

5

III.I PROCESS

[PROCESS L DOCUMENT REGISTRATION PROCESS

Sub Process 1

Document to Receive. (Gelen Evrak Kaydi)

Document Registration.

Document Delete.

Document Update.

This process storages the input datas and give change to reach quickly when

they are necessery for users since they are electronic these datas stay forever.

Sub Process 2

Document to Sent. (Giden Evrak Kaydi)

Document Registration.

Document Delete.

Document Update.

This process storages the input datas and give change to reach quickly when


lPROCESS 2l

PERSONAL MATTERS PROCESS

Personal Matters Process. (Personel Kayit)

Personal Registration.

Personal Delete.

Personal Update.

This process storages the personel datas and give change to reach quickly when


6

PROCESS 3l FILING PROCESS ( System has 5 sub process.)

Sub Process 1

Photo Archive (nearly 14750 icon, 388 file)

Photo Registration.

Photo Delete.

Photo Update

This process stored the photos.

Sub Process 2

Local Newspapers Pages.

Newspaper Registration.

Newspaper Delete.

Newspaper Update

This process stored the newspapers.

Sub Process 3

Searching Files.

Files Registration.

Files Delete.

Files Update

This process stored the searching files.

Sub Process 4

Translation Documents.

Documents Registration.

Documents Delete.

Documents Update

This process stored the files. 7

Sub Process 5

General Reports.

Reports Registration.

Reports Delete.

Reports Update

This process stored the files.

Sub Process 6

Daily News Services. (Turkish,Engilish)

Daily News Registration.

Daily News Delete.

Daily News Update

This process stored the files.

Those sub processes are storages the input datas and give change to

reach quickly when they are necessery for users since they are

electronic these datas stay forever.

REPORT PROCESS

Report of Sent Document.

Report of Recive Document.

Report of Personel List.

Report of Photo Archive.

Report of Newspaper Archive.

Report of Searching Files.

Report of Translation Documents.

Report of Activity for PIO.

Report of Daily News Services 8

IV. DESIGN OF THE SYSTEM

IV.I EXPLANATION

Minimum Properties or higer

Intel Pentium IV processor 1000 MHz

1 GB of RAM

500GB harddisk

DW-ROM

Fast Ethernet Adapter

A4 Scaner and colour printer

Ups

1 TB external Hard Disc (Backup unit)

I used Delphi programming language for writing this program and MS

Access database that has connection with Delphi programming.

Also, to be able to run this program, Delphi has package and Deployment

Wizard that encodes the program and gives the execution of the program to the user.

9

IV.I.I. PROJECT IDENTIFICATION AND SELECTION

PROJECT NAME :

"PUBLIC INFORMATION OFFICES ELECTRONIC STORAGE SYSTEM"

The Public Information Office Electronic Storage Syastem aims to serve the

personel who works in this office forms inspection in the best way.

The existing System was paper based and not standable for a long years.

Because of deformation of the papers and films most of the documents are lost before.

With this system the documents will stay for a long time and will be used

several times.

Personal will use this progra in each related departments epecially the document

storage department Photo Department and director secretary will use this program

each personal in this departments has enought kowladges to use the computer and

has enough capabilities to use this program. With a one week course they will use

this program easly and correctly. So one of the secret parts in this program will

be respected by e password ot interapt the users while entering this parts. This

program will be used only by the Public Information Office and documents are all related with this office.

10

IV.I.II PROJECT INITIATION AND PLANNING

This system should have a network and related hardwares that are mentional below:

- Computers for all personnel,

- A computer and printer for document storage department,

- A computer for office director.

Beside these hardwares, some hardwares and softwares for the new

network system that will be applied should be afforded as well.

The department director will decide among the personal wich part of the

program by whome will used and will give a permision to these password to enter the system.

IV .I.III AN AL YSES

INFORMATION SYSTEMS TECHNICAL FEASIBILITY REPORT

Document registration, filing and personal matter, are saving under

protection by assisting of essential either appliance or equipments at computer medium in secure and systematical way.

