Customizable Document Tracking Solution

The need to maintain track of documents has become more important today specifically in higher learning institutions and large organizations. The most common scenario for the transfer of files is that they are transferred manually from one person to another person in any organization. There is a hug

Project Title

Customizable Document Tracking Solution

Project Area of Specialization

Software Engineering

Project Summary

The need to maintain track of documents has become more important today specifically in higher learning institutions and large organizations. The most common scenario for the transfer of files is that they are transferred manually from one person to another person in any organization. There is a huge risk that that particular document gets lost in between this manual transportation.  The Customizable Document Tracking Solution will give a clear visibility of the movement of documents throughout the proper channel of document processing. This will reduce the time and energy wasted on chasing the missing files and the security and access control is also achieved.

Project Objectives

Tracking a document by using manual method is time consuming and most of the time, the user cannot find the document which is needed that’s why Customizable Document Tracking Solution is developed. This will help in maintaining the track record of the important documentations in the organization. When the whole process becomes reviewable at every point, it becomes easier to manage bottlenecks as the records are kept of the progress along with pertinent details. This will reduce the chances of documentation being misplaced. Thus, we will be able to reduce time in problem solving of any documentation related issue and overall security will be guaranteed.

Project Implementation Method

The Customizable Document Tracking Solution will be deployed in NED University of Engineering and Technology.  It is a Customizable QR code-based Document Tracking Solution.The QR code will be attached on the document, that a user istrying to track and it holds the track record details and the comments passed by the last user. The QR code will be mapped with author of document, subject, date and few more fields. When this document is forwarded to next user, he/she will just scan the QR code through mobile app and the information mapped with the QR code will be filled automatically in fields which cannot be modified later. In this way, the system will be easier for the user to use and his needs will also be fulfilled. When the second user will forward this document to next user, he/she will mention the sending date, next user name and other data manually. And authorities also have an option of uploading a picture of remarks for that particular document and even they can modify that page. As long as this process goes on, our software will keep on populating the rows. Hence, this will reduce the chances of documentation being misplaced as there will a proper maintenance of records and the time consumption will also be reduced.

Constraints are as follows:

• When a file will be closed for processing, it will not be deleted from database.

• Once a new file is created, its original contents cannot be modified but comments can be added in it and reference document can also be attached with it.

• File access is restricted.

• No two files can have the same name. QR code number will always be unique for each file as well.

Assumption and dependencies are listed below:

• Specific to windows 10 (if desktop app)

• Camera and Phone compatibility for QR Scan

• The versions of software should be compatible.

Benefits of the Project

The aim is to design and develop a Customizable Document Tracking Solution for tertiary institutions. Document tracking is developed to provide an automated way of organizing, capturing, digitizing, tagging, approving, storing, accessing, and completing tasks involving your business files and documents.

Customizable Document Tracking System incorporates standard document filling features that are:
• Less time consumption
• Proper maintenance of records
• Guarantee of security and access control
• Bottlenecks are reduced and easy retrieval   

Technical Details of Final Deliverable

User Interfaces

• Front end: React (optional)

• Back end: jBPM, Drools, Alfresco Activiti, Android Studio

• Database: SQL server

Hardware Interfaces

It does not have any direct hardware interfaces. The QR code is generated by a mobile application and the hardware connection to the database server is managed by the underlying operating system on the web server.

Software Interfaces

• Operating System: We have chosen Windows 10 because it allows businesses to keep their data secure and protected. This platform is best suited for software developers.
• Language: Java because it is simple language and has no complex features.Also, Java is an independent language and programmer converts source code to byte code and this byte code can run on any platform.
• Database: To save the details of document we have chosen SQL server database because SQL server includes effective data management and data mining tools along with disk partitioning. And SQL server has built-in transparent data compression feature along with encryption. Users don’t need to modify programs in order to encrypt the data. Further, it offers an enhanced performance when it comes to data collection.

Final Deliverable of the Project

Software System

Core Industry

IT

Other Industries

Core Technology

Big Data

Other Technologies

Sustainable Development Goals

Required Resources

If you need this project, please contact me on contact@adikhanofficial.com