File Management and Tracking System

Project Title

File Management and Tracking System

Project Area of Specialization Augmented and Virtual RealityProject Summary

Locating files is one of the greatest problems in private and government organizations nowadays. Time is wasted archiving or searching files, energy is wasted chasing misplaced files, deadlines are missed and sometimes files are lost. Seeing these problems, we decided to make a system for file tracking that will solve all of these problems in the best proper way. File Management & Tracking System is a web-based application using QR code scanning for documents/files that facilitates the process of file movement and tracking within an organization. In general government and public organizations, every official procedure is carried out by moving files. When a file is moved, an entry is made in office diary for record keeping. Comments are added in file to indicate the action to be taken and then file is moved further if required. For example consider the case in which an employee needs leave for some period of time. First, he sends leave application to his respective Head of Department (HOD). After approval from HOD the application is forwarded to Senior Admin and finally Rector considers that application. The whole process may span a number of days instead of taking few hours. So the major drawback of this traditional system is the delay in processing. Another downside of this system is that one might not be able to track location of a file. In case the entry in diary is missing; it becomes hard to locate file. Even if file is tracked by searching diaries, the whole process may take a lot of time, without any guarantee of success. File Management & Tracking System will be developed as a solution system to improve the efficiency of retrieving the document at any time and tracking the movement of documents in and out of Faculty of Office and Administration. It will be able to manage the initialization etc and locating movement of files from desk to desk of personnel who work on them. The system is interactive and usable and able to improve file management and productivity in operations.

Project Objectives

In general, the significant of this project is to manage the documents through web-based application which enable the users ease in retrieving the documents using QR code. It will be used to maintain the status of a file while it is being processing by multiple departments or buildings which may take huge amount of time to process thousands of files. Files will be dispatching among various departments in order to get processed. To track the details of files like, in which department or buildings the file is available, under which employee handover the file is available & its status etc., So clients can know the status of file just by logging into the website and leads to saving time.

Project Implementation Method

Methodology

Design Phase:

The list of requirements that are needed for development of this project are used to make design choices. In the design phase, one or more designs are developed, which the project result can apparently be achieved. The File Management and Tracking System design phase can include sketches, flow charts, HTML screen designs, prototypes and UML schemas. Then the main prototype design is chosen that will be implemented in the project. The design of selecting a barcode type is also included in this phase.

Implementation Phase:

The project takes shape during the implementation phase. After the system design is ready, the next phase is to successfully implement it. This phase involves the construction of the actual project result. To implement it various tools and technologies are used. At the beginning the front-end design is implemented and then the backend application database is implemented. Implementation means make it to work from the design which is designed in the design phase.

Testing Phase:

Testing phase is very important in system development. During system testing the system is used experimentally to ensure that the system does not fail and will run according to its specification and producing desired outputs as per the gathered expectations. We can test File Management and Tracking System project using White Box Testing and Black Box Testing.

Benefits of the Project

The File Management and Tracking System is used for management and tracking files at private and public organizations if satisfies their requirements. As the file is created and dispatched a hardcopy is printed with a QR code that document is inserted in database which is connected using a web-based interface. Documents are received using a QR code scanner device or mobile application to ensure there are soft copies of every result sent to that office and to mark entries in dispatch register or peon book. Furthermore, Officers easily with one click will get the status, location of files and the officers can mark comments etc. After file is done, they are dispatched to the other offices. The File Management and Tracking System not only accelerates file processing but also ensures that each and every file present in the database can be tracked. It allow user to create file, mark file to other members of organization, to send reminders, to add comments, to track file and view history of file processing. User can access this system within organization using his own workstation provided that his PC is connected to LAN (on which File Management & Tracking System has been hosted) present in an organization. File Management & Tracking System can be customized for use in organizations like educational institutes, insurance companies, banks, government agencies.

Technical Details of Final Deliverable

Files if indexed and backed-up properly, will not get lost.

The documents will be linked to cases as soon as they are scanned and indexed. Available to users immediately.

Files are available to multiple users at the same time.

The need for those copies will be eliminated.

Final Deliverable of the Project Software SystemType of Industry Education , IT , Medical , Petroleum , Agriculture , Food , Energy , Finance , Legal , Manufacturing , Transportation , Media , Others , Health , Security , Telecommunication Technologies Others, Clean TechSustainable Development Goals Industry, Innovation and Infrastructure, Reduced Inequality, Responsible Consumption and Production, Peace and Justice Strong InstitutionsRequired Resources

Item Name	Type	No. of Units	Per Unit Cost (in Rs)	Total (in Rs)
			Total in (Rs)	80000
Printer	Equipment	1	30000	30000
QR/Bar code Scanner	Equipment	1	10000	10000
Smartphone	Equipment	1	30000	30000
Papers and printings	Miscellaneous	10	1000	10000