File and Records Management System

8/8/2019 File and Records Management System

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Submitted by-

Ayushi Rastogi

B.Tech(CS)


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INTRODUCTION

File and Records are an integral part of

any organisation to store and save the

information and relevant data safely,

which can also be produced as a

discretionary evidence at later times.

To manage this useful information, each

organisation has a management system,manual or automated or mixed.


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As the number of files and records growin an organisation, it becomes quitedifficult to manage each and every bit

manually while maintaining accuracyand speed . So here the role ofautomation comes into play.

This system is basically an automation

of the manual system for managing filesand records in an organisation(specifically RITES Ltd. in this case).


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SCOPE

File and Records management system

has cross browser compatibility owing to

dot net technology used.

It can be used to handle basic

operations like insertion, deletion,

update of records to a bit more complex

operations like report generation on thebasis of records currently contained in

files.


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It will be supported on Windows

operating system.


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ABBREVIATIONS

ASP - Active Server Pages

IIS - Internet InformationServices

SRS - Software

Requirements

Specification


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PRODUCT PERSPECTIVE

File and record management system is

an independent web application

specifically developed for handling the

requirements of RITES Ltd.

It can run on a variety of web browsers

viz. Internet Explorer, Mozilla Firefox,

Google Chrome etc. and is compatiblewith all the Windows operating systems


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starting with and later versions after

Windows 98.


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HARDWARE AND SOFTWARE

REQUIREMENTS


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DEVELOPMENT:HARDWARE REQUIREMENTS:

Processor - Pentium-III

onwards

Memory - 512 MB and above

Hard disk drive - 10 GB and above


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Display - SVGA monitor (800 x

600)

Mouse - Any 2 or 3 button

mouse

Keyboard - 103 or 108 keystroke

keyboard


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SOFTWARE REQUIREMENTS:

Web browser - INTERNET

EXPLORER 5.0 & above , other

browsers like Mozilla Firefox, Google

Chrome etc.

Front-end - Asp.net(C#)

Back-end - Oracle


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OS requirement - Windows XP

Web server software - InternetInformation

Services(IIS) .


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DEPLOYMENT:

CLIENT SIDE-

HARDWARE REQUIREMENTS:

Processor - Pentium-II onwards

Memory - 128MB & more

Hard disk drive - 2GB & above


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Display - SVGA monitor (800 x

600px)

Mouse - Any 2 or 3-button

mouse

Keyboard - 103 or 108 keystroke

Keyboard


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Web browser - INTERNET

EXPLORER 5.0 & above, other

browsers like Mozilla Firefox, Google

Chrome etc.

OS requirement -Windows 98

and above.


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SERVER SIDE:-

HARDWARE REQUIREMENTS:

Processor - Pentium-III onwards Memory - 512MB & more

Hard disk drive - 10GB & above


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OS requirement - Windows 2000

(all versions- no service pack

required)/Windows XP professional.

IIS and .NET framework, Oracle

Server.


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PRODUCT FUNCTIONS:

A).CREATE USER- On registering, new user is authorized

to access the system.

B).LOGIN-

Existing users can login to perform the

assigned tasks. The login is checked for

the unauthorized access to thedatabase.


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C).CHANGE PASSWORD

User is able to change the password for

his existing login anytime.

D).NEW FILE ENTRY

If the user needs to make a new files

entry into the system, he/she can usethis option.


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F). ISSUE A FILE

In case the user needs to issue a file

then this option provides for file issue

provided the file hasnt been issued

already by any other user.E).SEARCH A FILE

If a user wishes to search a file in thesystem, or to check whether the file is

issued or not he/she may use this

option.


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G).GENERATE REPORTS

To generate the desired report user can

use this option.


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USER CHARACTERISTICS:

He/she must have the basic knowledge

of computer.

He/she must be able to access the

internet.

He/she must have a login id and

password.

User must have an expertise indatabase management and website

handling.


