A COLLABORATIVE SOFTWARE AS A SERVICE BASED OFFICE MANAGEMENT SYSTEM
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A COLLABORATIVE SOFTWARE AS A SERVICE BASED OFFICE MANAGEMENT SYSTEM
Introduction: 1.1 Background of the Study.
File management refers to the process of storing, accessing, retrieving, and altering files. Moving a file from RAM to secondary storage necessitates future reference (re-usability), availability (having this file ready and at hand at all times and from any location), safety (ensuring data integrity without fear of loss or damage), and, in most cases, privacy (authentication and access control).
Using typical file management systems, such as those supplied by operating systems or manual systems, does not entirely meet this aim. Viral infections and other harmful software put the traditional system at risk of insecurity, unavailability, and data loss.
This necessitated the development of a backup system that is secure, cost-effective, and accessible regardless of the user’s workstation.
Storage and access to data, which have long been central to computing and information technology, necessitate the transfer of files to a more secure environment with increased availability.
The cloud system is a new innovation that has significantly altered the landscape of software development. It provides a simple interface by abstracting the user from the system’s underlying architecture.
Hancleng (2009) defines cloud computing as a model for providing ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction.
Moving data to a cloud system was a great advancement in file management, but it did not address the difficulties. Some of these challenges are security and expense.
Adopting Software as a Service (SaaS) as the appropriate cloud computing paradigm for this job not only ensures software availability but also provides an effective method of invoicing customers.
The billing system will be monitored based on how frequently the programme is used. That is, keeping a record log, which helps to monitor any type of incursion caused by unauthorised access.
In conclusion, cloud computing and file management rely on security as a mediator. It is commonly accepted that no one would take the extra effort of moving files to the cloud for storage or backup if they were not vital. As a result, each cloud computing system should include suitable security measures.
1.2 Statement of the Problem
In traditional file management platforms, it was observed that access to stored files is limited to the user who has the device. File sharing is also limited by distance and network coverage, as traditional network facilities rely on cables, infrared rays, Bluetooth, and other technologies.
The traditional technique lacks the ability to identify any form of infiltration, resulting in insecurity. Another key issue with present file-sharing services is file size constraints.
The researcher’s goal in this work is to create a collaborative office management system as a cloud service that allows users in a system (department) to share and collaborate files without being limited by distance or storage capacity.
1.3 Aims and Objectives of the Study
The goal of this research is to create a collaborative office management system using the Software as a Service Cloud computing model. To attain the desired goal, the following objectives were considered:
1. Offers a standard database system for storing user information that works with almost any operating system.
2. Deploying helpful file management programmes in the cloud, eliminating the requirement for setup and installation on the user’s machine.
3. Improve service security by encrypting files and managing logs.
1.4 Significance of the Study
The research will provide significant benefits to organisations, businesses, and even individuals. Benefits include:
1. Ensures security compliance and quick access to information.
2. Cost-effectiveness of running the application.
3. Effective office experience with file management and sharing.
4. Raising awareness of cloud-based file management systems, which provide better and more efficient resource management regardless of location or storage capacity.
1.5 SCOPE OF THE STUDY
The scope of file management is extensive. This study will cover the general approach to file management, such as generating, editing, and updating files, as well as some additional security measures to improve management efficiency.
The security implementation in this work is confined to user integrity, authentication, and authorization. These include: a. Encrypting files during upload.
b. Storing files in encrypted format.
c. Decrypting with the user’s private key.
d. Keeping log and audit records.
1.6 Limitations of the Study
The researcher was confined to the above-mentioned scope of investigation due to the following factors:
1. As a novel innovation, cloud computing limits the resources (materials) available for this research.
2. Funding: Another constraint was a lack of free internet access, which was the primary focus of our research. Funding internet service provider subscriptions to ensure speedy and reliable connectivity.
1.7 Definition of Terms: Advanced Encryption Standard (AES). Encryption is a symmetric-key block cypher algorithm that encrypts and decrypts protected and classified data.
Authentication is the method by which a system confirms the identity of a user who seeks to access its resources.
Authorization is the process of authorising or restricting access to a network resource.
Cloud computing is a type of communication network. The term “cloud” frequently refers to the internet, or more specifically, to a datacenter consisting of servers that are linked to the internet.
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