IT FINAL PROJECT REPORT

IT FINAL PROJECT REPORT

OpenSource Document management system

Written by:
Hamza Khalid 22i-0307
Basharat sajjad 22i-0251
Submitted to: Zainab Tehseen 22i-0378
Ma’am Ayesha Yaqoob Sunaina kanwal 22i-0140
 IT FINAL PROJECT REPORT

Table of Contents

1. INTRODUCTION.............................................................................................................................3
2. VARIETY OF PRODUCT................................................................................................................3
2.1 Paid version................................................................................................................................4
2.2 Hosted Version...........................................................................................................................5
3. FEATURES........................................................................................................................................5
3.1 Server:..............................................................................................................................................5
3.2 Documents:.......................................................................................................................................6
3.3 Workflow:........................................................................................................................................7
3.4 Searching document easier.............................................................................................................7
3.5 Access to several languages.............................................................................................................7
3.6 Offers security..................................................................................................................................8
4. DEMO................................................................................................................................................8
5. SUPPORT..........................................................................................................................................9
6. ADVANTAGES...............................................................................................................................10
7. CONCLUSION................................................................................................................................13
8. REFERENCES................................................................................................................................13

OpenSource Document management system

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1. INTRODUCTION

Stephen Lawrence introduced open source document management system. It is also known as an
open source DMS. OpenDocMan is used to convert files into digital forms. You can also
collaborate with other users through open-source DMS. You can make digital file cabinet for
your business on this web-based tool.

It was introduced to help companies to fulfil the requirements e.g. ISO 17025’s document
management requirements (an International Organization for Standardization include specific
requirement like facilities, equipment etc. especially for laboratories).

OpenDocMan is open source and it is worked under the GPL license. It has worldwide users
including single person to small businesses, educational institutions, government institutions etc.

2. VARIETY OF PRODUCT

OpenDocMan gives both paid and hosted options to all over the world.

2.1Paid version

Document management software comes in its four basic flavors.

1. OpenDocMan Community

It is a free version of OpenDocMan. You can easily install it in your device and use it. Under the
license of GPL, you can change your code anyway as you wish. Unlimited users can use it. You
can lock your file in it so other users cannot edit or replace your file. 

2. OpenDocMan Enterprise

It is paid version of OpenDocMan which includes enterprise-level management features. It will

install automatically when you pay for it. It has annual subscription policy. Unlimited users can
use it. It can also lock your files and update easily.

3. SecureDocMan DMS Cloud

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It is also paid version of OpenDocMan for those users who require instant access and DMS
running at high speed. It provides medium storage of 500gb within $99/month, large storage of
100gb within $199/month and enterprise storage of 100 plus within $399/month. It provides
Cloud-Hosting, Unlimited Users, File Locking, Advanced Meta-Data, Custom Workflows, Batch
Import, In-Browser Preview, Content Search and Audit Reporting.

4. SecureDocMan DMS Enterprise

It is also paid version of OpenDocMan for those customers who want an on-premises
installation. It provides users with Automated Installation, File Locking, Advanced Meta-Data,
Custom Workflows, Batch Import, In-Browser Preview, Content Search, Audit Reporting, One-
Click Updates, Annual Subscription.

2.2Hosted Version

This is also a hosted version of our OpenDocMan on our cloud servers and allows you to run it
without any installation. It is also paid. It protects your important data on daily basis. It is a
secure system because it has private sever. You will be able to modify your document from
anywhere. It provides basic plan of 5gb disk space, 10gb data transfer within $24.95/month,
standard plan of 10gb disk space, 20gb data transfer within $44.95/month and professional plan
of 20gb disk space, 40gb data transfer within $69.95 / month.

3. FEATURES

Open Doc Man is an open-based management system which means that it is available to all and
everyone can use it, and make changes to it. OpenDocMan has a proper and precocious user
system. It has following features:

3.1 Server:

 It is capable to work inside PHP5-enabled software PHP5 is the most commonly used type of
programming language, supports project-oriented programming, and serves as a basis for many
open-source applications providing free access.