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FLOWCHART


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DATA FLOW DIAGRAMS


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LEVEL 1 DFD:-


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LEVEL 2 DFDs:-LOGIN


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CREATE USER


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NEW FILE


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ISSUE FILE


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SEARCH FILE


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GENERATE REPORT


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DATABASE DESCRIPTION


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HR_RMC_FILE_MAST:FIELD NAME TYPE SIZE DESCRIPTION CONSTRAINTS

File_divisionVarchar2

50 Division or the dept to

which the file belongs.

File_no

Varchar2

100 A unique number

allotted to identify

each file in the system.

Not Null

Project_code

Varchar2

20 Code of the project to

which the given file is

related to. Hence more

than one files can have

the same project_code

in case they belong to

the same project.

No_of_noting

Varchar2

10 No of persons who

have given comment on

the file.

No_of_correspondence

Varchar2

10 No of correspondences

on the file.

SubjectVarchar2

50 The subject to which

the file relates to.

Record_class

Char

1 The type of records the

file contains are divided

into three categories:

A,B or C.

Check (takes values

from A,B or C only)


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Prv_ref

Varchar2

50 The reference no with

which the file was

previously referenced.

Later_refVarchar2

50 The current reference

given to the file.Retention_period Number 2 The estimated amount

of time the file has to

be kept in the system.

Destruction_year Number 4 The year in which the

file is to be excluded

from the system.

Proceeding_no

Varchar2

100 It is a unique number

generated by the

system for each file. Its

format is:

RITES/Yr/Month/S_no/F

ile_division where Yr,

Month and S_no are

fields of the table

proceeding_tab

whereas File_division is

a field of the table

hr_rmc_file_mast.

Its a foreign key as it

forms the primary key

of the table

hr_rmc_file_issue.


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User_idChar

10 Logged users id.

Trans_date

Date

Date on which

transaction (of file)

occurs ( system date).

Comp_no Number 3 The compartment

number of the rack in

which the file is placed

physically.

Rec_no Number 1 The number allotted to

the rack in which the

file can be found to be

placed manually.

Sent_by

Varchar2

50 The name of the officer

who is responsible for

sending the file to some

officer who has

requested it.

Sent_dt

Date

The date of sending the

file from one officer to

the other one for

correspondence.


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HR_RMC_FILE_ISSUE:

FIELD NAME TYPE SIZE DESCRIPTION CONSTRAINTS

Proceeding_no Varchar2 50 It is a unique number

generated by the

system for each file.

Its format is:

RITES/Yr/Month/S_n

o/File_division where

Yr, Month and S_no

are fields of the table

proceeding_tab

whereas File_division

is a field of the table

hr_rmc_file_mast.

It s used as theprimary key for the

table and derives its

values from the

proceeding_no of the

table

hr_rmc_file_mast.

NOT NULL


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Requested_by Varchar2 50 The name of the

officer who has

requested to issue

the file.

Received_by Varchar2 50 The name of the

person who has

received the file after

its issued to escort it

to the officer who

has requested it.

Received_date date The date on which

the file is received by

the officer after being

issued.

Issued_by Varchar2 50 The name of the

person who issues

the file.

Issued_date Date The date on which

the file is being

issued.

Return_date date The date on which an

issued file is returned

back.


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Return_by Varchar2 50 The name of the

officer who returns

the issued file.

Return_flag Varchar2 50 This indicates

whether file has been

returned or not.

Return_to Varchar2 50 The name of the

person who is carriesthe file to be

returned back to the

original officer from

whom it was issued

i.e. the files status is

turnedinto unissued.


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PROCEEDING_TABFIELD NAME TYPE SIZE DESCRIPTION CONSTRAINT

Yr Varchar2 4 The year in which

the files details are

entered in the

system. It forms a

part of the

proceeding_no

generated by the

system.

Month Varchar2 20 The month in which

the files details are

entered in the

system. It forms a

part of the

proceeding_no

generated by the

system.

S_no Varchar2 10 It denotes a serial

number generated

by the system such

that it increments

its value by one for

a files entry in a

given month. It

resets its value to 1

for a files entry in

every new month.


