DEVELOPMENT OF A UNIVERSITY DOCUMENT MANAGEMENT SYSTEM
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DEVELOPMENT OF A UNIVERSITY DOCUMENT MANAGEMENT SYSTEM
INTRODUCTION
1.1 Background of the Study
The University Management System (UMS) manages university, professor, and student information within the university. UMS is an automation system for storing faculty, students, courses, and university information.
It keeps track of all students’ attendance and grades beginning with their registration at the university. The project focuses on information retrieval via an INTRANET-based campus-wide portal, as well as the integration of a document management system to support a smooth process of document transfer and management throughout the organisation.
It collects related information from all divisions of an organisation and maintains files, which are then used to generate reports in various formats to assess individual and general student performance.
Integrated systems for university management are becoming more popular in the university sector. Their primary goal is to improve services for the internal community (professors, students, and staff).
Using these technologies, students can easily communicate with university departments, share files, enrol, register projects, and create debate forums.
This sort of management enables simultaneous monitoring of student performance and relationships among university members, resulting in a faster and more efficient flow of operational information.
A Document Management System is a robust solution for diverse formats that handles document entry, processing, approval, and storage in secure electronic archives.
The goal of DMS is to manage and control all electronic material, including word processing documents, spreadsheets, presentations, graphics, and e-mail communications, throughout their life cycle.
It allows an organisation to ensure that information is available whenever and wherever it is needed. It also protects electronic documents by implementing version control, audit trails for each document, and regulating access to documents through multiple security levels.
DMS manages and controls all unstructured information, such as word processing documents, presentation packages, spreadsheets, e-mail, and graphics, in a single database accessible via a single interface.
It enables businesses to assure the availability of information at all times and the integrity of their documents. It also minimises or restricts the duplication of already completed work.
Just as standard procedures exist for managing and controlling paper documents and records, appropriate procedures should be created to handle electronic documents throughout their life cycle. A DMS provides control while also ensuring document integrity.
Document integrity entails the capacity to identify and access records over time, as well as assuring that the document is the genuine master copy/authoritative version. A document has integrity when it can be demonstrated that it was not changed without going through the proper processes.
This is extremely difficult to achieve with electronic files. It is simple to open a file and update it without anyone noticing. With a DMS, document integrity is ensured because audit trails can be used to prove that a document is still the authorised copy;
security ensures that no unauthorised access occurs; and version control ensures that the latest, most current, or approved version is easily identifiable.
Without document management, it will be difficult to prove the integrity of an electronic document if a legal requirement arises. If the actual electronic document is controlled and can be demonstrated to be managed, document integrity can be more easily assured.
System analysis is the first step in the development process. Understanding requirements allows you to create a formal model of the problem you want to address.
1.2 Statement of the Problem
There are courses that do not allow for revaluation, but the valuation is done in two stages, by two staff members. However, there are courses that allow for reassessment, however the paper is only appraised once.
The programme should be created and built in such a way that it can meet all needs in a dynamic manner. It should be a multipurpose one.
The first issue is that a large number of hard copy documents are being generated. Keeping information in the form of hard-copied papers causes numerous challenges.
All processes are completed manually at the centres, and all records are kept on paper. As a result, record management in departments is extremely difficult, as is record checking by staff.
The current approach is boring, time-consuming, less adaptable, and results in an extremely demanding work schedule. There is a substantial risk of record loss, and record searching is quite difficult.
Maintaining the system is extremely difficult and time-consuming. Result processing is slow owing to paperwork and staffing requirements.
1.3 Aim and Objectives of the Study.
The goal of this work is to create a system for electronic file transfer within a university system. Specific objectives include designing an electronic document management system that can deliver files quickly and efficiently using PHP, as well as designing an efficient database to keep reliable and up-to-date records of files.
1.4 Aims of the Study
The goal of this study is to close the gap between documentation and security, integrity, and tampering concerns. This job also saves space, money, and time in document processing when compared to typical paper documentation, which takes a huge amount of storage space, manpower, and document movement from one department to another.
1.5 Future scope and project enhancements
Because the software is written in a user-friendly language, it can be upgraded in the future to be more efficient and reliable, as well as enhanced.
1.6 Definition of Terms
Database management systems (DBMS) are computer software applications that record and analyse data by interacting with the user, other applications, and the database itself.
Document Management System (DMS): A document management system is a system (based on computer programmes in the case of digital document management) that tracks, manages, and stores documents.
Electronic Document Management System (EDMS): This is a group of technologies that operate together to provide a comprehensive solution for managing the organization’s records and information assets, including creation, capture, indexing, storage, retrieval, and disposition.
GUI (Graphic User Interface): GUI is a human-computer interface (i.e., a method for humans to interact with computers) that uses windows, icons, and menus that may be controlled with a mouse.
Data integrity refers to maintaining and ensuring the accuracy and consistency of data throughout its life cycle, and it is an important consideration in the design, implementation, and use of any system that stores, processes, or retrieves data.
Privacy (also known as information privacy) is the aspect of information technology (IT) that deals with an organization’s or individual’s ability to control which data in a computer system can be shared with third parties.
Unicode is a computing industry standard for the consistent encoding, representation, and handling of text expressed in the majority of the world’s scripts.
The most recent version of Unicode, developed in collaboration with the Universal Character Set standard and published as The Unicode Standard, includes a repertoire of over 110,000 characters from 100 scripts and various symbol sets.
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