Electronic document management system

DOCUMENT TRACKING SYSTEM 1.0Developer: Biodor P. Bonifacio Jr.

Howard C. Paquiz Jay A. Jovellanos

1.0 INTRODUCTION AND BACKGROUND INFORMATION

The goal of a paperless office continues to get closer, due to the rising popularity of digital document management systems. Document management systems use scanners to make digital copies of every document. These documents are coded to attach them to specific files or accounts and optical character reading, OCR, systems provide insight into the contents of each page. From the time it enters the organization, the digital version of the document is stored and filed for future use.

The DOTC Central Office (DOTC-CO) currently uses the Log Book to record and monitor the Memo/Letter/Communication and other documents for the incoming and outgoing from other offices.

To this, a Document Tracking System (DTS) is created, which will be hosted by Computer Systems Division. The application can be accessed inside DOTC building or where there is computer connected in the LAN; is capable of the record keeping, monitoring, and easy retrieval of documents; single repository of database (Server database); and can use windows operating systems, and environments. Being locally developed, this will not entail any costs in additional hardware, maintenance, procurement and licensing, setup/configuration, upgrading, and administration; and improved archiving.

Its limitation are; the system is only internal to DOTC and cannot be accessed by users (i.e. Officials and employees of the Central Office) outside DOTC-CO.

2.0 OBJECTIVE

The objective of the project is the creation of integrated repository for managing document that can be accessed easily by the end-user/office concern. This will be hosted by Computer Systems Division server using client/server technology. The service will be provided to all office/division.

The system should have the following features:

Easy AccessFrom the moment the document is scanned, it becomes accessible from any computer by an authorized employee. Compare this immediate access to a traditional paper file, which has to be housed in a file cabinet or room and then must be must be requested, retrieved and delivered to an employee. During its use that paper file cannot be accessed by another employee, nor is it easily tracked during its journey. Electronic documents can be retrieved immediately, shared and routed to any employee who needs it.

Searchable TextWhen a document is scanned, OCR examines the text and creates a digital version of the contents. This text is stored with the document, creating a file that can be searched by any

employee. If a company needed to find every file that mentions a particular client, they could search the document database for every mention of that name. This turns ordinary files into huge databases of information that can be used for marketing, audit and management purposes.

Cost SavingsThe switch to electronic documents can be a tremendous cost-saving opportunity for most companies. The cost for filing cabinets, supplies and the real estate required to store them on site is substantial. If a company uses an off-site storage facility the cost to store and retrieve files is equally expensive. Add to this the cost for filing clerks and the downtime required to find specific files and the price of a manual filing system is substantial. With digital systems, there is a cost for the scanning and filing technologies, but once digitized, the cost for data storage is quite low.

SecurityThe difficult task of securing confidential information is simplified with a digital document management system. Whereas paper files need to be stored in secure cabinets and controlled using a manual access system, electronic documents are easily encrypted with access controls using passwords and an authentication system. Electronic files never go missing, nor do they easily fall into the wrong hands.

Remote storage with safeguards against data loss, viruses/spamware and security breaches.

Updates/revisions of the system will automatically be done by the CSD without downtimes.

User-enabled password and security features, as well as sharing permission controls to enhance privacy.

3.0 SCOPE

The scope of the integrated applications for business environment service shall include the following:

3.1 Deployment and implementation of Document Tracking System, with the following services:

3.1.1 Record keeping of incoming documents3.1.2 Record searching of documents3.1.3 Record monitoring of document from different division3.1.4 Document history of incoming/outgoingdocument

3.2 Half day administrator and user trainings

3.3 24/7 technical support

4.0 COVERAGE

The main coverage of the service shall apply within the DOTC Central Office at the Columbia Tower, Ortigas Avenue, Wack-Wack, Mandaluyong City.

5.0 SYSTEM REQUIREMENTS

Every document management system requires several key components.

Computer HardwareWorkstation RequirementsHardware RequirementProcessor Intel® Core™ 2 Duo

Processor E8400 or betterMemory 3 GB or higherHard Drive Size 60 GB or higher with at least

8 GB free for the softwareHard Drive Type SATA 7200 rpmVideo Adapter &Screen Resolution

1280×1024 pixels (24-bit)

Monitor 17-inchNetwork Ethernet LAN 10/100 Mbps Ethernet

Server RequirementsDatabase Server/Terminal Server Requirement RequirementServer Operating System Windows Server 2012 R2 Standard

Windows Server 2008 R2 StandardSQL Server mySQL Server 5.7.4.0CPU Two Quad-core Intel Xeon Processors

E5300 SeriesMemory 8 GBHard Drive Capacity 4 TB SCSI or SAS (15 K rpm) or Enterprise-class

