Design and Implementation of a Web-based Document Management System

Abstract

Design and Implementation of a Web-based Document Management System ABSTRACT Provides a cutting-edge solution to simplify the process of document storage, retrieval, and management for businesses and other types of organizations using technological advancements. The only reason that this system can function correctly is because it makes use of a web-based platform that is integrated into the system. Those who use it are granted the capacity to have secure access to documents, to collaborate on those documents, and to exercise real-time control over the versions of those documents. Features such as user identification, access based on roles, and extensive search capabilities are incorporated into it to safeguard the data's integrity, preserve its security, and make it more user-friendly. In addition to this, it makes the data more readily available to the user. The capability to upload documents, modify them, share them, and archive them is among the most important capabilities that may be found. Archiving documents is another important function. Every one of these capabilities may be accessed through a user interface that is simple to use without any complications. In addition to simplifying remote access, the system is designed to enhance operational efficiency, lessen the quantity of paperwork that must be completed manually, and eliminate paperwork that isn't required. These are all goals that the system aims to accomplish. Furthermore, as a result of this, it is an effective instrument for the document processes that are already in place across a wide variety of organizational contexts. The fact that it is an effective instrument is demonstrated by this.

Specification

Description:FORM 2
THE PATENTS ACT, 1970
(39 of 1970)
&
THE PATENT RULES, 2003
Complete Specification
(See section 10 and rule 13)
Title of the Invention: Design and Implementation of a Web-based Document Management System
2. Applicants

Name
Nationality
Address
Dr Abhishek Venkteshwar Indian Associate Professor, HOD and Director- MBA, Department of MBA, Acharya Institute of Technology, Dr. S. Radhakrishnan Road, Acharya P.O Soladevanahalli, Bangalore - 560107, India.
Princy Anton Arockia Packia A Indian Assistant Professor, Department of Management Studies, PSR Engineering College, Sivakasi, Tamilnadu - 628501, India.
Reshma Prabhakaran Indian Assistant Professor, Department of Artificial Intelligence and Data Science, Dhanalakshmi Srinivasan College of Engineering, Coimbatore, Tamilnadu, Tamilnadu - 641105, India.
Dr Binu G S Indian Professor, Department of Electronics and Communication, Engineering, NSS College of Engineering, Palakkad, Kerala - 678008, India.
Rekha G Nair Indian Associate Professor, Department of Electronics and Communication, NSS College of Engineering, Akathethara Palakkad, Kerala - 678008, India.
Dr. Anil Kumar K R Indian Associate Professor, Department of Electronics and Communication Engineering, NSS College of Engineering, Palakkad, Kerala-678008, India.
Gireesh V Puthusserry Indian Associate Professor, Department of Electrical and Electronics, NSS College of Engineering, Akathethara Palakkad, Kerala - 678008, India.
Geetha G Indian Professor, Department of Electronics and Communication, NSS College of Engineering, Akathethara Palakkad, Kerala - 678008, India.
Dr. Prabakaran P Indian Assistant Professor, Department of MBA, St.Joseph's Institute of Technology, OMR Chennai, Tamil Nadu - 600073, India.
Dr. Jagdeep Singh
Indian Assistant Professor, Department of Professional Management Studies, Kristu Jayanti College, Autonomous, K. Narayanpura, Kothanur Post, Bangalore - 560077, India.
3. Preamble to the description:
The following specification particularly describes the invention and the manner in which it is to be performed.











4. DESCRIPTION
FIELD OF THE INVENTION
There is a connection between the current invention and the field of information management systems. More specifically, the invention emphasizes the design and implementation of document management solutions that are based on the web. Within the framework of organizational settings, it meets the necessity for the management of digital documents in a manner that is centralized, effective, and secure. Technologies that are associated with the storage of data, real-time collaboration, user access control, workflow automation, and compliance with data protection regulations are included in this invention. These technologies are also included in the invention. It is intended to assist in the handling of documents, retrieval of documents, sharing of documents, and version control across a range of sectors, including business, educational, governmental, and non-profit organizations, to contribute to an increase in both operational efficiency and productivity.

BACKGROUND OF THE INVENTION

Organizations have traditionally relied on paper-based methods or core digital storage systems for the management of their documents. In the past, these methods have been sufficient. Nevertheless, neither of these approaches is typically sufficient in terms of efficiency, security, or accessibility. When using manual filing systems, it is difficult to keep an archive that is well-organized, easily accessible, and safe. This is much more difficult to do. This is because these procedures are prone to errors, delays, and instances of misplacement. This is the reason why this is the case. As a general rule, even the earliest digital solutions work in silos, which places limitations on collaboration, leads to redundancy, and necessitates a significant amount of manual management. It is common for this to occur. A document management system that is more advanced, centralized, and electronically regulated has been in high demand. This demand has been developing over the past few years.

