Scope of Document Management System Final Year Project

1. Project Objectives

• Document Storage: Efficiently store and organize documents.
• Document Retrieval: Enable easy searching and retrieval of documents.
• Version Control: Manage document versions and track changes.
• Access Control: Control who can view, edit, or delete documents.
• Collaboration: Facilitate collaborative document editing and sharing.
• Audit Trails: Maintain logs of document access and modifications.

2. Functional Requirements

• Document Features:
  • Upload, download, and delete documents.
  • Organize documents into folders or categories.
  • Support various file formats (e.g., PDF, DOCX, XLSX).
• Search and Retrieval:
  • Search documents by metadata, keywords, or content.
  • Filter and sort search results.
• Version Control:
  • Track and manage different versions of a document.
  • Revert to previous versions if needed.
• Access Control:
  • Define user roles and permissions (e.g., viewer, editor, admin).
  • Implement role-based access control.
• Collaboration:
  • Allow multiple users to view or edit documents simultaneously.
  • Track changes and provide commenting features.
• Audit Trails:
  • Log document access, modifications, and deletions.
  • Generate reports on document activity.

3. Non-Functional Requirements

• Usability: Intuitive user interface for easy document management.
• Performance: Fast document retrieval and processing.
• Security: Secure storage and transmission of documents.
• Scalability: Support for a growing number of documents and users.
• Backup and Recovery: Regular backups and recovery options for documents.

4. Technology Stack

• Front-End: User interface technologies (e.g., HTML, CSS, JavaScript, frameworks like React or Angular).
• Back-End: Server-side technologies (e.g., Node.js, Django, Flask).
• Database: Database management system (e.g., MySQL, PostgreSQL, MongoDB).
• File Storage: Solutions for document storage (e.g., local storage, cloud storage like AWS S3).
• Deployment: Hosting and deployment platforms (e.g., AWS, Heroku, local server).

5. System Design

• Architecture: Overview of the system architecture (e.g., client-server, microservices).
• Data Model: Database schema design for storing documents, metadata, and user information.
• User Interface Design: Wireframes or mockups for different user roles and functionalities.

6. Implementation Plan

• Development Phases: Breakdown into phases (e.g., requirement gathering, design, development, testing, deployment).
• Timeline: Project milestones and deadlines.

7. Testing and Validation

• Test Cases: Define test cases for functionalities (e.g., document upload, search functionality).
• Bug Tracking: System for tracking and managing bugs and issues.
• User Feedback: Collect feedback from users to refine the system.

8. Documentation

• User Manual: Instructions for end-users on how to use the system.
• Technical Documentation: Details on system architecture, design decisions, and codebase.

9. Future Enhancements

• Feature Expansion: Potential future features (e.g., integration with other systems, advanced analytics).
• Additional Modules: Possible additional modules like e-signatures, document approval workflows.

10. Limitations

• Scope Limitations: What the project will not cover (e.g., integration with specific third-party services, advanced AI-driven document analysis).

11. Budget and Resources

• Budget: Estimated costs for development tools, hosting, and other resources.
• Resources: Required hardware and software resources.