DESIGN AND IMPLEMENTATION OF DOCUMENT MANAGEMENT SYSTEM
CHAPTER ONE
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 organization 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, organizations can realize many benefits that noticeably improve organizational efficiency.
Digital document management system can help an organization succeed by; Saving time, Saving money, Increasing efficiency, Increasing productivity, Increasing inter-departmental and inter-organizational 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;
- Store documents properly
- Archive and retrieve documents properly and efficiently
- 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 organization. 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.
CHAPTER TWO
2.0 Literature Review
2.1 Introduction
The review of relevant literature is the main topic of this chapter. A literature review covers theoretical and methodological contributions to a certain issue in addition to the state of knowledge at the time of writing. It provides information about the state of the art in relation to the subject you are writing about. It examines the body of work on the chosen subject. The literature evaluation in this study comprises the …
Procedure for Downloading the PDF (Docx) Material
Design and Implementation of Document Management System can be downloaded by requesting the full set of materials at the project or seminar cost. The document will be sent via Microsoft Word (MS-Word) format via WhatsApp (e-mail) following payment confirmation.
| Seminar Material Cost ₦3,000 | Project Material Cost ₦5,000 |
Request Complete Material
 | Click here to request the Complete Material via WhatsApp including;
|
TABLE OF CONTENTSPRELIMINARY PAGES
- Title page
- Approval page
- Dedication
- Acknowledgement
- Table of Contents
- Abstract
INTRODUCTION
- 1.1 Background …
- ⋮
LITERATURE REVIEW
- 2.1 Introduction
- ⋮
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
- 3.1 Methodology Adopted
- 3.1.1 Problem Identification Using SSADM
- 3.2 Analysis of the Existing System
- 3.2.1 Dataflow of the Existing System
- 3.2.2 Disadvantages Of The Existing System
- 3.2.3 Weakness of the existing System
- 3.3 Feasibility Study
- 3.3.1 Economic Feasibility
- 3.3.2 Technical Feasibility
- 3.3.3 Operational Feasibility
- 3.4 Analysis of the Proposed System
- 3.4.1 Data Flow Diagram of the Proposed System
- 3.4.2 Advantages of the Proposed System
- 3.4.3 Justification of the Proposed System
- 3.5 Functional Requirements
- 3.5.1 Use Case Diagram Of The Admin / User Privileges
- 3.6 Data Requirements
- 3.7 High Level Model of the Proposed System
CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION
- 4.1 Objectives of the Design
- 4.2 Cohesion and Decomposition High level Model
- 4.3 Control Center / Overall Dataflow Diagram
- 4.3.1 Proposed System Operation Flowchart
- 4.4 System Specification and Design
- 4.4.1 Input and Output Specification
- 4.4.2 Database Specification and Design
- 4.4.3 Data Dictionary
- 4.5 Choice and Justification of Programming Language
- 4.6 Program Documentation
- 4.7 Implementation Techniques
- 4.7.1 System Testing
- 4.8 Programming Module Specification
- 4.8.1 Installation
- 4.9 Computer Hardware Minimum Requirement
- 4.10 Software Requirement
- 4.11 Personnel / User Training
- 4.12 File Maintenance Module
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
- 5.1 Introduction
- 5.2 Summary
- 5.3 Conclusion
- 5.4 Recommendation
REFERENCES
APPENDIX A - “SOURCE CODE”
APPENDIX B - “OBJECT PROGRAM”
Disclaimer for Complete Material Utilization
The displayed research work titled "Design and Implementation of Document Management System" is stated as a research guideline towards accomplishing your assigned project / seminar research work. All the research materials on this website are ONLY for research purposes and should be used as a guideline in developing your research work. For no reason should you copy word for word as projectlist.com.ng will not be liable for any who copied the material. By ordering the complete research guideline, it signifies that you've accepted our terms of service.
