Web Based Documents Management System

A Web-based Document Management System 1. Introduction This project is to develop a Web-based Document Management System (WDMS) to facilitate the management and access of all the documents within an organization through the Internet. A user should be able to use this system any place and any time Internet access and web browser are available 2. Requirements 2.1 Documents The documents can have different formats: Word, Excel, PowerPoint, PDF, text and image files. The system maintains all the documents and related meta-data, such as authors, titles, departments, creation time, last access time and modifications dates and time. 2.2 Users Users of this system can be categorized according to their roles. In this project, consider the following types of roles: 1. Sponsor/Project Manager (PM) 2. Project Management Team 3. Stakeholders 4. System administrator 5. Temporary user 2.3 Roles/Privileges of Each User • A Sponsor/PM can upload, read, delete, update or check in/out all the documents in the organization • A Project Management Team o can upload, read, delete, update or check in/out the documents he/she created (he/she is the author) o can read, delete, update or check in/out all the documents created by any regular employee o does not have access privilege on any document created by PROJECT MANAGER (PM)s. 2 • A stakeholder o can upload, read, delete, update or check in/out the documents he/she created (he/she is the author) o does not have access privilege on any document created by Project management team and project manager/sponsors. • A system administrator o can verify a new users’ request and assign proper roles to the new user.. o can add /modify /delete users’ accounts. o can access the system log file (discussed in Section 2.5.a). o cannot access any document uploaded by users. • A temporary user is a user account created by a new user. The WDMS provides an interface for a user to sign-in either as an existing user or as a new user. If a new user signs in, he/she will be considered as a temporary user. A temporary user cannot do anything except sending a request to a system administrator. The system administrator verifies the new user’s request and assigns a proper role to the user. 2.4 Document Management 1) The system should provide the following operations after a user has signed-in (all the operations should be provided only for the user with proper privileges): a. Show Document List Show the list of documents and meta-data related to the documents b. Upload Upload a document to the system with meta-data. c. Read Read a document by clicking its link. d. Delete Delete a document. e. Check-in/Check-out The Check-Out option should be used when a user wants to temporarily lock a document in order to restrict other users from accessing to the document. When a document is checked out, • No other user can update or check-out the document until it is checked in. • Other users can only read the document. • Only the user who checked-out can update and check-in the document. f. Update Update content or meta-data of a document (In order to avoid simultaneous updates by multiple users, a user must check out the document before he/she updates the document) 2.5 Other Requirements a. System Audit: WDMS should maintain a log file which records every operation performed on any document in the system. The system administrator should be able to keep track of who have performed what operations on which documents at what time 3 b. Transmitting a sensitive document through the Internet is not secure against eavesdropping, tampering and message forgery. WDMS should provide end-to-end confidentiality and authentication. c. WDMS should allow multiple users to use the system at the same time. 3. Programming Language & Framework You can choose Java or .NET. You can use any database system and web server. You may use other programming languages or frameworks rather than Java or .NET.