Development of a computerized and web bbased document management system
Table Of Contents
Chapter ONE
1.1 Introduction1.2 Background of Study
1.3 Problem Statement
1.4 Objective of Study
1.5 Limitation of Study
1.6 Scope of Study
1.7 Significance of Study
1.8 Structure of the Research
1.9 Definition of Terms
Chapter TWO
2.1 Overview of Document Management Systems2.2 Evolution of Document Management Systems
2.3 Key Features of Document Management Systems
2.4 Benefits of Implementing Document Management Systems
2.5 Challenges of Document Management Systems
2.6 Best Practices in Document Management
2.7 Document Security in Document Management Systems
2.8 Document Retrieval and Access Control
2.9 Integration of Document Management Systems with Other Tools
2.10 Future Trends in Document Management Systems
Chapter THREE
3.1 Research Design and Methodology3.2 Research Approach
3.3 Data Collection Methods
3.4 Sampling Techniques
3.5 Data Analysis Procedures
3.6 Research Ethics
3.7 Validity and Reliability of Data
3.8 Limitations of the Research Methodology
Chapter FOUR
4.1 Data Analysis and Interpretation4.2 Overview of the Study Results
4.3 Comparison of Findings with Existing Literature
4.4 Key Findings and Insights
4.5 Discussion on Implications of Findings
4.6 Recommendations for Practice
4.7 Recommendations for Future Research
4.8 Conclusion of the Research
Chapter FIVE
5.1 Summary of Findings5.2 Conclusions Drawn from the Study
5.3 Contributions to Knowledge
5.4 Implications for Practice
5.5 Recommendations for Implementation
5.6 Areas for Future Research
5.7 Reflections on the Research Process
Thesis Abstract
AbstractThe development of a computerized and web-based document management system is vital for efficient organization and retrieval of documents in both small and large-scale enterprises. This project aims to design and implement a system that combines the functionalities of traditional document management with the convenience of web-based access. The system will include features such as document storage, categorization, version control, user access control, search capabilities, and audit trails. By utilizing web-based technology, users will be able to access the document management system from any location with an internet connection, promoting collaboration and remote work capabilities. The system will also incorporate security measures to ensure the confidentiality and integrity of stored documents. Additionally, the implementation of user access control will restrict document access based on user roles and permissions. The document management system will be designed to be user-friendly, with an intuitive interface for easy navigation and document upload. The system will support various file formats to accommodate different types of documents, including text files, spreadsheets, presentations, images, and PDFs. Version control functionality will allow users to track changes made to documents over time and revert to previous versions if necessary. Search capabilities will be implemented to enable users to quickly locate specific documents based on keywords, metadata, or content. This feature will enhance productivity and efficiency by reducing the time spent searching for information. Furthermore, audit trails will provide a detailed record of document activities, including views, edits, and downloads, to ensure accountability and compliance with regulatory requirements. Overall, the development of a computerized and web-based document management system will streamline document handling processes, improve information access and collaboration, and enhance data security. This project will address the growing need for efficient document management solutions in today's digital age, where the volume of electronic documents continues to increase. The system will benefit organizations by centralizing document storage, reducing paper usage, minimizing errors, and increasing productivity.
Thesis Overview
INTRODUCTION
1.1 Background of the study
Information management has become a major strategic
factor in companies’ development. It is important to get the right information
circulated to the right people, as efficiently as possible, yet still keep it
secure. Document management provides a way for companies to organize their information,
in all its forms, in one place.Streamlining business
processes and increasing efficiency are fundamental concerns for any
organisation regardless of size or sector. In today’s ever increasingly strict
regulating environment, compliantly managing documents and records of all types
takes significant time and money that could better be spent on achieving
mission critical objectives. By implementing a document management system,
organisations can realize many benefits that noticeably improve organisational
efficiency.
Digital
document management system can help an organisation succeed by; Saving time, Saving
money, Increasing efficiency, Increasing productivity, Increasing
inter-departmental and inter-organisational communication, and Enabling
automation.
A Document Management System (DMS) is a system based on computer
programs used to store and access documents.
Electronic document management solutions are designed to organize
business files and records digitally, whether they started out in paper form or
were generated by software applications.
Paper files are first converted to electronic format by scanning.
This provides a more compact means of storage, universal access for retrieval,
and higher levels of data security and privacy.
A company-wide document management system also controls digital
files that are generated directly through applications — such as those in the
Microsoft Office suite (Word, Excel and PowerPoint), accounting software, CAD,
email, and so on. Managing (rather than simply storing) documents enables
quicker access to, and greater command over, business information.
