Chapter 1

PROJECT AND ITS CONTEXT

Project Context

The computer is considered as the most important invention of the twentieth century.
Computer plays an important role in our life by the means of communication, studying,
business, banking and other part of our everyday life, computer can be applied. The
invention of computer machines has brought massive demands in business.

Children International was founded in 1936 in Kansas City, Missouri, USA. For many
years, its primary focus is on disabled and homeless children. In the 1980s, Children
International expanded its programs to other countries to address the growing global need to
eradicate poverty, launching projects in India, Philippines, Guatemala, Chile, Honduras,
Dominican Republic, Colombia and Ecuador. also work in Mexico and Zambia.Children
International began its work in the Philippines in 1982. In its years of operation and
presence in the country, thousands of children and youth have been served.The study will be
conducted in the Children International located at Blok 10, Lot 19Skylark Street. Zabarte
Subdivision Barangay Kaligayahan, Novaliches, Quezon City 1124. The employee that can
use the proposed system is Human Resource Departmentand everyone in the Information
Technology Department.

The Information Technology Department and Human Resource Department of the

Children International is doing lots of transactions like recording of payments of the
products and services done inside the company. Each of those transactions has
corresponding proofs or document such as the receipts, vendor tickets and contracts that
werestored in file cabinet. The system also includes the storage of the documents of the
beneficiaries of the institution. The researchers have gathered data from these Departments
which includes the difficulties such as the way of keeping the documents that consumes a lot
of space, the struggle of finding a document in different cabinets and stacks of document
when an employee is in need of an specific document because some of the documents are
unintentionally kept not on its corresponding file cabinet and it also includes the safety of
the documents because it is highly prone to damage when it is not kept properly in the file
cabinets and misplacement.

Therefore, the researchers have come up to develop a Document Management System

to help the institution in keeping documents in an organized manner because instead of
spending time of the employees running around the office trying to find a document. The
employees can simply turn on the computer and search for the needed document, scanned
documents are securely stored.

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Objectives

The General objective of the proposed system is to properly keep the records of the
recipients of Children International as well as other pertinent records.

1. To provide a faster way of searching and retrieving of all the pertinent documents.
2. To lessen the physical space used to store documents such as filing cabinets and
boxes.
3. To reduce risk of losing documents.
4. To secure the documents of the institution.
5. To evaluate and assess the system based on functionality, usability, reliability,
portability, security of the proposed system.

Scope and Limitations of the Project

The Document Management System is designed and developed using the data gathered
by the researchers inside the institution, the proposed system can obtain a digital copy of a
certain document, view the files in the database and can be manipulated by the user. The
system is also developed to secure the records of the beneficiaries of the institution.

The proposed system is intended to make the keeping of documents easier and more
secure. The general purpose of the project is to build a Document Management System to
provide easier access to the documents of Children International (CI). It also enhances the
efficiency of the current system which the system will provide a feature to scan/print out a
document and to provide the IT director and employee an efficient and reliable Document
Management system. The study began in the February of 2018 and should be finalized on
the February of 2019. The target of beneficiary of the propose system is the Information
Technology Department and Human Resource Department. The scope of the study is
Storage, where the Document Management System store digital copies of document once
the system gathered the necessary data. And can be access by end-user easily and to make
migrating files efficiently. Retrieving, the proponent provides a flexible way of retrieving
document. It can easily find a document using a keyword. As soon as the end-user enters the
filename at the search bar employee will see a list of documents matching the filename.
Scanning, is a simply associated with collecting document as scanned images, scanners are
used to take digital images of scanned document.

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 Chapter 2
REVIEW RELATED LITERATURE

The article Document Management System by Mahendra K. Ugale, Shweta

J.Patil, and Vijaya B. Musande, Paperless Document Management System is used to
eliminate the losses that businesses suffer because of physical paper files and filing systems
just like in NFA. This paper addresses some of the technologies that are helping
professionals shift toward a paperless business world, a DMS based on organizing digital
documents to search and store documents and to reduce paper. Most of the workplaces
consist of a variety of documents having a mixture of hand written and printed text. The
detection of such documents is a crucial task for Optical Character Recognition (OCR)
developers. This paper describes different steps for processing different documents using
scanning, tagging, and indexing for effective data retrieval with OCR and Indexing
techniques. (para.2,2017)

A Thesis Portal with Electronic Document Management System developed by Del

Rosario recommended the use of tag and search., A portal is a system that serves as a
centralized place for accessing different resources in the Web. It gathers information from
different sources and put it all together in a single system, which can help in accessing
information by several users. It provides the users with a single point of content, data, and
services. It can be personalized depending on the role of the user in the organization.
Electronic document management system helps in managing documents electronically and
provides security of information. The document management module is divided into three
modules: storing, indexing and search and retrieval. The storing handles the storage of
approved proposal documents, thesis documents, teaser videos, request forms, and other
documents uploaded in the digital repository. The indexing handles the encoding of
information about the document. It also includes tagging that would be used for easier
searching. The search and retrieval module allows the users of the system to search for the
thesis documents in different ways and view it. The system supports the use of tag and
search. Moreover, it also adopts the document management module that is divided into
three, which is storing, indexing, and search and retrieval from the previous system.
(p.6,2016)

According to Tzena Yuan Chin WONG, Hong Kong SAR Document

Management Systems., Respondents have generally find there is less chance in losing
important document / records since most of the systems provides the traceability function
when uploading and downloading can be monitored closely. Information is more secure is
arguably another significant benefits identified by most of the respondents. In most of the
recent research, security of web-based information is still in doubt; however, the information
uploaded to these third party extranets will definitely provide better security than a simple

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network system in designer or contractor’s own office or even on a Compact Disc.
(p.8,2014)

The development of an Electronic Document Management System by Elsa V.

