DEVELOPMENT OF A UNIVERSITY DOCUMENT MANAGEMENT SYSTEM
DEVELOPMENT OF A UNIVERSITY DOCUMENT MANAGEMENT SYSTEM
1.1 BACKGROUND OF THE STUDY
The University Management System (UMS) is responsible for the upkeep of university, faculty, and student information within the university. UMS is an automated system used to store a university's professors, students, courses, and information.
starting with the enrollment of a new student at the institution, it keeps track of all the students' attendance and grades.
The project focuses on information retrieval via an INTRANET-based campus-wide portal with an integrated document management system, facilitating a smooth process of document transfer and management within the organisation.
It takes information from all departments within an organisation and stores it in files, which are then used to generate reports in various formats to assess pupils' individual and general performance.
In the university sector, integrated systems aimed at university management are becoming more popular. Their main goal is to improve the services offered to the internal community (professors, students, and staff).
Students have direct and speedy interaction with the many university departments by using these systems, promoting communication among members, allowing files to be transferred, enrolments to be made, projects to be registered, and debate forums to be developed.
This management style allows for the simultaneous monitoring of student performance as well as relationships amongst university members, resulting in a faster and more streamlined flow of operational information.
The goal of a DMS is to manage and control all electronic documentation – whether it's word processing documents, spreadsheets, presentations, graphics, or e-mail messages – throughout its life cycle.
It enables a company to ensure that information is available wherever it is needed. It also maintains the protection of electronic documents through version control, audit trails for each document, and access control through several security levels.
DMS manage and control all unstructured information, such as information in word processing documents, presentation packages, spreadsheets, e-mail, and graphics, in a single database accessible via a single interface.
It enables businesses to ensure the availability of information whenever it is required, as well as the integrity of documents.
It also avoids or limits repetition of previously undertaken effort. Just as there are standard procedures for managing and controlling paper documents and records, appropriate procedures for managing electronic documents should be implemented throughout their life cycle.
A DMS's control also ensures the integrity of documents. The ability to identify and access records throughout time, as well as verifying that the document is the authentic master copy/authoritative version, are all aspects of document integrity.
A document has integrity when it can be demonstrated that it has not been altered without passing through the proper processes. When it comes to electronic files, this is quite tough. It is simple to open a file and make changes without anyone noticing.
Document integrity is ensured with a DMS 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 identified.
If a legal necessity arises, it will be impossible to prove the integrity of an electronic document without document management. Document integrity can be more easily ensured if the actual electronic document is controlled and can be demonstrated to be managed.
The system development process begins with system analysis. By understanding requirements, system analysts create a formal model of the problem to be solved.
1.2 STATEMENT OF THE PROBLEM
There are some courses that do not allow for revaluation, although valuation is done in two stages, by two staff members.
However, there are courses that allow for reassessment, but the paper is only evaluated once. The programme should be built and developed in such a way that it can dynamically accommodate all needs. It should be multifunctional.
The first issue is that a large number of hard copies are being produced. Keeping information in hard copy documents causes a slew of issues.
At the centres, everything is done manually, and all records are kept on paper. As a result, maintaining records in departments is difficult, as is ensuring that records are checked by workers. The current system is boring, time consuming, less adaptable, and has a very busy work schedule.
The possibility of record loss is very high, and finding records is extremely difficult. The system's maintenance is extremely difficult and time-consuming. Because of paper work and manpower requirements, result processing is sluggish.
1.3 AIM AND OBJECTIVES OF THE STUDY
The goal of this work is to create a system that will manage the electronic transfer of updated files within a university system, with specific goals of:
Creating an electronic document management system that delivers files in seconds serving time and maintaining an efficient workflow of documents in a university management system using PHP. Creating an efficient database that keeps reliable and up to date records of files.
1.4 PURPOSE OF THE STUDY
The goal of this effort is to bridge the gap between documentation and the challenges of security, integrity, and tampering.
This activity also saves space, money, and time in document processing as compared to traditional paper documentation, which requires a huge storage space, labour, and the movement of documents from one department to another.
1.5 Project Scope and Future Enhancements
Because the software is written in a user-friendly language, it may be changed in the future to be more efficient and reliable, and improvements can be made.
1.6 DEFINITION OF TERMS
DBMS (Database management systems): Computer software applications that record and analyse data through interacting with the user, other applications, and the database itself.
Document Management System (DMS): A document management system (DMS) is a system (based on computer programmes in the case of digital document management) that is used to track, manage, and store documents.
Electronic Document Management System (EDMS): This is a combination of technologies that operate together to give a comprehensive solution for managing the development, capture, indexing, storage, retrieval, and disposition of the organization's records and information assets.
Graphical user interface (GUI): A graphical user interface (GUI) is a human-computer interface (i.e., a way for humans to interact with computers) that employs windows, icons, and menus that can be controlled with a mouse.
Data integrity is a vital part of the design, implementation, and use of any system that stores, processes, or retrieves data since it relates to maintaining and ensuring the accuracy and consistency of data over its entire life cycle.
Privacy (sometimes known as information privacy) is the component of information technology (IT) that deals with an organization's or individual's ability to select 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 vast majority of the world's writing systems.
The newest version of Unicode, developed in cooperation with the Universal Character Set standard and published as The Unicode Standard, offers a repertoire of more than 110,000 characters representing 100 scripts and various symbol sets.