One of the factors that has contributed to the growth of this need is the fact that the quantity of information that is being gathered is continuously increasing. Organizations are expected to have a system that not only stores documents in an effective manner but also enables seamless collaboration, real-time revisions, robust security, compliance with data protection standards, and interaction with other business tools. This is a criterion that must be met. To fulfill this condition, it is necessary to do so. The pursuit of these objectives has been the impetus behind the creation of a web-based document management system that, among other things, streamlines document workflows, reduces operational expenses, and satisfies the requirements that contemporary enterprises have for digital transformation.

SUMMARY OF INVENTION
It is a platform that enables efficient and centralized storage, management, and collaboration of digital documents in real-time. A Web-based Document Management System is an example of such a platform. During the process of developing a document management system, this platform was created. In addition to providing secure access based on roles, comprehensive search capabilities, and complete version control, the system was built to boost the organization's efficiency. This was the primary motivation behind its development. Users can simply upload, change, and share documents, all while making use of features that allow real-time collaboration and automatic workflow management. This gives users the ability to accomplish all of these things simultaneously. Several robust security features are included in this all-encompassing solution. Some of these methods include user authentication, encryption, and compliance with data protection requirements. Moreover, the system can handle scalability and integration with applications produced by third parties, which enables it to suit a wide variety of organizational requirements. This is a significant advantage. This solution, which is based on the web, reduces the amount of manual document handling effectively, promotes the accessibility of data, and fosters workflows that are more streamlined in contemporary digital contexts.
BRIEF DESCRIPTION OF THE DRAWINGS
Fig 1. Depicts the simple web-based document management system.

Fig 2. Depicst the Document Management System Architecture

BRIEF DESCRIPTION OF THE INVENTION
Intending to make the process of document storage, administration, and communication more straightforward for companies of varying sizes, the provides a digital platform that encompasses everything. By utilizing this system, which operates through a centralized web-based interface, users are supplied with a secure, easily accessible, and well-organized environment in which they can handle any form of document in real time. This environment meets all of the requirements for proper document management. The management of documents has transitioned from traditional paper-based methods to a completely digital system, which results in a significant gain in productivity, efficiency, and accessibility. On the other hand, a significant emphasis is kept on the protection of data and the observance of regulatory requirements.
A robust back-end architecture serves as the foundation for this system, which ensures that document handling is both stable and consistent. Additionally, it is compatible with a wide range of file formats, such as text documents, spreadsheets, electronic documents (PDFs), photographs, and many more. This infrastructure serves as the foundation upon which the system is constructed. Because the system is web-based, it is easy to use from any device that can establish a connection to the internet. Because of this, it is a good option for circumstances in which users are distributed over several places or for settings in which they are permitted to operate remotely. To accommodate users with varying degrees of technical expertise, the interface has been designed to be user-friendly and intuitive. This was done to accommodate users. The user-friendliness of the system has been focused on prominently. Some of the most important features include the introduction of drag-and-drop capabilities to upload documents, an interactive dashboard for monitoring the status of papers, and easy navigation menus to provide a seamless user experience. All of these features allow for the uploading of documents.
To ensure that the handling of documents is carried out securely, the system employs a sophisticated user identification and access control system that is based on roles. Following the conclusion of the login procedure, users are confirmed through the use of secure protocols, such as two-factor authentication (2FA), which ensures that only persons who have been permitted to access the platform can do so. Once a user has been logged into the system, the role-based access control mechanism is the one that determines the permissions that they are granted. This mechanism is responsible for determining which documents a user is authorized to read, modify, or provide to other users. This enables administrators to construct hierarchical access levels that are indicative of the structure of an organization. Administrators have the option to simply design these roles, which gives them this ability. It is possible, for instance, for those at the management level to have complete access to all of the papers, whereas other users can have access restricted to specific folders or departments. By doing so, it is possible to allow for the ease of cooperation while simultaneously allowing for the maintenance of security.
However, one of the most significant characteristics of the system is that it has the capability of enabling real-time collaboration. Users can work on documents simultaneously, making edits, adding comments, or recommending modifications, all of which are visible to other collaborators in real-time. Users can even recommend improvements. To avoid any potential conflicts that may arise during the editing process, the system makes use of a locking mechanism. This approach notifies users anytime a document is being modified, so preventing changes from occurring in a manner that overlaps with one another. In addition, the platform contains document version control, which gives users the ability to view the history of the many versions of each document that have been created from the beginning. Users can revert to older versions of the file if they so wish since this function keeps a record of every modification that has been made to the file. Through the utilization of this capability, alterations are guaranteed to be both transparent and traceable.
In addition to that, the system incorporates highly developed capabilities for searching and retrieving information. Specifically, it is equipped with a full-text search engine that searches many attributes, such as metadata, tags, and the contents of documents, to locate files that are pertinent in a short period. Users can further restrict their searches by employing filters that are based on date, document type, author, or tags that have been applied. This offers users the ability to narrow their searches even further. Because of this, it is now much simpler for users to retrieve particular papers, even from extremely large archives. In addition, the system allows users the opportunity to tag documents with their unique keywords, which contributes to the proper classification and retrieval of documents, thereby decreasing the amount of time and effort that is spent during manual document searches.
Some essential components are included in the web-based document management system, and one of these components is the ability to share secret documents. By employing encryption technologies to protect sensitive information, users can safely transmit documents both within the organization and with third parties. This is possible both within the organization and with third parties. A password can be used to safeguard papers that are shared, and expiration links can be included to restrict the period that users can access the documents. This secure sharing option, which is ideal for partnerships that extend outside the business, can assist in making workflows with clients, partners, or stakeholders more efficient. This capability is suitable for collaborations that extend beyond the organization. In addition, administrators can define sharing permissions, which gives them the ability to select whether recipients are only allowed to view the document or whether they are also able to edit and comment on it. Both of these options are available to them. The document management system incorporates a stringent compliance framework into its core functionality. The implementation of this framework ensures that the system is following the regulations governing data protection, such as the General Data Protection Regulation (GDPR), as well as any other legislation that may be applicable. Additionally, it gives managers logs of document access, modifications, and sharing actions, as well as audit trails that record user activity and provide documentation of those activities. Through the provision of comprehensive reports on operations within the system that are associated with documents, this feature not only enhances transparency but also contributes to the assistance of compliance audits. Specifically, it accomplishes this by supplying information regarding the activity.
Two elements of the technology that stand out as particularly noteworthy are its scalability and the opportunities for integration. To accommodate the growing amount of documents that an organization produces, it is constructed to accommodate the organization's growth. It is feasible to add new features and functionalities by utilizing a modular architecture, which allows for the incorporation of these features and functionalities without causing any disturbance to the existing configuration. In addition, the system is compatible with apps and services that are offered by third parties. This makes it possible for it to interface with other business tools, such as email clients, cloud storage services, and workflow automation tools, without causing any issues. The flexibility of the integration allows businesses to alter the system to make it compatible with their existing information technology infrastructure and workflows. This is made possible by the fact that the integration is flexible. This not only enhances productivity but also makes adoption easier and more unencumbered.
Additionally, the architecture of the platform focuses an emphasis on data backup and redundancy, which will be discussed further below. To prevent the loss of data, the system provides choices for redundant storage as well as automatic backups that are scheduled in advance. As a result of its support for both on-premises and cloud-based deployments, it allows businesses to select a configuration that is tailored to meet the specific data management and security requirements of their company. The data is encrypted not just while it is being sent but also while it is being stored in cloud deployments for longer periods. This ensures that the data is protected during its full existence, from beginning to end.

