Secure E Doc

System
JASHIR

Project overview

Document management is one of the oldest of the content

management disciplines and was essentially born out of the need to
manage ever growing amounts of information being created within
organizations . Document management systems are designed from
the ground up to assist entire organizations seeking to manage the
creation, storage, retrieval and expiry of information stored as
documents. Unlike a file structure on your PC, a document
management system revolves around a centralized repository that
is used to manage the storage of any type of information that could
be of value to an organization - and protect the same against loss.
Secure E Doc System is a
electronic document management
software for Windows. This software makes it easy to catalog,
organize, and keep track of virtually any type of information about
your electronic documents. For the database novice, Organizer's
intuitive interface and ready-to-use database solutions make it easy
to set up and use. For the power user, Organizer affords the
simplicity of wizards that make it easy to set up and use document
management solutions that you create and can be secured using
cryptography .

Modules

Data Secure
This modules maintains the important data or files more secured using
cryptography. So only authorized members or users can view or modify the
documents.
Data Capturing

This module is used to capture digital in formations like audio, video, document titles,
images. These types of digital information are captured and it is given to the system.

Digital Documentation
This is used to capture all the vital discussions, statements, promises. With the help
of this company can easily assure the right delusion. This module acts as a proof.
This is the database which contains digital in formations like audio, video, document
file and images. This module stores information received from the system which is
captured by data capturing module.
Data Downloading Attachment
In this module, the documents are added to the library this includes digital files like
pictures, videos etc. these digital information are attached with the mail. This
attached information into the database
Book Marking
It is a method for users to store, organize, search & manage bookmarks of web
pages on the internet with the help of metadata. Primary purpose is to easily catalog.
We can add websites & can add labels & note to them. This information is searchable
later & can access the bookmarks from any part. These are URL which can be
retrieved. Detailed help files are included in this package so users can access it from
the package or from the project window itself

File Transfer
This is another feature available in this project. This is
used to transfer essential files from the internet system.
File Organizer
File organizer module deals with maintaining the details
of the each department information separately and so we
can collect the information of each department easily.
Video conference
Video conferences a set of interactive telecommunication
technologies which allow two or more locations to interact
via two-way video and audio transmissions
simultaneously.

Objectives

OBJECTIVES
The main objectives of this project is to focus on
managing documents, though they are often
capable
of
managing
other
'electronic
information' such as images, movie files etc.
Each unit of information (document) is selfcontained there are few (if any) links between
documents focused primarily on storage and
archiving and document life-cycle management
including document expiry includes powerful
workflow for incorporating business processes
into the management of the documents targeted
at storing and presenting documents in their
native format.

Modules

The SECURE E DOC SYSTEM is a data storage based project based on the
total documentation management system of the company. This project
includes many features compare to other system. Features includes Plug-in
interfacing makes it a Hi-tech tool for intranet browsing because the user
who has enough programming skills can program their own plug-ins, and it
can be easily attached to the browser. Advanced Data Capturing and data
downloading attachments are added to this project were the company can
easily mange the data warehouse easily. By downloading the documents
the whole data can be added to the library this which includes all digital
files like pictures or videos. File Organizer is the other module where the
authorities can easily send all the files to the required users and can
maintained in a proper order. File transfer is possible with in the intranet
system. Digital Documentation is a program where capture of all the vital
discussion, statements, and promises are captured. With this the company
can easily assure the right decision. Book marking is another feature
available in this project. This feature is also included in this project. It is very
easy to pickup a site from the bookmark menu. This aspect reduces the
typing effort of user and speeds up the manual input. Detailed help files are
includes with the package and the users can access it from the package and
the users can access it from the project window itself. All Documents are
secured through Encryption and Decryption

Software specification

SYSTEM CONFIGURATION

This project is developed using Microsoft Tools . Dot Net platforms

are used in this project with SQL server as Back end. Because of
this Microsoft combination problems for error is less compare to
other combinations. Minimum level of hardware is required to
maintain in this project.
Hardware Configuration

Processor
: Dual Core, Celeron or AMD
CPU Clock : 2.6GHz
Hard Disk
: 80 GB
Memory : 128 MB
Cache Memory : 512MB
Monitor : 17 inch
Keyboard
: Standard 106 key
Mouse
: Any mouse suitable
for Windows operating
system

Software Configuration

Front End
Back End
Operating System
2007

:
:
:

Microsoft.Net- VB.Net
SQL Server 7.0
Windows 2000, XP,2003,

Software Configuration

Front End
Back End
Operating System

Microsoft.Net- VB.Net
:
SQL Server 7.0
:
Windows 2000,
XP,2003
Visual Basic .NET(VB.NET) is anobject-orientedcomputer
programming languagethat can be viewed as an evolution of the
classicVisual Basic(VB), implemented on the.NET Framework.
Microsoft currently supplies two main editions ofIDEsfor developing
in Visual Basic:Microsoft Visual Studio2012, which iscommercial
softwareandVisual Basic Express Edition2012, which isfree of
charge. The command-line compiler, VBC.EXE, is installed as part of
the freeware .NET Framework SDK.Monoalso includes a commandline VB.NET compiler. The most recent version is VB 2012, which
was released on August 15, 2012.

EXISTING SYSTEM

In a world where only hardcopy information

existed - there was always a physical limit to
the amount of information that could be
stored and retrieved. It could be argued that
Microsoft with the introduction of MS-Office
and MS-Windows released users from this
physical limit - and with the exponential
increase in information that has resulted,
document management software has become
an intrinsic part of most organisations as they
seek to manage the vast quantities of data
they hold.