11

Analyses Operation of The Project :

Unit: Sent Document Registration

To drive a Program: Delphi - Access DB

Properties of Program;

• Enable to organize, to save and to research

• Enable to stock all of the documents

• Enable to open the new files

• Enable to arrive easy to document and report

• Enable to print of reports

Unit: Recive Document Registration



• Enable to organize, to save and to research

• Enable to stock all of the documents

• Enable to open the new files

• Enable to arrive easy to document and report

• Enable to print of reports

12

Unit : Filing

To drive a Program: Delphi -Access DB


• Enable to research files

• Enable to arrive easy to notes about the information of exterior obligation

• Enable to find the e-mail list

• Easy to see allocate news

• Easy to print the reports of the department activities

• Easy to arrive archives of the translation files and easy to print

• Enable to receive daily news of the bulletin which is coming from the department and enable them to print

Unit: Personal Matters



• To find all of the information for workers

• Enable to follow up the permission forms of personal workers

13

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21

IV. DATABASE DESIGNE

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22

DATABASE TABLES

Database .has 10 tabels

r.mJ ARASTIRMA_KAYIT

ITm BILGI_NOTLARI_KAYIT

W BUL TEN_KAYIT

~ CEI/IRI_DOSYA_KAYIT

~ FOTO_KAYIT

~ FOTO_KONU

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~ GAZETE_KA YIT

~ GELEN_EI/RAK_KAYIT

W GIDEN_EI/RAK_KAYIT

~ PERSONEL_KAYIT

~ PERSONEL_SAH_DOSYA_KAYIT

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23

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24

FOTO KAYIT

Field Name

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25

GELEN EVRAK KA YIT

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26

V.I USER GUIDLINE LIBRARY

EDEKS setup steps Stepl

Welcome to the InstallShield Wizard for edeks

The InstallShield(R) Wizard will install edeks on your computer, To continue, click Next,

WARNING: This program is protected by copyright law and international treaties,

Ste

License Agreement

Please read the following license agreement carefully,

To add your own license text to this dialog, specify your license agreement file in the Dialog editor.

1. Navigate to the User Interface view, 2. Select the LicenseAgreement dialog, 3, Choose to edit the dialog layout, 4, Once in the Dialog editor, select the Memo Scrollable Text control. 5, Set FileName to the name of your license agreement RTF file.

After you build your release, your license text will be displayed in the License Agreement dialog,

i~j::i~siP.~:thi~i~ii:i~:ihii1s:~h:~i::~~.fr~~irii6t1

() I g_o not accept the terms in the license agreement

In,;tallShi,Jd -------------------------------

[ < !2_ack JL [::!ext > j L Cancel J

27

Step 3 IJ·ede~ -1.nsta1ish.iet'd wr;ard

Customer Information

Please enter your information.

1,Jser Name:

Organization:

Install this application for:

@ fl_nyone who uses this computer ( all users)

0 Only for m.e (ERHAN)

[ < ~ack Ji Ne-xt > M.J [ Cancel l

Steo4 til~d.ek$ - lnstaJIShietd WizaJd

Ready to Install the Program

The wizard is ready to begin installation.

If you want to review or change any of your installation settings, click Back. Click Cancel to exit the wizard.

Current Settings:

Setup Type:

Destination Folder:

C:\Program Files\Your Company Name\'lour Product Name\

User Information: Name: ERHAN

Company:

Instdl.'.lh!Sld --------------·-········--·--·-··--·····--·- ·- --··- ···--·-·-····- - -·------·-·····----- -·------··----·--··················-·------·----------------

[ < Back ]IL __ ·· !nstall ·.JI [ Cancel J

28

InstallShield Wizard Completed

The InstallShield Wizard has successfully installed edeks, Click Finish to exit the wizard.