PRELIMINARY PAGES
- Title page
- Approval page
- Dedication
- Acknowledgement
- Table of Contents
- Abstract
INTRODUCTION
- 1.1 Background …
- ⋮
LITERATURE REVIEW
- 2.1 Introduction
- ⋮
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
- 3.1 Methodology Adopted
- 3.1.1 Problem Identification Using SSADM
- 3.2 Analysis of the Existing System
- 3.2.1 Dataflow of the Existing System
- 3.2.2 Disadvantages Of The Existing System
- 3.2.3 Weakness of the existing System
- 3.3 Feasibility Study
- 3.3.1 Economic Feasibility
- 3.3.2 Technical Feasibility
- 3.3.3 Operational Feasibility
- 3.4 Analysis of the Proposed System
- 3.4.1 Data Flow Diagram of the Proposed System
- 3.4.2 Advantages of the Proposed System
- 3.4.3 Justification of the Proposed System
- 3.5 Functional Requirements
- 3.5.1 Use Case Diagram Of The Admin / User Privileges
- 3.6 Data Requirements
- 3.7 High Level Model of the Proposed System
CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION
- 4.1 Objectives of the Design
- 4.2 Cohesion and Decomposition High level Model
- 4.3 Control Center / Overall Dataflow Diagram
- 4.3.1 Proposed System Operation Flowchart
- 4.4 System Specification and Design
- 4.4.1 Input and Output Specification
- 4.4.2 Database Specification and Design
- 4.4.3 Data Dictionary
- 4.5 Choice and Justification of Programming Language
- 4.6 Program Documentation
- 4.7 Implementation Techniques
- 4.7.1 System Testing
- 4.8 Programming Module Specification
- 4.8.1 Installation
- 4.9 Computer Hardware Minimum Requirement
- 4.10 Software Requirement
- 4.11 Personnel / User Training
- 4.12 File Maintenance Module
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
- 5.1 Introduction
- 5.2 Summary
- 5.3 Conclusion
- 5.4 Recommendation
REFERENCES
APPENDIX A - “SOURCE CODE”
APPENDIX B - “OBJECT PROGRAM”
Disclaimer for Complete Material Utilization
The displayed research work titled "Design and Implementation of Document Management System" is stated as a research guideline towards accomplishing your assigned project / seminar research work. All the research materials on this website are ONLY for research purposes and should be used as a guideline in developing your research work. For no reason should you copy word for word as projectlist.com.ng will not be liable for any who copied the material. By ordering the complete research guideline, it signifies that you've accepted our terms of service.
Frequently Asked Questions (FAQ)
Can the material for “Possible Effects of Electromagnetic Fields (EMF) on Human Health” be used as a guide for Physics Project?
Yes it can be used — The Scientific Committee on Emerging and Newly Identified Health Risks (SCENIHR) has updated the previous opinion on “Possible effects of Electromagnetic Fields (EMF), Radio Frequency Fields (RF) and Microwave Radiation on human health” by the Scientific Committee on Toxicity, Ecotoxicity and the Environment (CSTEE) from 2001, with respect to whether or not exposure to electromagnetic fields (EMF) is a cause of disease or other health effects. The opinion is primarily based on scientific articles, published in English language peer-reviewed scientific journals. Only studies that are considered relevant for the task are cited and commented upon in the opinion. The opinion is divided into frequency (f) bands, namely: radio frequency (RF) (100 kHz < f ‰¤ 300 GHz), intermediate frequency (IF) (300 …
Can the material for “The Effect of Production Cost Control in Manufacturing Industry” be used as a guide for Accountancy / Accounting Project?
Yes it can be used — In the world today, the main motive or objective of all business organization among other aims must be to make profit. But profit can only exist under one condition. The condition being that income from the business activity or activities must exceed the expenditures. This is to say on the true view that there must be excess of revenue over cost and expenditure. Often times, profit can only be obtained when there is increase in selling price of a product or reduction in the production cost. Since excessive price increase in dreaded by public, it becomes very vital to achieve the business objective through an efficient and effective production cost control on each of the forms product. Based on the …
Can the material for “The Role of Ratio Analysis in Business Decision” be used as a guide for Business Administration and Management (BAM) Project?
Yes it can be used — Accounting information provided by means of financial statements- The income statement and the Balance Sheet are often in summarized form. Viewed on the surface, the truths about the results and the financial position of a business hidden in them remain veiled. To be of optimal benefit and as well enable the users make well – informed decisions, financial statements need to be analyzed by means of ratios. Therefore, in order to establish the role of ratio analysis in business decisions, this research is carried out, using Ibom Power Company as the Case study. The researcher made use of both primary and secondary sources of data collection. However, for the former, questionnaires were administered, whereas for the later, relevant were received. …
Can the material for “Effect of Conflict Resolution Strategies on Employee Performance” be used as a guide for Business Administration and Management (BAM) Project?
Yes it can be used — The study examined the effect of conflict resolution strategies on employee performance in selected commercial banks in Lagos State. The study sought to examine the impact of – forcing strategy on employee competency; smoothing strategy on employee creativity; avoiding strategy on employee service delivery and confronting strategy on employee productivity. The sample of the study comprised three commercial banks namely First Bank, Zenith Bank and Wema Bank. Primary data was used in the study. A structured questionnaire was used to collect necessary data from 42 randomly selected staff of the banks. The descriptive statistics and regression analysis were employed to analyze the data. Findings of the study indicated that forcing strategy had significant impact on employee competency (β=0.397; p<0.05); smoothing …
Is the topic “Use of Eggshell Powder and Palm Kernel Shell as Substitute for Fine and Coarse Aggregate in Concrete Production” recommended for Civil Engineering Project?