SATA (10 K rpm)Hard DriveRedundancy

RAID 5, three drive minimum

Peripheral RequirementsPeripheral RequirementDocument Printer Business-grade laser printerDocument Scanner TWAIN-compatibleUninterruptible Power Supply (UPS) UPS on file server

6.0 GRAPHICAL USER INTERFACE (GUI)

Splash screen

Login screen

Add new record screen

Returned document screen

Outgoing file/document

Document trail –Document received

Document trail – Document released

Document trail – Document filed

Document history

Document Released Report Parameter

Document Received Report Parameter

Reports Menu

Maintenance Menu

User account

Queries

Create XML

View toolbar

Back-up/Restore database

Add category

Add file/document type

Add Physical folder

Add/Change Background

User personal data file

RUD File/Document

About DOTC-DTS

7.0 CONNECTION SCRIPT

$host="192.9.203.111";$port=3306;$socket="";$user="doy";$password="";$dbname="dbfsystem";

$con = new mysqli($host, $user, $password, $dbname, $port, $socket)or die ('Could not connect to the database server' . mysqli_connect_error());

//$con->close();

8.0 DATABASE SCHEMA (DBFSYSTEM)

CREATE TABLE `tblactiontaken` ( `fld_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_ActionTaken` tinytext, PRIMARY KEY (`fld_ID`), UNIQUE KEY `ID_UNIQUE` (`fld_ID`)) ENGINE=InnoDB AUTO_INCREMENT=11 DEFAULT CHARSET=utf8;

CREATE TABLE `tblactivedocs` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_ActiveYear` varchar(45) DEFAULT NULL, `fld_begMonth` varchar(45) DEFAULT NULL, `fld_endMonth` varchar(45) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;

CREATE TABLE `tblbground` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_bground` tinytext, `fld_active` bit(1) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=19 DEFAULT CHARSET=utf8;

CREATE TABLE `tblcategory` ( `fld_strCategory` varchar(50) DEFAULT NULL, `fld_id` int(11) NOT NULL AUTO_INCREMENT, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=25 DEFAULT CHARSET=utf8;

CREATE TABLE `tblconnection` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_user` varchar(100) DEFAULT NULL, `fld_password` varchar(100) DEFAULT NULL, `fld_host` varchar(100) DEFAULT NULL, `fld_dbase` varchar(100) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;

CREATE TABLE `tblfile` ( `fld_strCategory` varchar(50) DEFAULT NULL, `fld_strType` varchar(50) DEFAULT NULL, `fld_Receiver` varchar(50) DEFAULT NULL, `fld_strRecFrom` varchar(50) DEFAULT NULL, `fld_strSubject` mediumtext, `fld_DateDocu` datetime DEFAULT NULL, `fld_strLocation` varchar(255) DEFAULT NULL, `fld_DateFiled` date DEFAULT NULL, `fld_TimeFiled` time DEFAULT NULL, `fld_Refno` varchar(50) DEFAULT NULL, `fld_Path` mediumtext, `fld_ActionTaken` varchar(255) DEFAULT NULL, `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB DEFAULT CHARSET=utf8;

CREATE TABLE `tblfilefolder` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_ffname` tinytext, `fld_fflocation` tinytext, PRIMARY KEY (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=5 DEFAULT CHARSET=utf8;

CREATE TABLE `tblfilen` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_IDIncoming` int(11) DEFAULT NULL, `fld_SubjectF` text, `fld_ActionTaken` tinytext, `fld_FiledBy` varchar(45) DEFAULT NULL, `fld_DateFiled` date DEFAULT NULL, `fld_TimeFiled` time DEFAULT NULL, `fld_DocPath` tinytext, `fld_RecFrom` tinytext, `fld_PhysicalFolder` tinytext, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB DEFAULT CHARSET=utf8 COMMENT='new table for filed documents';

CREATE TABLE `tblforreleasedoc` ( `ID` int(11) DEFAULT NULL, `fld_strSubject` mediumtext, `fldDDate` datetime DEFAULT NULL, `fld_DateDocu` datetime DEFAULT NULL, `fld_strRecFrom` varchar(50) DEFAULT NULL, `fld_RefNo` varchar(50) DEFAULT NULL, `fld_DDateReleased` datetime DEFAULT NULL, `fld_strDestination` varchar(50) DEFAULT NULL, `fld_TimeReceived` varchar(50) DEFAULT NULL, `fld_Path` mediumtext) ENGINE=InnoDB DEFAULT CHARSET=utf8;

CREATE TABLE `tblincoming` ( `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_strCategory` varchar(50) DEFAULT NULL,