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 Its server is MYSQL which is a relational database which means it represents tables and shows
the relation between them, which helps much in analyzing and sorting the data, making complex
calculations, and aggregating functions. It is a completely managed database that provides a
service for a fully protected, simple, and inexpensive way to develop and create, operate
applications fasters. It offers advanced security of Oracle Gen 2 Cloud, and it serves as a great
benefit for developers, DBA, and IT managers, highly reliable, fully managed cloud surface with
automatic backups, easy to move workloads to the cloud, complies with ISO 17025 and OIE
standard to manage the document.
 All the files are permanently stored in the form of central storage which means all files are stored
in a fixed location that can be easily accessible. File storage allows the storage of and organizes
data stored in a database or a web server and all the files can easily be backup which means that
they can easily be retrieved when they are deleted which may be due to catastrophic damage to
the server or equipment failure.
 It is very minute, insubstantial, and is not very complicated to install. It doesn’t capture much
space, reliable for storage.
 It is independent and can run on any operating system such as Mac Os x, Linux, Ubuntu,
Windows 2000, Windows XP, Windows 2003, Windows Vista, and Windows 7. OpenDocMan
can run on this operating software until the operating system can run on PHP, MySql, and a web
server.

 Its automatically installs and updates files, which means that it auto installs and updates the files
at a fixed time, the updates are downloaded automatically to update the new data according to
current needs, providing automatic maintenance.

3.2 Documents:

 Each file has a user that owns a file. It helps to add, delete, and update users. Meta data fields for
each file give information about the company name, your name, network server, etc.
 Assigning users to different departments, helps to update a user to a specific department.
 Allow users to allow admin functions in which they can control the files and the users.

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 Each document can be assigned to categories based on its specifications, and can also add,
delete, update, and display the categories.
 Under file operation you can delete or undelete files and the message will appear to show
whether your operation was successful or not, also puts the files under review, authorize it and
the files that are rejected are resubmitted for review.
 Documents are permanently stored in a centralized location for easy access. Finding documents
become easy just select and upload multiple files with a simple drag-in.
 Security preferences from the document library, folders, and files allow works Collaborator on
the document, and employees can access the latest version of the document.
 If the files have exceeded their retention criteria, the files that have become out of date
automatically expire that file. Expiration is the process in which expired files are removed from
the server database by the server and deleted files from the storage database.
 Designs a document relative to the purpose, problems, and goals that may be used to guide the
company to match its needs.

3.3 Workflow:

 Allows the document to be automatically accessed, helps to review the document to update and
made the changes as it is stored on a permanent location.
 It automatically expired the files when become out of date, not used, or irrelevant just mark it as
expiration it will automatically be expired.
 It helps in reviewing a file, to make changes, ensuring its reliability, to reject the document if not
in use, or to ensure the right document.
 A notification that may be in a form of a message or email will show up when you select, reject,
or retrieve a file.
 Helps in disaster recovery of files and helps in maintaining the database.

3.4 Searching document easier

 As the files are specified based on categories, departments, users, file operations, and user-
defined we can easily access the files.

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 As the files are organized based on usernames, customer names, organization names, file names,
particular specifications, and comments that help in the collection of a full-text database and
helps in searching documents.

All the documents are stored in a centralized location, simplifying the document creation process
and improving regularity.

3.5 Access to several languages

OpenDocMan is a unique type of software it can perform functions in different kinds of

languages and can access them, understand them and perform operations.

It can access a varied range of languages which are

 English, German, French, Turkish, Spanish, Portuguese, Dutch, Chinese, Italian, and Croatian.
 This feature makes this software benefits the users that have enhanced their capabilities and
functioning.

3.6 Offers security

 Each file is categorized into a specific department providing the specific user control over that
department, enabling security no one else can access that irrespective of that user.
 Enhances the security and retrieve the file and offers regular checkup or we can say the
compliance of the files.
 It offers fine-grain access control which means only a specific person can access the data and
information and the files are under its control no other can access them, it helps in securing the
resources, and it ensures that each data item has its specific policy for access and only a certain
specific person can access it.
 It offers access to three types of accessories, one is the user that uses the files, the admin that
controls the user, supervises the user, and provides instruction, and the super admin that accesses
control over both the user and admin, controlling all the operations.