Yes it is highly recommended — The study investigates the Use of Eggshell Powder and Palm Kernel Shell as Substitute for Fine and Coarse Aggregate in Concrete Production. In achieving this aim, the following specific objectives were set out to determine the raw palm kernel shells used as coarse aggregates in Concrete Production, identify the raw Eggshell Powder shells used as coarse aggregates in Concrete Production and assess the factors affecting the Fine and Coarse Aggregate Substitution in Concrete Production. The use of PKS as aggregates has not been standardized for public use, hence, there is need for the prediction and optimization through trial mixes. A target mix was calculated based on American Concrete Institute, ACI code using PKS laboratory properties. Subsequently, factorial design was used …
Can the material for “Design and Construction of a Laboratory Centrifuge” be used as a guide for Electrical / Electronics Engineering (EE) Project?
Yes it can be used — A Laboratory Centrifuge is a piece of equipment generally driven by an electric motor and some older ones usually spun with hand, that puts an object in a rotation around a fixed axis, applying a force perpendicular to the axis. The study was conducted to design and construct a Laboratory Centrifuge using local materials. It spun liquid samples at a high speeds and thus creates a strong centripetal force causing the denser materials to travel towards the bottom of the centrifuge tube more rapidly that they would under the force of normal gravity. The present high cost of imported centrifuges necessitates the design and construction of A Laboratory Centrifuge using local raw materials. The use of steel for the construction …
Is the topic “Climate Change Awareness and Attitude of Secondary School Students” recommended for Education Project?
Yes it is highly recommended — This research was a descriptive survey aimed at determining the climate change awareness and attitude of senior secondary school students in Umuahia education zone of Abia State. To guide the study, six research questions and four hypotheses were formulated and answered. Purposive sampling technique was used to sample sixteen (16) schools out of the thirty-four (34) secondary schools and six hundred and forty students out of two thousand and twelve students in the zone. Two instruments titled “Climate Change Attitude Scale (CCAS) and Awareness Scale for Climate Change (ASCC)” were used for data collection. The data collected were analyzed using mean score and standard deviation to answer the research questions while Analyses of Variance (ANOVA) was used to test the …
Can the material for “Computerized Students Certificate Management System” be used as a guide for Software Engineering Project?
Yes it can be used — Computerized Students Certificate Management System is a system designed to computerize the process of adding certificates and verifying the certificates records of students. The aim of the study is to design and implement a Computerized Students Certificate Management System. In achieving this aim, the following objectives were set out to develop an application software that will resolve the issue of manual verification of certificates and enable the registrar to automatically generate unique certificate code for each certificate added. The motivation that led to the implementation of the proposed system is that during verification of a student certificate there were cases of employers spending lot of money in order to verify the authenticity of a certificate presented to them during job …
Is the topic “The Effect of Hospitality and Tourism Industry on Employment Rate” recommended for Tourism and Hospitality Project?
Yes it is highly recommended — This study was carried out on the effect of hospitality and tourism industry on employment rate in Oyun L.G.A, Kwara state. The study focuses on unemployment and its concern at the local and international levels, one should look at the causes and factors that lead our societies towards the accumulation of youth without work and the waste of energies, especially as young people are the source of the strength of society and the measure of its growth, progress and prosperity. The study aims to draw conclusions that help to identify and understand tourism and its role in reducing the unemployment rate. The study found that there is a statistically significant impact of touristic education in reducing the unemployment rate, except …
Can the material for “Production of Surface Shine (Polish)” be used as a guide for Chemistry Project?
Yes it can be used — The study was carried out to determine the production process of surface shine (polish). For clearity, polish is a substance rubbed on the surface of materials to make them smooth and shiny. Polish has being of immense importance in protecting leather surfaces and enhancing their beauty. To produce a standard polish, hard waxes such as carnduba wax, candelhla wax and palm wax; semi-hard waxes which include paraffin wax and ozokerite; solvents like tupentine and naphtha; dyes and dryers are essential. In this research project, paraffin wax, turpentine; paraffin oil. Cobalt and lead dryers, vanish, black and brown pigments were used to obtain the desired result. Investigation revealed that coverage and gloss or surface shine produced by the trial formulations. They were …