File Management System Free Template in Bootstrap and PHP
Table of Contents
A file management system (FMS) is a type of file system for organizing and tracking files. Users are not required to navigate network folders; instead, they are provided with quick results and a system that allows data to be accessed at any time and from any location over the Internet. The College File Management System will reduce or eliminate file loss as well as staff and student work loss. Faculty and students can use their computers to manage, edit, share and approve data or files. The system efficiently processes files and allows for the tracing of files and documents. The academic institutions that are considering the system will surely benefit from this platform, which will allow them to do their duties effectively and efficiently. The fundamental purpose of this project is to develop a dependable, efficient, and secure web-based file management system for schools and colleges to replace manual management of the institution’s files or records. The researchers will employ the Software Development Life Cycle to assure a smooth and full development (SDLC). To serve as study respondents, the researchers will gather a sample size of business company personnel, finance department staff, and their clients.
Introduction of the Study
In today’s modern-day, where computers have become a way of life, it is clear that the bulk of the country’s institutions has yet to adopt the cutting-edge technology. To thrive in an increasingly competitive environment, up-to-date, thorough, and correct information has become a must. Computers and technology have improved the educational process in a variety of ways, including offering structured, accessible, and quick access to knowledge. In this method, the researcher’s capstone project, File Management System, is implemented for a proper, precise, safe, and accurate platform for accessing files. The system will be used for automated or computerized file management. The system is quite helpful in managing and organizing end-user files, requirements, and deliverables.
Without the acceptance of technology, academic institutions continue to use manual methods in any form of operation that exists in the academe. Difficulties, blunders, and mistakes are unavoidable with this type of platform. Accessing files can be difficult for end-users, especially if there are hundreds of pupils. It takes more time, it is not as secure to preserve files, and there is a greater potential for error. It would be far preferable to implement IT projects such as this type of platform to comply with competitive and productive operations in file access and storage. Processes in academic institutions, in particular, are far too large and difficult to manage without the assistance of technology-based tools.
To address the entire existing problem of file access, the researchers create the File Management System, which is an appropriate solution for file management. The system handles files efficiently and provides for the tracing of files and documents. The academic institutions that are considering the system will surely benefit from this platform, which will allow them to do their duties effectively and efficiently. The method will reduce or eliminate file loss and effort loss for teachers and students. Faculty and students can use their computers to manage, edit, share and approve data or files. Researchers established and developed it to assist teachers by providing pupils with an educational tool that contains a secure database and an efficient file system for easy access to files and the interchange of information and resources.
Objectives of the study
General Objectives– The primary goal of this research is to create a web-based file management system for schools and colleges that will replace manual management of the institution’s files or records that is dependable, efficient, and secure.
The system’s specific goals are as follows:
- Create a database for easy document searching and retrieval.
- Provide a system that can be accessed over the Internet to reduce the time required for document requests and processing.
- Documents should be printed in high quality.
- Provide a dependable system in which files are always backed up and where illegal access is never permitted.
- Provide a data storage system that protects documents from loss and manipulation.
Scope of the study
A file management system is a framework that allows you to store and retrieve files. This system is specifically developed for file management at an academic institution. This is quite helpful in managing and organizing data, needs, and deliverables for teachers and instructors. The system can be installed on the intranet as well as uploaded to a live server, where the platform can be seen online using a browser. The proposed system will be installed on the principal server of (name of institution), and files will be accessible by the system administrator, teachers, and students from any place or device. Because only authorized users can access saved data, a username and password are required.
Significance of the study
The following individuals or groups will benefit from the success of the project:
Department: Since it will function as a centralized platform at academic institutions, each department will be able to use the system in this manner. They will profit from being able to preserve documents simply, safely, and properly. They can easily access, retrieve, and manage files, allowing them to avoid errors and blunders.
Faculty Members: This reduces time-consuming paper effort, and an automated system promotes or eliminates errors. They can easily gain access to the website.
Head/Chairperson: to simply record all data needed in the Department in an organized manner, covering all program operations, including faculty members’ successes, procurement, and all departmental activities
Researchers: they can improve their planning skills and creativity for the design and concept of the entire system process to satisfy the requirements in solving the problem.
Future Researchers: it can be used as a reference for future studies on the subject. They can improve the research study by incorporating additional features into the application. The study could serve as the foundation for the development of another comparable investigator application on mobile or Android phone applications.
The capstone project, “File Management System” will reduce or eliminate file loss as well as staff and student work loss. Faculty and students can use their computers to manage, edit, share and approve data or files.
This section of the paper will provide you with an idea on what are the forms to be included in a File Management System. PHP and Bootstrap were used to develop the said template.
Documentation of the project is available upon request (chapters 1 to 5). Feel free to message us for the complete documentation of the project.
The File Management System is a database-driven system that will automate the approval and retrieval of different documents used in an educational institution.
The following are the advantages of the File Management System:
- Automated approval – the system will make it easier for school employees to upload and ask for approval of the documents.
- Records Management – when critical papers are stored electronically, they are more secure, accurate, dependable, and time-efficient to process.
- Report Generation – the project automatically generates and provides reports of the uploaded files.
How the System Works
This section of the paper will discuss the forms, modules and user interface of the system. The researchers will explain the features and functionalities of the system for the end-users to understand and properly use it.
Login Form – this system can be accessed by administrators, department heads and faculty members. The form below is the login form where they need to input the correct combination of username and password.
The image shown below is the design of the system’s Login Form.
Dashboard (# of files, # of file category, # of users) – the dashboard below shows the statistics of the system such as the number of files uploaded, categories of files, number of users and a bar graph that monitors and display the download logs per day.
Shown below is the design of the system’s Dashboard.
According to the experts, the current strategy is ineffective and necessitates far too much time and effort on the side of both parties. As a result, the researchers developed File Management System Solutions and made them available to end-users who would profit from them. The project’s implementation is judged advantageous since it delivers a suitable level of relevance. The study’s findings demonstrated that the developed system met the demands and criteria of the respondents and intended users. The majority of respondents saw the system’s promise for rapidly and accurately managing and monitoring academic institution files.
The existing method of organizing and accessing files is error-prone, inefficient, and can result in data inconsistency. It is also ineffective for improving operational efficiency and overall individual management satisfaction. As a result, the researchers developed a File Management System and made it available to end-users. The study’s goal was to assess the current system for managing, retrieving, and accessing data on school grounds. The study’s findings demonstrated that the developed system met the demands and requirements of the end-users and responders. Respondents appreciated the technology’s huge potential for reducing difficulties encountered in the manual system. The technology will automate and streamline the day-to-day transactions and operations of end-users.
The researchers enthusiastically advocated for the system’s introduction as a result of the study’s impressive findings. The system is recommended by professionals due to its effectiveness and dependability for end users. The existence of the system will benefit the institution by allowing them to properly manage their files and conveniently track the most significant and controversial files so that they do not fall behind on their monitoring. Researchers are working on developing this file management system to bring it to reality for the sake of a school’s future.
- The solution is highly recommended since it accelerates and simplifies the management process and operations of retrieving and accessing files on school grounds.
- Following several problems with manual transactions, it is advised that the system be implemented and used to avoid the errors and inconsistencies created by the old management processes.
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