Document Management and Tracking System

Document Management and Tracking System

Abstract

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Business companies are investing in computerized systems as a result of today’s rapid technological advancements to run their operations more quickly and efficiently. Various company procedures are now performed and completed more quickly, easily, and conveniently thanks to technology. The capstone project, “Document Management and Tracking System,” is intended for businesses and organizations that need to store and manage documents electronically. The system will keep track of documents coming in and out of various departments. Manual tracking is the most common method of document tracking. The staff will call or personally request updates on the time-consuming and inefficient documents. The researchers employ an IT-based solution to respond to the requirement for an effective tool to track documents. The researchers want to digitize document processing to make it easier to track, retrieve, revise, and update them. The researchers want to create an automated Document Tracking System to make document tracking and monitoring easier. The system will make document exchange across departments quick and painless. The technology will reduce the amount of paperwork handled by staff while also saving them time and effort. The researchers will use the Software Development Life Cycle (SDLC) method to create the system. Following the development phase, the researchers will go on to the system’s checking and testing phase. IT professionals will assess the system to make improvements and enhancements. The evaluation procedure will guarantee that the system functions properly and that consumers do not encounter any problems when using it.

Introduction of the Study

The “Document Management and Tracking System” capstone project is designed to serve as a centralized platform for document uploading. Organizations will be able to conveniently track and monitor papers for company operations thanks to the project. The solution will increase the organization’s efficiency in organizing key papers for the authorized corporate staff to access.

With today’s rapid technological advancements, businesses and organizations must adapt to change and use technology to expedite their transactions and processes. Every corporate activity relies heavily on documents. Documents are sent back and forth between departments. Traditionally, documents are sent in the form of physical copies, which takes time and effort to distribute to each employee. The firm may produce an inadequate service and the client experience will be greatly impacted without an effective system to trace the travels of the papers. Businesses need a system that will automate the process of all document-related transactions.

Document Tracking System - Dashboard
Document Tracking System – Dashboard

Proposed Solution

The study’s researchers proposed to develop an automated Document Management and Tracking System to address the aforementioned difficulties. The suggested system will save all of the papers online for simple tracking and retrieval. Because authorized workers can readily and comfortably access the papers they need, the automated document tracking system will allow for easy document exchange across departments. Users can quickly retrieve and commit changes to files that have been uploaded to the system. The suggested system will eliminate the requirement for crucial papers to be stored on paper and in physical stores. It will eliminate all of the problems and errors associated with manual document tracking.

Objectives of the Study

General Objectives – the major goal of the project is to design, develop and implement automated document management and tracking system for organizational use.

The following are the specific objectives of the researchers:

  1. To create a system that will make document tracking easier and more automated.
  2. The system will make document exchange across departments simple and efficient.
  3. The technology will enable authorized personnel to commit document revisions.
  4. To create a system for storing various papers electronically.
  5. To create a system that allows members of organizations to track essential papers electronically.
  6. To evaluate the system in terms of user acceptability, efficacy, reliability, maintainability, and portability.

Scope of the Study

The researchers are primarily concerned with the design, development, and implementation of automated document management and tracking system. The system will serve as a document store, tracking platform, and retrieval platform for various documents. The system will allow authorized members of organizations to access documents electronically and make changes. The project’s responders are the intended users, such as businesses, organizations, and employees.

Significance of the Study

The success of the project will benefit the following individuals or groups:

Employees. Employees with permission can simply access the documents they require. They can also easily upload documents into the system for safekeeping and retrieval during update commits.

Researchers. Their experience as developers can be enhanced by their participation in the project. The project’s development will improve their research abilities and expertise.

Future Researchers. They might refer to the study while developing their version of the Document Tracking System.

Online School Documents Processing System Free Bootstrap Template - Document Request
Online School Documents Processing System Free Bootstrap Template – Document Request

Development Tools

The capstone project, “Document Management and Tracking System,” is designed to help businesses keep track of and save vital papers. Employees will be able to track and monitor papers more easily with the help of the system.

This portion of the article will provide you with an idea of the kind of documents that should be included in a Document Management and Tracking System.

The project’s documentation is accessible upon request (chapters 1 to 5). Please contact us if you require the whole project documents.

Project Highlights

The Document Management and Tracking System is a database-driven application that will automate the process of tracking and retrieving various corporate documents.

The following are some of the benefits of a document tracking system:

  1. Automated Document Tracking – the system will make it easier for employees to keep track of various papers.
  2. Records management – it is a database system that converts vital papers into electronic files that are secure, accurate, dependable, and quick.
  3. Report generation – the system automatically generates reports and gives log histories.

How the System Works

This section of the paper will discuss the forms, modules and user interface of the Document Management and Tracking System. The researchers will discuss the features and functions of the system.

Login Form – The intended users will utilize this form to log in and gain access to the system. To log into the system, the users will need their username and password.

Shown below is the design of the Login form.

Document Management and Tracking System - Login Form
Document Management and Tracking System – Login Form

Dashboard – This dashboard acts as the administrator’s main page.

The dashboard mostly shows the following data:

  • All Incoming Docs
  • Pending Docs
  • Received Docs
  • Ended Docs

The design of the Administrator’s dashboard is illustrated below.

Document Management and Tracking System - Dashboard
Document Management and Tracking System – Dashboard

Outgoing Documents – this module will allow the admin to manage the outgoing docs.

The following details will be encoded and managed in the module:

  • Doc Code
  • Recipient
  • Details
  • Date of Letter
  • Status
  • Action

Shown below is the design of the Outgoing Docs module.

Document Management and Tracking System - Outgoing Documents
Document Management and Tracking System – Outgoing Documents

Conclusion

According to the researchers, the established system is an effective and efficient tool for managing and tracking various papers in an organization. The system built will make it easier to track, retrieve, commit revisions, and update various documents. Because the records will be digital, the technology will reduce employee paper effort. Because information is available online, employees may simply access it. The designed technology will increase business efficiency while lowering document processing costs.

Recommendations

There is no question that our organization would benefit from the implementation of a Document Management and Tracking System. The current system is paper-based, which is inefficient and prone to errors. A DMS would allow us to track documents electronically, reducing the chance of lost or misfiled documents. It would also allow us to share documents more easily, eliminating the need to email or fax documents between employees.

When assessing whether or not we should implement a DMS, we must consider the benefits that it would provide. First and foremost, a DMS would allow us to track our documents more efficiently. We would no longer have to worry about losing or misfiling important papers, as they would be readily available on our system. This would save us time and money, and significantly improve our work flow. Finally, a DMS would allow us to manage our document collections more effectively, improving our ability to respond quickly to requests and meet deadlines.

Companies and organizations should implement the system to improve business efficiency, according to the researchers. The system’s implementation is highly recommended because it will streamline all document-related transactions. The developed system is recommended because it will allow employees to easily track, retrieve, revise, and update various documents.

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