Accessibility was taken into mind during the design phase of the user interface (UI), which includes a clean layout, a responsive design, and themes that can be changed to adapt to different screen sizes and technologies. Accessibility was also taken into consideration during the customisation process. Users can personalize their dashboards by creating folders that contain commonly seen papers, recent documents, and ongoing tasks. The goal of this customization is to make it easier for users to obtain the information they need quickly. In addition, the user interface features a notification system that gives users the ability to be informed of important events such as the alteration of documents, access requests, and other noteworthy occurrences. Users are notified promptly, which boosts their level of involvement with the platform.
To facilitate the approval, evaluation, and dissemination of documents, the system gives users the ability to construct automated processes. Not only does the system offer document management, but it also offers workflow automation, which enables users to design automated procedures. This automation decreases the amount of manual intervention, streamlines operations, and cuts down on the amount of time spent processing documents. It accomplishes these goals by automating routine document workflows. Creating a workflow engine that is capable of sending automated notifications or reminders for approvals that are still pending is something that can be done successfully. Given this configuration, it is guaranteed that tasks that are associated with documents will be completed in a timely way.
In summary, the provides a comprehensive solution that not only makes the process of document management easier to handle, but also enhances collaboration, security, and compliance. By incorporating a wide variety of features, such as centralized storage, advanced search, real-time collaboration, secure sharing, and scalability, it caters to the various document management requirements of contemporary organizations, thereby establishing itself as an indispensable instrument for digital transformation and operational efficiency.






, Claims:
WE CLAIM
1. By centralizing document storage, the system improves company document workflow by ensuring easy access, effective administration, and structured retrieval.

2. Its strong user authentication and role-based access control, which grants users authority based on their roles, protects data and manages document access.


3. Real-time document editing and collaboration enhance output and reduce project delays by allowing several people to work on the same document.

4. Document version management lets users track changes, review version histories, and revert to earlier iterations to ensure document integrity and clarity in collaborative environments.

5. Keyword search, metadata filtering, and tagging help users find documents quickly and reduce retrieval time.

6. Encryption, link expiration, and password security make it easy to distribute documents securely with internal and external users while complying with data protection rules.

7. With connectivity with third-party programs like email clients, cloud services, and workflow tools, the system is scalable and interoperable with current IT infrastructures, ensuring smooth adaptation across varied organizational ecosystems.




Dated this the 26th October 2024.


Senthil Kumar B
Agent for the applicant
IN/PA-1549

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