1.2 Statement of the Problem
It
has become widely recognized that manual paper-based processing has inherent problems that
disadvantage companies in critical ways, undermining productivity and impeding
the flow of information. Ignoring the problem is proving less and less an
option in the current economic and competitive climate. Looking at the
department of computer science, University of Port Harcourt as a case study,
students submit hard copies of document as a means of making requests, Memos
are sent to the department in paper form which degenerates to bulk of files in
the offices. This system of storing documents is tedious, complicated and time
consuming.
Faced
with the need to organize documents, the proposed system for management of
documents is unique and totally innovative in its integrated approach. Its
functionality of making documents available anytime, anywhere and enabling easy
access, retrieval and storage of documents makes it called for.
The
system to be developed makes use of rich internet technology to replace desktop
application with web application running on a remote server. The system shares
the advantage of both web application and desktop application, and removes the
most disadvantages of both.
1.3 Aim and Objectives of the Study
The
aim of the project is to develop a document management system for the
department of computer science, University of Port Harcourt that is able to
deliver access to anyone authorized anytime, anyplace, and on any device.
The
objectives of the study are to develop a system that should be able to;
1.
Store documents properly
2.
Archive and retrieve documents properly and efficiently
3.
Ensure document security and availability.
1.4 Significance of the Study
The
proposed system will offer the following advantages to the department of
computer science, University of Port Harcourt;
1. Reduced
Storage: The cost of commercial property and the need to store documentation
for e.g. retrieval, regulatory compliance means that paper based document
storage competes with people for space within an organisation. Scanning
documents and integrating them into a document management system can greatly
reduce the amount of prime storage space required by paper. It also allows any
documents that still have to be stored as paper to be stored in less expensive
locations.
2. Flexible
Indexing: Indexing paper in more than one way can be done, but it is awkward,
costly and time-consuming. Images of documents stored within a document
management system can be indexed in several different ways simultaneously.
3. Improved,
faster and more flexible search: Document Management Systems can retrieve files
by any word or phrase in the document – known as full text search – a
capability that is impossible with paper.
4. Controlled
and Improved Document distribution: Imaging makes it easy to share documents
electronically with colleagues and clients over a network, by email or via the
Web in a controlled manner. Paper documents usually require photocopying to be
shared. This provides a cost saving by reducing the overheads associated with
paper based document distribution, such as printing and postage and removes the
typical delay associated with providing hard copy information.
5. Improved
Security: A document management system can provide better, more flexible
control over sensitive documents. Many document management system solutions allow
access to documents to be controlled at the folder and/or document level for
different groups and individuals. Paper documents stored in a traditional
filing cabinet or filing room does not have the same level of security i.e. if
you have access to the cabinet you have access to all items in it. A document
management system also provides an audit trail of who viewed an item, when or
who modified an item and when, which is difficult to maintain with paper based
systems.
6. Disaster
Recovery: A document management system provides an easy way to back-up
documents for offsite storage and disaster recovery providing failsafe archives
and an effective disaster recovery strategy. Paper is a bulky and expensive way
to back-up records and is vulnerable to fire, flood, vandalism and theft.
7. No
Lost Files: Lost documents can be expensive and time-consuming to replace.
Within a Document Management System, imaged documents remain centrally stored
when being viewed, so none are lost or misplaced. New documents are less likely
to be incorrectly filed and even if incorrectly stored can be quickly and
easily found and moved via the full-text searching mechanisms.
8.
Digital Archiving: Keeping archival
versions of documents in a document management system helps protect paper documents
that still have to be retained, from over-handling.
1.5
Scope of The Study
The
main challenge of document management is flexible storage and retrieval. This
study’s intended user is the department of computer science, University of Port
Harcourt. The system will be provided with facilities for easy storage,
retrieval and security of documents.
1.6 Definition of Terms
Document: A
document is a form of information. It could be electronic or in the form of
paper.
Management System: A
documented and step by step method aimed at smooth functioning through standard
processes.
Retrieval: The
process of accessing information from memory or other storage devices.
Web Application: An
application program stored on a remote server and delivered over the internet
through a browser interface.
Web browser: A
software application used to locate, retrieve and display contents on a World
Wide Web, including web pages, video and other files.
Server: A
running instance of an application capable of accepting requests from the
client and giving responses accordingly.
Database: A computerized record-keeping system. It is a
repository for storing information.
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