Isip, aims to provide an Electronic Document Management System that enhanced the
clustering, categorizing, searching and retrieval of documents. The system was developed
using Microsoft Visual BASIC 6.0 that was capable of managing documents or text file such
as reports like TUP Order, Office Order, Implementing Order, Memorandum Thesis and
Dissertation, Faculty Files, Downloaded files (html, pdf, etc.). The study differs in the
platform used since the present study developed the DMS using PHP as the scripting
language. The system adopted the functions of searching, and retrieval of documents. The
current system is related to the developed system in terms of managing documents or text
files. The project designs as well as the procedures of the operation and testing of the project
were also the same as the current system. (p.23,2017)

A Web-based Document Management System developed by Sengol Mary J

and Usha S, revolves around a centralized repository that is used to manage the storage of
any type of information that could be value to an organization, and protect the same against
loss. As content stored within a DMS is typically self-contained, a well-designed document
management system promotes finding and sharing of information. Also, based on the
developed system the first step in the document lifecycle that kicks off the document
management workflow is the creation of documents. The operations performed are creation,
editing, review, approval, publishing, distribution and reading. Each phase of the process is
performed by a person in a specific role with distinct access to and responsibility for a
document. It is important to understand these roles and what each can do in the system. The
system adopts the document process and document management workflow of the previous
system, the current system is related to the developed system in terms of operations like
creation, editing and viewing of documents. Also, it has a similarity when it comes to distinct
person who is accessing the documents (p.4,2015)

A Document Management System developed by Zhang Deng-Hong and

Liang Xiao-Hong, Was developed to adopt the mode of user grading management to
provide different resources to different levels of customer. It is a kind of network resources
sharing mechanism. The Document Management System includes two kinds of service: user
management and resources sharing. Resources sharing can be divided into uploading,
downloading and deleting. It is mainly used for providing the resources sharing. Documents
can only be shared to be accessed, including uploading, downloading and deleting in its level.
The system brings out a management method of centralization and multi-user processing. It
offers a simple and effective tool for document management. If expanded, such as, it can
provide higher data sharing performance for document sharing and higher efficiency of
document management. (p.9,2014)
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 According to M. Abdul Kadir “Document Management System”, Document
management systems have long been touted as the answer to many paper-related problems.
They seem to offer the opportunity to exercise a high degree of control over the ways in
which paper documents are handled. The latter are sometimes referred to as “enterprise or
electronic document management systems” It is important to realize that document
management systems do just that -they manage documents, not the information or
knowledge contained within the documents. Thus, their impact on a business is in the
efficiency they provide in document storage and retrieval and also information access. The
time has never seemed to be right to opt for this system – there has always seemed to be
such ongoing development that the “ideal” system must be just around the corner. As the
awareness of computers as a tool for data processing increased, more organizations and
institutions began to acquire computers for their record keeping. (p.3, 2015)

According to Erwin Setiawan “Document Indexing and Retrieval”, Indexing

documents is an important step in the retrieval of text information [3].Through the indexing
process, relevant information about a collection of documents are processed and stored in a
format that enables easy and quick access during retrieval. Indexing speed up the retrieval
process because it would be faster to find a match in the index rather than looking at a
whole document (p.2, 2014)

According to Jelili O Oyelade “Document management system”, In this

research work, a document management system has components for: capturing and bringing
documents into the system; methods for storing and archiving documents; indexing and
retrieval tools to locate documents; and for distribution of documents. It is possible with this
system to manage millions of documents and retrieve and document of choice. The major
tool for achieving this are the indexing methods which are used to categorize and link
documents, indexing allows users to quickly sort large volumes of data to find the right
document (p.2, 2014)

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 Chapter 3
TECHNICAL BACKGROUND

Technicality of the project

Figure 1. System Architecture

The figure 1 describes the technicality of the proposed system wherein the
Admin/User will manipulate the gathered information of the institution stored in the
database. The User can also scan documents into the scanner and save to the database in an
organized manner which they can easily search the data if it is needed to be printed. The
User can also manipulate the records of the beneficiaries sponsored by the institution and
gather the information. They can also add and update the records of the beneficiaries in the
Database.

Details of Technologies to be Used

MYSQL - Is a free-to-use, open-source database that facilitates effective management of

database by connecting to the software. It is used as the back-end of the proposed system.
This is an effective tool on creating relational database.

Windows Operating System (Windows 7 or higher) - That must be installed in a system

to run all the software and application needed in the development of the project.

Random Access Memory (RAM) - The minimum requirement is 2GB and the
recommended must be 4GB.

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Hard Disk Drive (HDD) - Is a data storage device use for storing and retrieving. The
minimum disk space requirement is 500GB

Monitor - A computer monitor is an output device which displays information in pictorial

form. This is used for viewing purposes.

Printer - This is used to print the files or records within the system.

Scanner - This is use to obtain digital copy of the image from the scanned document as well
as other kinds of paper that needed to be stored digitally.

Network Hub - A network hub is a common connection point for devices in a network.
Hubs are devices commonly used to connect segments of a LAN.

How the Project will Work

The institution needs to provide a flatbed scanner to scan the pertinent records or
documents and desktop computers for the server and clients.

The proponents will conduct a seminar to the institution to discuss the proposed
system and the proponents will also provide a user manual.

For now the proponents are able to work inside the institution and use the
institution flatbed scanner and a laptop to test the functionality of the system. Also unit
testing will be done to test all the modules of the system.

The propose system will be able to handle the digital copies of the documents and
records of the beneficiaries of the company and print the documents securely stored in the
database.