Cancel

29

V.11 USER FLOW CHARTS

START

\ 1- JSLEMLER 2- ARAMA 3- RAPORLAR

\ 4- PROGRAMCI HK. , 5- C:IKIS /

*

(

30

MAIN MENU (\ ! 1 ) \__-.-./

1- GELEN EVRAK KAYIT 2- GiDEN EVRAK KAYIT 3- PERSONAL KAYIT 4- FOTO ARSiV 5- GAZETE ARSiV 6- ARASTIRMA DOS. KAYIT 7- C:EViRi DOS. KAYIT 8- BiLGi NOTU KAYIT 9- BULYEN KAYIT

\

31

GELEN EVRAK KA YIT

GEREKLi BiLGiLER GiRiliR

HANGi iSLEM YAPILACAKSA

'BUTION' TIKLANIR

1. ADD 2. DELETE 3. UPDATE 4. TRANSFER

y

RECORD IS ADD

I I y

CHO IC~

RECORD IS DELETE

y

CHOICE=~ , RECORD IS UPDATE

I .- y

~ORD IS TRANSFER

N

32

GIDEN EVRAK KAYIT

GEREKLi BiLGiLER GiRiUR


'BUTTON' TIKLANIR


y

CHOICE=Y

RECORD IS ADD

y

CHOICEa~ECORD JS

DELETE

y

CH DIC Ea~

RECORD IS UPDATE

y

RECORD IS TRANSFER

N

33

PERSONAL KA YIT


'BUTION' TIKLANIR

1. ADD 2. DELETE 3. UPDATE

y

y

RECORD IS ADD

RECORD IS DELETE

y

N RECORD IS TRANSFER

34

FOTOGRAF KAYIT



'BUTTON' TIKLANIR


y

y CHOICE=2

RECORD IS ADD

RECORD IS DELETE

y

RECORD IS UPDATE

y


35

GAZETE KAYIT

GEREKLi BiLGiLER GiRiLiR


'BUTION' TIKLANIR


y

y CHOICE=2

RECORD IS ADD

RECORD IS DELETE

y

RECORD IS UPDATE

y


36

ARASTIRMA KA YIT



'BUTTON' TIKLANIR


y

CHOIC~

~ORD IS ADD

r y , RECORD IS

DELETE

y

RECORD IS UPDATE

y CHOICE=4


37

BILGINOTO KAYIT



'BUTION' TIKLANIR

y :me~ J I

RECORD IS ADD

I I y

' I RECORD IS DELETE

y


N

RECORD IS UPDATE

y

RECORD IS TRANSFER

38

BULTEN KAYIT



'BUTTON' TIKLANIR


y

CHOIC~

RECORD IS ADD

y

CHOIC~~

RECORD IS DELETE

y

RECORD IS UPDATE

y


39

BUL TEN KAYIT



'BUTTON' TIKLANIR


y

y

RECORD IS ADD

y

<:CE=4 , N

y

RECORD IS DELETE

RECORD IS UPDATE

RECORD IS TRANSFER

40

CEVIRI KAYIT



'BUTTON' TIKLANIR


y

y

RECORD IS ADD

y

RECORD IS DELETE

y

N

RECORD IS UPDATE

RECORD IS TRANSFER

41

ARAMA (SEARCH)

ARAMA Y APILACAK B6L0M0 SEC

ARANACAK KONU I TARiH GiR

iSLEM TAMAM 'CLOSE' TIKLA

42

PROGRAMCI HK.

PROGRAMCI HK. BiLGi

'CLOSE'

44

CLOSE

C::IKMAK iSTEDiGiNiZDEN EMiNMiSiNiZ

'CLOSE'

N

STOP

45

y lll-8AiN >

CLOSE

VI.

<;;IKMAK iSTEDiGiN iZDEN EMiNMiSiNiZ

'CLOSE'

N

STOP

y

46

REFERANCES

~'DelpJ!..i ile Programlama'~

YANIK M. (2007). "Delphi ile Programlama", Beta Basim Yayim Dagrnm

A.S. ANKARA, TURKiYE

t,: Access 2007'1

YANIK M. (2000). "Access 2000", Seckin Yayim Dagmm,

ANKARA, TURKiYE

www.formtr.com

http://www.frmtr.com/archive/index.php/f-362.html

1WWW,d~rqgramlama.com

http://www.programlama.com/sys/c2html/viewCategory.php?DocCategory =6&DocType=2

47

V.1.1 APPENDIX I

(SCREEN OUTPUT)

K.K_T_C ~ ENf;(JAMA$YON'IOAlru:$l

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Access the system

48

"Figure 2" Main Page Choice the process from the menu bar.

