Document Management System

The project entitled ‘Document Management System’ is concerned with the development of a system that is simple and easy to use yet a powerful web application for sharing, managing and controlling enterprise documents on intranet/internet in a secure manner. Manage your documents over the Web. It enables to create a central repository of organizational documents indexed by key words and organized by category. Internet based Document Management System provides a document library with secure access control, advanced search features and document-centric collaboration for document sharing and supporting project teams

The main facilities of this project are:

• The user has the facility to:

o Create and delete of accounts

o Updating of personal data

o Retrieval of password and other information

o Restricted list of download documents and other data

o Introduces advanced search techniques for quick and easy retrieval of data

• The user can search a particular file by just specifying its subject, keyword, description etc .In addition the user also has the facility of sorting the data i.e. viewing documents uploaded by a particular person or persons falling in a particular group.

• More users friendly and centralized.

• The transaction process is simplified.

Proposed System

The proposed system is more advanced and efficient than the existing system as it is built with the latest Microsoft Technologies. The main objective is to enhance security and provide a smooth, easy and automatic transaction and search facilities to the users. The service provided is more centralized and hence the administrator has more control over the system.

The entire project has been divided into three modules namely

• User module

• Document module

• Security module

User Module

User management includes adding/removing users, setting/modifying the access rights of users, setting the properties of the document management system etc. The system may also provide a guest user account. The administrator may define Groups of users, which may have a common set of privileges. The Administrator must be able to add/remove, setting/modifying the access rights of such groups. He should also be able to remove users from the system.

Document Module

Document management includes adding new document categories, removing existing document categories, modifying access and other settings of existing document categories, download and upload of documents for read/update operations etc. The system must be able to categorize the documents in an organized manner. All the documents should be stored in a centralised database and must be accessible from

various locations. The system must ensure that when an authorized user is modifying a particular file, it should not be accessible to any others until it is completely updated and saved. The system should provide for searching of documents based on keyword, documents names, category etc. The system should provide a tree view listing of document categories. Each user can view only those document categories that are accessible to him. The system should maintain logs that keep track of the history of the files.

Security Module

Security Module deals with the secrecy and protection of the desired documents. It consists of sub modules namely User module and Category module.

User module operates in two modes: Administrator mode and User mode. The administrator may define Groups of users, which may have a common set of privileges. The Administrator must be able to add/remove, setting/modifying the access rights of such groups. The administrator must set read-only or read-write permissions for each document category for every individual user. User mode enables the user to create a new account on specifying the personal details. The forget password entry enables the user to retrieve his/her password by answering to a secret question correctly.