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SCREEN SHOTS


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HOME PAGE


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WELCOME PAGE


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CHANGE PASSWORD


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NEW FILE SCREEN


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On ClickingSave-


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ISSUE FILE


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SEARCH FILE

O Cli ki g Ok


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On Clicking Ok:

1). If the file isnt yet present in the system

records:


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2. If the file is present in the system records but

not yet issued:


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3.If the file is present in the systemas well as

already issued:


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GENERATE REPORTS1. Report 1 is generated and may beexported to

either pdf or excel:


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3).pdf file of the report:


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4). Report 2:


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5). Report3:


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5). Report 4:


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6). Report5:


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LOG OUT PAGE:


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TESTING


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TEST CASES USED-

1). LOGIN PAGE:

a). If the user enters a valid username as

well as password at the login page, then

he/she will be redirected to the welcomepage indicating successful login.

b). If the user enters a wrong username or

password, an error message isdisplayed as:

Either the username or the password is

incorrect.

2) WELCOME SCREEN


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2). WELCOME SCREEN:

a). Here user has to select an operation he

wants to perform out of the givenpossible options given to him:

New File- Directs the user to New file

page.

Issue File- Directs the user to Issue file

page.

Search File- Directs the user to Search

file page. Generate Reports- Directs the user to

Generate reports page.

3) CREATE USER


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3). CREATE USER:

If the user enters a username that

already exists in the system, an errormessage is displayed:

Error: The username is already in use.

If the user enters a password not

according to the default systems

configurations, message is displayed as:

Error: The password supplied is invalid.

Passwords must confirm to thepassword strength requirements

configured for the default provider.

4) NEW FILE:


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4). NEW FILE:

S.No. INPUT BYUSER ERROR MESSAGE

1. File_no which preexists in the system The file_no already exists in the

system.

2. File_no is left empty. File_no cant be left empty. Its a

mandatory field for each file.

3. Comp_no entered has more than 3 digits. Comp_no cant be greater than 999

4. Record_class value other than A, B or C Invalid input for record_class. It cant

take inputs other than A, B or C.

5. Rec_no entered has more than one digit. Rec_no cant be greater than 9.

6. Retention_period entered has more than 2 digits. Retention_period cant be greater

than 99.

7. Destruction_year is variant from having 4 digits. Destruction_year is invalid. Please

input 4 digits for the

Destruction_year.

8. Delete request when the referred data doessnt exist. Request cant be completed.

9. Trans_date is not of the format DD-MONTH-YYYY or

DD-MON-YYYY.

Invalid input for trans_date. Date

must be in the format DD-MONTH-

YYYY or DD-MON-YYYY.

10. Sent_date is not of the format DD-MONTH-YYYY or DD-

MON-YYYY.

Invalid input for sent_date. Date must

be in the format DD-MONTH-YYYY or

DD-MON-YYYY.

5) ISSUE FILE:


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5). ISSUE FILE:

S.No. INPUT BYUSER ERROR MESSAGE

1. Proceeding_no that doesnt exist in the system. Proceeding_no doesnt exist.

2. Proceeding_no is left empty. Proceeding_no cant be left empty.

3. Return_date is not of the format DD-MONTH-YYYY or

DD-MON-YYYY.

Invalid input for return_date. Date



4. Issued_date is not of the format DD-MONTH-YYYY or

DD-MON-YYYY.

Invalid input for issued_date. Date



5. Proceeding_no enterd already exists in the Issued_files

details.

Request cant be completed. This file

has already been issued.

6. Delete request when the referred data doessnt exist. Request cant be completed.

BIBLIOGRAPHY


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BIBLIOGRAPHY Wrox Professional ASP.NET 3.5 In C

Sharp and VB.

-By Bill Evjen, Scott Hanselman, Devin

Rader

Software Engineering - By Roger S.

Pressman, 5th Edition (TMG).

Search engine-Google (Wikipedia).


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THANK YOU

File and Records Management System

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