Proposed system

The proposed software has the following essential features:

The software is developed in .Net and was tested for its
successful working
Files, Documents, Book Mark, Video Files , Audio files can be
processed, sequentially, randomly or dynamically.
All types of files can be stored and retrieve
The software maintains different levels of security like Login,
Password and Designation.
The system uses ASPNet as the front-end tool for user
interaction.
The system provides security for using the data.
This package has been developed in the platform Windows
XP Server as the operating system and ASP.Net as Front End
and SQL-Server 7.0 as Back End.

Topic Description

Secure E Document Management refers to the

management of documents at all stages, from their initial
creation right through to storage, archiving, distribution or
shredding of any office documents. Having a good
document management system in place can significantly
help your business with efficient organization, storage and
retrieval of important documents such as invoices, large
drawings/plans, spreadsheets, client documents and offer a
healthy return on investment.
Secure E Doc Systems allow efficient storage and retrieval
of scanned or electronically produced documents. This
Document Management System enables your documents to
be accessed privately and remotely from any location using
optional, secure password protection for access.

SYSTEM DESIGN

Input Design
In the input design, the input data are entered into the database
through forms.
The users interaction with the system is through forms.
The input data flows on the DFD are translated to input modules
and data couples in the structure chart; these data couples are
the inputs that feed the data stores in the system.
Each input form is associated with a data flow entering a process
on a DFD. Automating input reduces the chance of human error
during data input. Direct system-to-system links improves
throughput and reduces errors caused by data reentry, but
increases the importance of controls because an internal system
has been opened up to a trading partner.
The objectives in input design are : Accuracy, Efficiency, Ease to
Use, Consistency, Attractiveness

Output Design

One of the most important features of an information system for users is the
output it produces. They are the only contact between users and data
processing system. The output may be given and printed report or it can be
displayed in the screen.

The output from a system should accomplish one or more of the following
objectives

Convey information about past, present, future activities.

Signal important events.
Trigger an action.
Conform an action.
The output may be
A report.
A document.
A message.
Out Put reports incl : Document Details ,Store Details , Short term , Long
term

Database Design
The activity deals with the design of the physical database. A key is
to determine how the access paths are to be implemented. A physical
path is derived
from a logical path. Pointers, chains or other
mechanisms may implement. The general theme behind database is
to handle information as a whole.. The general objective is to make
information access easy, quick, inexpensive and flexible for the user.
Database design is the most critical part of the design phase..
Database design transforms the information domain model created
during the analysis into the data structures that will be required to
implement the software system.

Database Tables
CUSTOMER DETAILS
Primary Key : CustId
FIELD NAME

DATATYPE

DESCRIPTION

CustId

int

Customer id

Name

char

Customer name

gender

char

gender

Address

varchar

Address

company

char

company

Designation

char

Designation

phone

numeric

phone

Email

varchar

Email

DOCUMENTATION
FIELD NAME Primary KeyDATATYPE
: DocID
DocID
Decimal
Foreign Key: CapID
CapID
Decimal
Department
Varchar
Categry
Varchar
Titile
Varchar
Sourse
Varchar
Date
Datetime
Time
Datetime
Type
Varchar
FileItem
Varchar
CAPTURE
FIELD NAME DOCUMENTDATATYPE
Primary
Key
:
CapId
CapId
Numeric
Department
Char
Date
Datetime
Time
Datetime
DocType
Char
FileName
Varchar

DESCRIPTION
DocumeentationI
D
CaptureID
Department
Categry
Titile
Sourse
Date
Time
Type
FileItem
DESCRIPTION
Capture id
Department
Date
Time
Document Type
File Name

FIELD NAME
PrID
id
cat
title
dept
Fileloc
date
tranTO
hid
name
comment
FIELD
NAME
PrID
id
cat
title
Dept
FileLoc
Date
tranTo
Hid
Name
comments

LONG
DATATYPE
Primary Key :
Decimal
Foreign Key :
Decimal
Varchar
Varchar
Char
Varchar
Datetime
Varchar
Char
Char
SHORT
Varchar
DATATYPE
Primary Key :
Decimal
Foreign Key
Decimal
Char
Char
Char
Varchar
Datetime
Varchar
Decimal
Char
Varchar

DESCRIPTION
PreservID
Document id
Category
Title
Department
File
Date
Transfer toTo
Staff id
Staff name
Comments
DESCRIPTION
PreservID
Document id
Category
Title
Department
File
Date
Transfer toTo
Staff id
Staff name
Comments

FIELD NAME
staffid
stfname
stfdesig
Stfjd
Stfsex
stfadd
stfdept
stfphone
stfmail

DATATYPE
DESCRIPTION
STAFF
decimal
Primary Key : staffidStaff id
char
staffname
char
Staff designation
datetime
Staff join date
char
Sex
varchar
Address
char
Department
decimal
phone
varchar
Mail Id

FIELD NAME
urlname

BROWSER
DATATYPE
varchar

FIELD NAME
usrName
surpass

L
DATATYPE
ogin
varchar
Varchar

DESCRIPTION
url name
DESCRIPTION
User Name
Password

Data Flow Diagram

Level-0

User

Input

Secure E Doc
System

output

Manger

Level-1
User
Capturing records from
selected sources

Capture

Overall management
of staffs and
customers records

Manage
Store the documents
which is being
proceeded

Store

Preserving the records

after the requirement

Preserve

Manager

Level-2
User

Capturing records
from selected sources

Capt
ure
Overall management
of staff and customer
records
Mana
ge
Custo
mer
Store the documents details
which is being
proceeded

Store

Preserving the records

after the requirement

Document details

Store

Preserve for
long term

Preserv
e
Preserve for
Short term

Report

Report

Long
term

Short
term

Manager

Long term

Short tem

Report

Report