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 It offers security it passes data securely between different webservers and browsers having a
secure URL feature and it is used to secure the original URL of the website by obfuscating URL
parameters.
 It provides a maximum size for the file that is under the controlled limit that it can easily store
and access irrespective of the server limits are higher they offer higher boundaries to the size of
the file to be stored.

4. DEMO

Firstly, we will click on “add” and select a file by browsing it. Secondly, we will select a
category e.g. letter, presentation or any other category in the list shown. After category, we have
the field department for departments settings. According to each department, there is a
permission for authority. Authority can be set as admin, view or forbidden, etc. For example, if
we opt for the department i.e. “information systems”, it has permission for write only. Now, it
comes description; which is a free form text. We can write anything in accordance with the file
and authority selected. Then, it comes comments; which is also a free form text in which we
can add key words using numerical values, alphabets, etc.

After this, we have user specific settings; in which we select a person that how much authority he
or she would have. These settings are different from departments settings. For example, one
person may be given permission for being an admin and the other person may be forbidden for
accessing a certain file. Last step includes adding the document to the system, for preview of
document one must have to be a reviewer. Edition can also be done by clicking on to edit, if
necessary. To authorize the document, we easily click on authorize, and send email to number of
people we need to and then the file is authorized. After this file will be seen in the list of files.

5. SUPPORT
We provide several types of support:

 Community Support - Visit our website to find assistance from the local community
at https://discourse.opendocman.com/

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 Paid support - simply create a support request via our support system at the following
link. logicalarts.net

6. ADVANTAGES
The key advantages of OpenDocMan are that no modifications to business rules are necessary, it
is simple to use and set up, it has robust user management, and it supports different languages.
Each benefit's specifics are as follows:

There's no need to alter business rules

OpenDocMan is a document management tool that enables you to incorporate existing business
rules rather than requiring you to change them in order to manage documents. This offers you the
ability to start systematizing all of your document types.

Desktop software – database server – file server

The advantage of this kind of architecture is scalability. Server application can be distributed to
multiple servers. Security is also usually better on servers than if the information would be stored
in desktops.

 Easy to Install and Use

The automatic installation method guarantees a seamless integration of OpenDocMan into your
systems even though the installation process is longer than the standard download and
unpack/install. The user interface's simplicity makes it simpler to use the DMS features of the
software.

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Document management file capabilities

You can add almost any kind of file straight from your web browser and store it on your server
with OpenDocMan. Each file's metadata fields can be customized. You can even design
customized document characteristics based on the needs of your organization.

Flexible document search options

You can perform full-text searches using a variety of search criteria or quick-browse document
searches by department, author, file name, category or comments.

Security for document management

On a per-file basis, individual departments can control document access. Additionally, anyone
can be given the roles of users, administrators, or super administrators.

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Multiple Language Support

Apart from English, OpenDocMan is available in a variety of other languages. Currently,

Chinese, Croatian, Dutch, German, Portuguese, Turkish, and Spanish are the languages that the
software is accessible in.

 Developers mailing list – In order for our client to receive the greatest assistance with
any issue, we have supplied a list of email addresses for many developers with varying
specialties at the following link. Mailing List
 User FAQ - We have addressed a number of detailed inquiries regarding the setup, use,
ODM hosting services and payment at the given link. OpenDocMan Questions
 We have also supplied videos on "how - to" questions and an overview of the features of
OpenDocMan for all those visual learners at the given link. Videos
 Since our customers are our first priority at OpenDocMan, we urge you to provide your
feedback at the following link so that we can further improve your experience working
with us. Suggestions

7. CONCLUSION

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8. REFERENCES

https://www.opendocman.com/

https://www.efilecabinet.com/opendocman-open-source-document-management-software-review/

https://comparecamp.com/opendocman-review-pricing-pros-cons-features/

https://www.efilecabinet.com/opendocman-open-source-document-management-system/

https://medevel.com/opendocman/

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