`fld_strType` varchar(50) DEFAULT NULL, `fld_strRecFrom` varchar(255) DEFAULT NULL, `fld_meSubject` mediumtext, `fldDDate` datetime DEFAULT NULL, `fld_IsReleased` bit(1) DEFAULT NULL, `fld_meActionRequest` mediumtext, `fld_RefNo` varchar(50) DEFAULT NULL, `fld_DateDoc` datetime DEFAULT NULL, `fld_Receiver` varchar(50) DEFAULT NULL, `fld_TimeReceived` varchar(50) DEFAULT NULL, `fld_Path` mediumtext, `fld_RsPath` mediumtext, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB AUTO_INCREMENT=31 DEFAULT CHARSET=utf8;

CREATE TABLE `tblincoming1` ( `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_strCategory` varchar(50) DEFAULT NULL, `fld_strType` varchar(50) DEFAULT NULL, `fld_strRecFrom` varchar(255) DEFAULT NULL, `fld_meSubject` mediumtext, `fldDDate` datetime DEFAULT NULL, `fld_IsReleased` bit(1) DEFAULT NULL, `fld_meActionRequest` mediumtext, `fld_RefNo` varchar(50) DEFAULT NULL, `fld_DateDoc` datetime DEFAULT NULL, `fld_Receiver` varchar(50) DEFAULT NULL, `fld_TimeReceived` varchar(50) DEFAULT NULL, `fld_Path` mediumtext, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB AUTO_INCREMENT=13 DEFAULT CHARSET=utf8;

CREATE TABLE `tblipaddress` ( `tbl_idID` int(11) NOT NULL AUTO_INCREMENT, `fld_IPAddress` varchar(45) DEFAULT NULL, `fld_ComputerName` varchar(45) DEFAULT NULL, `fld_Office` varchar(50) DEFAULT NULL, PRIMARY KEY (`tbl_idID`), UNIQUE KEY `tbl_IPAddress_UNIQUE` (`tbl_idID`)) ENGINE=InnoDB AUTO_INCREMENT=12 DEFAULT CHARSET=utf8;

CREATE TABLE `tbllogin` ( `ID` int(11) NOT NULL AUTO_INCREMENT, `fld_Username` varchar(50) DEFAULT NULL, `fld_Password` varchar(50) DEFAULT NULL, `fld_Name` varchar(50) DEFAULT NULL, `fld_Office` varchar(50) DEFAULT NULL, `fld_level` varchar(45) DEFAULT NULL, PRIMARY KEY (`ID`), UNIQUE KEY `ID_UNIQUE` (`ID`)) ENGINE=InnoDB AUTO_INCREMENT=23 DEFAULT CHARSET=utf8;

CREATE TABLE `tblmobr` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_mobrno` varchar(45) DEFAULT NULL,

`fld_fund` int(11) DEFAULT NULL, `fld_date` date DEFAULT NULL, `fld_received` date DEFAULT NULL, `fld_payee` tinytext, `fld_address` tinytext, `fld_organization` tinytext, `fld_particulars` mediumtext, `fld_mof` tinytext, `fld_allot` varchar(45) DEFAULT NULL, `fld_uacs` tinytext, `fld_amount` decimal(12,2) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=32 DEFAULT CHARSET=utf8;

CREATE TABLE `tbloffice` ( `ID` int(11) NOT NULL AUTO_INCREMENT, `fld_OfficeCode` varchar(255) DEFAULT NULL, `fld_OfficeName` varchar(255) DEFAULT NULL, `fld_set` bit(1) DEFAULT NULL, `fld_HeadName` tinytext, PRIMARY KEY (`ID`), UNIQUE KEY `ID_UNIQUE` (`ID`)) ENGINE=InnoDB AUTO_INCREMENT=91 DEFAULT CHARSET=utf8;

CREATE TABLE `tblpdfprinter` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_pdfPrinterName` tinytext, `fld_default` int(11) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;

CREATE TABLE `tblpersoneldata` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_lname` varchar(255) DEFAULT NULL, `fld_fname` varchar(255) DEFAULT NULL, `fld_mname` varchar(255) DEFAULT NULL, `fld_position` varchar(255) DEFAULT NULL, `fld_office` varchar(255) DEFAULT NULL, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=439 DEFAULT CHARSET=utf8;

CREATE TABLE `tblphysicalfolder` ( `fld_strFolderPath` varchar(50) DEFAULT NULL, `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_FolderName` varchar(45) DEFAULT NULL, `fld_Active` varchar(45) DEFAULT NULL, `fld_ComputerName` varchar(45) DEFAULT NULL, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB AUTO_INCREMENT=123 DEFAULT CHARSET=utf8;

CREATE TABLE `tblposition` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_Position` varchar(255) DEFAULT NULL,

PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=145 DEFAULT CHARSET=utf8;