Tel: (0392) 228 33 65 Fax: (0392) 228 48 47

GELEN EVRAK KAYIT i

AC

"Figure 3" Gelen Evrak Kayit 'Arastir" Document search process and export documan.

49

KUZEY KIBRIS TURK CUMHURiYETi

BA$BAKANUK

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TAAiH

SAYI

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"Figure 4" Gelen Evrak Kay1t 'Ekle' Document add process.


BA$BAKANUK

ENFORMASYON DAiRESi

Web: www.tmcpio.org

E_mail: [email protected] Tel: (0392) 228 33 65

SIRA NO

TARiH ,11111,2011

SAYI

GELDiGi YEA

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Sil KAYNAK

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Document delete or update process.

50

KUZEY KIBRIS TURK CUMI-IURiYETi

BA$BAKANLIK

ENFORMASYON DAiRESi

Web: www.trncpio.org

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6" Giden Evrak Kayrt 'Ara~tir' Document search process and export documan.


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"Figure 7" Giden Evrak Kayrt 'Ekle' Document add process.

51

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"Figure 8" Giden Evrak Kayit 'Sil I Giincelle' Document delete or update process.

17#TSismil EHFOIU.IASYONDAIRESlELEKTROMII< KAYI

' ' /, e-, • KUZEY KIBRIS TURK CUMHURiYETi

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iSiM j',,,IER MEDENi DURUM

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"Figure 9" Person el Kayit 'Ara~tir' Personal record search process.

52

fNFORMASYON oiifiusi ELEKlRONiK KAYITSisTrMf ···'9".,.,..._,_·~.,,,,.J!ll!,•·c~.-".~-.,;_._:_'""J,_._o,1 ... __ ,_,_, __ , ~.---··-"4,>_,,.,.,,,,,·--,---fc"'~:.,,~~,,,.~-~-c·,w:7·----•,'&~~,,......-~-;fa,_ .. _ ~~ I . KUZEY KIBRIS TUR.K CUMHURiYETi

BA~BAKANLIK

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iSiM MEDENi DURUM ---·······-···--··---·-----····-- 'J..:Jl I I < EKLE ---·--------------. SOYiSIM EGiTiM DUAUMU

EV TEL NO

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CiNSiYET ~E KA DAO

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BA~BAKANLIK

ENFORMASYON DAiRESi

iSiM MEDENi DURUM

SOYiSiM EGiTiM DURUMU

EV TEL NO

srcu NO CEP TEL NO

G0NCEUE DOGUM TAAiHI

CiHSiYET Sil

KADAO KAN GUAUBU

E_MAiL iSE GIAiS TAAiHi

SON TERFi TARiHi (i-li'll-/2011

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"Figure 11" Personel Kayrt 'Sil I Giincelle' Personal record delete or update process.

53


BA$BAKANLIK

ENFORMASYON DAIRESI


E_mail: [email protected] Tel: (0392) 228 33 65

SIRA NO

TARiH

KONU

KONU NO

ENF REF. NO

KAYNAK

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FOTO_TARIHI ,jll/11/2011 ''t (11/11/2011

"Figure 12" Fotograf Kayit 'Arasnr" Photo search and export process .

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BA$BAKANLIK

ENFORMASYON DAiAESi

Web: www.trncpio.org E_mail: [email protected] Tel: (0392) 220 33 65

EKLE} KONU

KONU NO

YENiLE 11 KONU EKLE I

[KLE

ENF REF. NO

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"Figure 13" Fotgraf Kay1t 'Ekle' Photo add process.

54

iREsi. EUKTROt-tiK KAY rt si.STEM.i rn.FORMA.S

FOTOGRAF KONU EKLEME i~LEMi

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"Figure 14" Foto Konu Ekle Photo subject process.

