TITLE: DOCUMENT MANAGEMENT SYSTEM APPLICATION

Transcription

1 TITLE: DOCUMENT MANAGEMENT SYSTEM APPLICATION Sarbojeet Sarkar 1, Rutuja Khairnar 2, NilkanthKhyadagi 3, Nikhil Mali 4, 1. Student, Department of Computer Engineering, DYPIEMR, 2. Student, Department of Computer Engineering, DYPIEMR, 3. Student, Department of Computer Engineering, DYPIEMR, 4. Student, Department of Computer Engineering, DYPIEMR, ABSTRACT The project aims at developing an online document management system(dms) that is useful for industry to manage their documents. DMSTree is a cloud based software to make documentation hassel free. Unique features such a s storing physical location of files and innovative templates to support documents make DMSTree superior than traditional documentation systems. The DMSTree application described itself as Document Management System Tree. Currently the application product is built to manage the documents at individual level which covers small companies, organization, hospitals, institute, hotels, government office etc. Using DMSTree application these small level individual entities handles there documents properly. The amazon cloud and mongodb differentiates DMSTree from all other documents management system. Keywords: DMS, Amazon cloud, Mongodb, Template INTRODUCTION Document management systems 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 or by creating a document using any software application. This provides a more compact means of storage, universal access for retrieval, and higher levels of data security and privacy. Document management systemprovides solution to access, upload and download review documents. Document management system covers the services like manipulating the documents, storing and retrieving the documents and communicate through exchange of documents. There are many different functionality that are provided with DMSTree application other than just document management, like Creating new templates, the search facility with filter (Advance search) section, Uploading document/s with tag, expiry-date, template and physical location of that file, Archived documents, create bouquet of documents. Currently for individual level registration, compulsory two user of company (Tenant) are applicable, and these two users manage the documents of their company, one will be the admin of company and other will be the user from that company. The DMSTree application provide mark as private facility to the admin of Tenant which will used while uploading any private document. And those private documents can be only viewed by admin.

2 2. LITERATURE SURVEY A need for a document management system is for storing documents and are used for assigning tasks to users for making revisions to documents arise.in present paper, the software which automates the process and keep track of documents and minimizes the workload is proposed. The two interfaces are used in this system that are Admin interface and User interface. This system allows the Admin to create new user, delete the user\remove the user which is not required, assign the task to user, create new documents, view the documents, revise the current document, upload the documents, except or reject the documents from the user, view the entire history of the documents, message is send in inbox of the user for changes of the documents. The user can view the task assigned to them, download and upload the new and modified documents. The system allows the Admin to assign the user to make changes to the documents. Allow user to view and save different versions/revision of the same document. Approves/Rejects the new created or uploaded document. Views the summary (date and time) of each document. Upload the compressed format of file. [1] Document management solutions are designed to maintain the files and records digitally. Essential component required to manage the documents are import, storage, identity, export and security. Benefits of document management are saving time and reducing cost. Maintains the privacy of the company. Repetitive computing task are avoided, maintains consistent records, trace the employee work time to time and recognize the errors. Document management solution enables to access documents from anywhere, share confidential information. Metadata format makes the document identity independent i.e. documents can be search by tags or keywords. Document management software contains image and text recognition, database indexing, version management, business process automation and document retention. It provides automatic back -up and archives procedure, gives log history of user file actions and provide template forms. [2] Recently Document management have transformed formed paper based documents into electronic form. DMS can control, manage, maintain, distribute and access the documents. Actual cause of DMS is to save the storage space of paper document. DMS provides the services such as indexing, manipulating the documents, storing of documents, and retrieval of documents. Due to DMS documents can be easily created, stored, retrieved, organized and maintained, cost of the maintenance of documents is reduced. DMS could provide benefits to user, organization and to whole society. Unique repository maintains the document records, documents can be tracked using versions or author etc., stored documents can be efficiently accessed, for document access authentication integrated systems are used, documents are audited automatically. In this paper DMS provides central repository i.e. define attributes and keywords of the documents, access control gives the database of authorized users, version management i.e. revision of documents is managed, searching and management of documents is done using metadata, workflow management, electronics office books, internet technology i.e. access the documents without any platform.[3] 3.PROPOSED MODEL Proposed system is a Web based application for Document Management System (DMSTree) which will change the existing book entry system or excel sheet entry system. Which will in turn improve the efficiency of document management. Following are the application pages used in Proposed System 3.1 Application: DMSTree application is used by individual and corporate user. Individual user can upload his documents, store, retrieve, modify for his personal use. Corporate world needs DMS for the bulk storage of documents. Corporate people can store the important documents and can share among themselves the required information by uploading them Application Pages: Sign-up Page: Type of Tenant Company:

3 Sign-in Page: Dashboard: Upload document: Upload template: 1. Individual 2. Corporate Tenant has to register by filling required information and then username and password is created, after successful sign-up the authentication message are displayed to user with start link of DMStree Application. Forms Contain Following Elements: 1. Username 2. Password The form takes username and password from user. Both fields are mandatory. If it is valid, user is logged in to the system successfully. Dashboard is used to view all the documents of the user. It gives some basic information related to document with functionality of comment, tag, Checkout, Add to Bouquet, Add to archive and Timeline of document. It will display only the list of all documents revisions which are not archived. Functionalities of upload documents are reset, cancel and save. Reset: Reset all form values and also resets fields of template. Cancel: It cancels the operation of documents and redirects to previous page Save: Validation of the uploaded documents is done step by step The upload template page is used to upload templates with tags The Form contains elements: Tags: Using tag section we can apply the tags to the template while uploading template. Template List:Select contains the list of template that are created for the tenant. Smart Search: Edit Profile: Smart Search provides advance searching facilities which are given to the document at the time of creation. Functionalities of smart search: Search with comments Search with tags Search with bouquet name Search with template data Search with date On Edit profile page we can update name with address information and also password can be changed.

4 Create Template: List of Templates: 3.2 Advantages: 3.3 Disadvantages: 4. CONCLUSION With the help of drag and drop control we can create template, which are used while uploading documents. Controls are listed below: Label Multiline Label Text box Text Area Custom Combobox Radio Button Multiple Checkbox Custom Listbox Image Date Table Standard Combobox Standard Listbox List of templates is divided into two parts: Custom tenant templates Bought templates Functionality of list of template: Display template Edit Template Paperless office. No need of maintaining records and piles of bulk documents. DMS provides user friendly interface. It is cost effective. No need of maintaining server and calling IT team for storage of large number of documents. Easy retrieval and accessibility of documents. Drastic reduction in administrative cost. Features known to users like comments, tags, timeline, templates provided to search quickly and are understandable to the user. Documents are safe and secure. Document cannot be shared with specific user This application is not suitable for high level cooperate company Not suitable for large number of hierarchy levels. We have studied all the document management systems successfully and pros and cons of DMS are evaluated.the project entitled DMS is done in an effective manner. DMS is an efficient, time saving and easy way to report, view and controls the revised documents. To use the product start with registration, login. Thereafter, we can upload a document, upload template, edit the profile, add comment and tagson documents.

5 5. ACKNOWLEDGEMENT We are thankful to the analysts and also to the distributors for making their assets accessible. Also the document management systems, references and search engines and DMS expertise. 6. REFERENCES [1]The North Dakota State University of Agriculture and Applied Science by Aman Sharma Document Management System". [2] DM_White paper M Files Easy Document Management. [3]R. Kelemen Varazdin County Franjevacki trg 7, Varazdin, Croatia, R.Mekovec Faculty of Organization and Infomatics(FOI) Pavlinska 2, Varazdin, Croatia "Document Management System-A Case Study of Varazdin County".