CREATE TABLE `tblprintquery` ( `fld_InfoOrigin` varchar(50) DEFAULT NULL, `fld_RefNo` varchar(50) DEFAULT NULL, `fld_Subject` mediumtext, `fld_Category` varchar(50) DEFAULT NULL, `fld_Type` varchar(50) DEFAULT NULL, `fld_Origin` varchar(255) DEFAULT NULL, `fld_ReceivedBy` varchar(50) DEFAULT NULL, `fld_DateReceived` varchar(50) DEFAULT NULL, `fld_TimeReceived` varchar(50) DEFAULT NULL, `fld_ActionRequested` varchar(255) DEFAULT NULL, `fld_ActionTaken` varchar(255) DEFAULT NULL, `fld_DateofDocument` varchar(50) DEFAULT NULL, `fld_DateFiled` varchar(50) DEFAULT NULL, `fld_TimeFiled` varchar(50) DEFAULT NULL, `fld_Folder` varchar(255) DEFAULT NULL, `fld_DateReleased` varchar(50) DEFAULT NULL, `fld_TimeReleased` varchar(50) DEFAULT NULL, `fld_Destination` varchar(255) DEFAULT NULL, `fld_Attachment` varchar(50) DEFAULT NULL) ENGINE=InnoDB DEFAULT CHARSET=utf8;

CREATE TABLE `tblrasfolder` ( `fld_strFolderPath` varchar(50) DEFAULT NULL, `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_FolderName` varchar(45) DEFAULT NULL, `fld_Active` varchar(45) DEFAULT NULL, `fld_ComputerName` varchar(45) DEFAULT NULL, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;

CREATE TABLE `tblreleased` ( `fld_strCategory` varchar(50) DEFAULT NULL, `fld_strType` varchar(50) DEFAULT NULL, `fld_strRecFrom` varchar(255) DEFAULT NULL, `fld_Receiver` varchar(255) DEFAULT NULL, `fld_strSubject` mediumtext, `fldDDate` datetime DEFAULT NULL, `fld_DateDocu` datetime DEFAULT NULL, `fldDDateReleased` datetime DEFAULT NULL, `fldTTimeReleased` datetime DEFAULT NULL, `fld_strDestination` varchar(255) DEFAULT NULL, `fld_Action` mediumtext, `fld_Refno` varchar(50) DEFAULT NULL, `fld_TimeReceived` varchar(50) DEFAULT NULL, `fld_Path` mediumtext, `fld_ActionRequested` mediumtext, `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB DEFAULT CHARSET=utf8;

CREATE TABLE `tblreleasedn` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_IDIncoming` int(11) DEFAULT NULL, `fld_SubjectR` text, `fld_ReleasedBy` varchar(45) DEFAULT NULL, `fld_ActionTaken` tinytext, `fld_DateReleased` date DEFAULT NULL, `fld_TimeReleased` time DEFAULT NULL, `fld_DocPath` tinytext, `fld_DocFrom` varchar(100) DEFAULT NULL, `fld_RSPath` tinytext, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=8 DEFAULT CHARSET=utf8 COMMENT='new table for released documents';

CREATE TABLE `tblreportpath` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_path` tinytext, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;

CREATE TABLE `tblreturned` ( `fld_id` int(11) NOT NULL AUTO_INCREMENT, `fld_IDIncoming` int(11) DEFAULT NULL, `fld_SubjectR` text, `fld_ReceivedBy` varchar(45) DEFAULT NULL, `fld_ActionTaken` tinytext, `fld_DateReceived` date DEFAULT NULL, `fld_TimeReceived` time DEFAULT NULL, `fld_DocPath` tinytext, `fld_DocFrom` varchar(100) DEFAULT NULL, `fld_RSPath` tinytext, PRIMARY KEY (`fld_id`), UNIQUE KEY `fld_id_UNIQUE` (`fld_id`)) ENGINE=InnoDB AUTO_INCREMENT=7 DEFAULT CHARSET=utf8 COMMENT='new table for released documents';

CREATE TABLE `tbltype` ( `fld_strType` tinytext, `tbl_ID` int(11) NOT NULL AUTO_INCREMENT, `fld_CategoryID` int(11) DEFAULT NULL, PRIMARY KEY (`tbl_ID`), UNIQUE KEY `tbl_ID_UNIQUE` (`tbl_ID`)) ENGINE=InnoDB AUTO_INCREMENT=209 DEFAULT CHARSET=utf8;

CREATE TABLE `tbluser` ( `UserID` int(11) DEFAULT NULL, `fld_Name` varchar(50) DEFAULT NULL, `fld_Office` varchar(50) DEFAULT NULL) ENGINE=InnoDB DEFAULT CHARSET=utf8;