EHFORMASYOH


BA~BAKANLIK

ENFORMASYON DAiRESi

SIRA NO

TARiH

KONU

KONU NO

ENF REF. NO

KAYNAK

FOTO KARE NO

FOTO_REFERANS_NO ENF111

"Figure 15" Fotograf Kayit 'Sil I Giincelle' Photo delete or update process.

55

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BA$BAKANLIK

ENFORMASYON DAiRESi

SIAA NO

CIKIS

GAZETE ADI

TAAiH

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, . GAZETE AESMI - ······- .. ·- . --~ ··- 1fc;}

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"Figure 16" Gazete Kayrt 'Ara~tir' Newspaper search and export process.

ROHiKKAYIT SISTEMi EHFORMASYQH DAiRESi ELEKT ~.,_., __ ...:.........:_0...--.•- ~-----·-·····

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[ FORMU ~PAT]

"Figure 17" Gazete Konu Kayit Newspaper name add process.

56

BA~BAKANLIK

ENFORMASYON DAiRESi

GAZETE ADI

GAZETE iSiM ND GAZETE iSiM l(AYDI

TAAiH

SAYI

SAYFA NO

2 111 [11/11/2011 'C:\Oocuments and SeUings\ERHANAKAR\Desktop\190109a .... --~~~-~.D,_~_!.!.~t~-~-~-- : r:·:\n .. ~;;:::-;:..:.-;-·:·:.-:/c:.:·;~:::-:::·:·~-~-;::;~·-i·:·~-~-;·:~--~-·::::·:-·:.::··-·------······----····--·------ ·-·

"Figure 18" Newspaper add process.

KUZEY KIBRIS TURK CUMHURiYETi Web: www.tmcpio.org E_mo.il: [email protected] Tel: (0392) 228 33 65

BA~BAKANLIK

ENFORMASYON DAiRESi

SIAA NO ,, __ ,, .•......... ..,. .. , ... ~"''"'-"" ·~"'~·-·- .. ;: •• "· ;::;·"..:..:i·:;'..~:...:: ·r··~·7. "!-~~~~ •• ·,:.~· ':':,';.'.~

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"Figure 19" Gazete Kay1t 'Sil Giincelle' Newspaper delete or update process.

57


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SIRA NO /' "DI"l .. 'j'"'(••!

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"Figure 20" Arasnrrna Kayit 'Arastir" Searching File Search process.

KUZEY KIBRIS TURK CUMHURivETi

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"Figure 21" Arastirma Kayit 'Ekle' Searching File add process.

58


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"Figure 22" Arastirma Kayit 'Sil I Gtincelle' Searching File delete or update process.


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59

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"Figure 24" Ceviri Kayit 'Ekle' Translate File add process.


BA~BAKANLIK

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SIRA NO

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·711 ENFORMASYON DAIRESI. ELEKTRO~IKKAYIT SISTEMI

PROGRAM VE PROGRAMCI HAKKINDA

Bu program Enformasyon Dairesi i~in Erhan AKAR tarafindan hazirlanmistir.

Amaci Devlet kurumlari arasinda yapilmakta olan yazismalarda gonderilenve alinan tiim yazilar daire biinyesinde dosyalama (Paper ;Base) olarak arsivlenmektedir.

I Vine konusu ge~en dairenin biinyesinde bulunan 1957'1i yillardan · bugiiniimiize kadar gelisen Kibris konusu ile ilgili yaklasik 14,000- 15,000 civarinda resim ve beige bulunmaktadir.

Daire biinyesinde 30 ~alisan bulunmaktadir. ,;:alisanlarla ilgili ozliik ihaklari ile ilgili saklanantiim belgeler elle dosyalamistir.

I Arna~:

I Tiim bu saydigimiz fonksiyonlari elektonik ortama aktararak ;i'belgelerin deforme olmalarinive arandigi zarnan kolaylikla bulunup isleme girebilmelerini saglamak i~in bu sistemi gelistirmeyi diisiinmekteyiz.

/isim : Erhan AKAR D. Tarihi : 21 Nisan 1973 LEFKO~A Tel : 0533 868 94 03 e_mail : [email protected]

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