File info tracking management system
Abstract : Locating files is one of the biggest problems in universities nowadays. Time is wasted in searching files, energy is wasted chasing misspelled files, deadlines are missed. Due to this , I decided to make a system for file tracking that will solve all problems in the best way.File Tracking System is a internet application that manages all the file movement from one desk to another one and helps them in managing flow of files effectively and efficiently. All the files such as: reports, decisions, requests, reminders, and others can be processed and can also tracked by the system at any time. The system helps in online tracking or locating information and pendency monitoring more effectively by providing a plethora of data at a glance. It has large facilities for managing classification of all files. The system follows a steps of file unique numbering and enables file management, file status monitoring, etc. It also has a very powerful search form to locate a file and analyze the history of movement of that file. It also has a very powerful search form to locate a file/data and analyse the history of movement of that file. Other than this, the system will allow the administrator to create faculties of that university and assign to them all the departments . Each department must have a user who will be responsible for that department. In the other hand.
? To systemize these operations and hence to keep track of those files, the National Informatics Centre (NIC) as a ICT Consultant has conducted thorough study of the existing system to come out with a web enabled system.
? To fulfill the requirement, a thorough study was conducted of the existing system. It was decided that the system should be a lightweight application requiring minimal inputs and user-friendly interface.
? The worker finds the existing file or document is time-consuming and file misallocation, paper usage is wasted; and more spaces for storing the document files at premises.
? The impact of this research brings efficiency in searching the ISO document’s file in the university.
? Since offices nowadays spend too much time in organizing (archiving, finding) their files in a systematic way, without forgetting also the cost of papers, this web application will solve all of these problems by saving time and money.
? Therefore, to overcome the document misallocation problem, an Internet-of-Things (IoT) based file tracking prototype is implemented.
? The implementation of the study shows how the system work, user interface design, and architecture of the system. This new design shows the solution to the current problem.
• The proposed file-tracking system will not disturb any file which existed as a file movement system.
• Electronic records for existing files (Long Term files) as well as new files will be created to track their movement.
• The proposed file tracking-system will involves all entities of the existing system except dispatch registers, which will be replaced by electronic File Database.
• Each type of user will be assigned specific roles to maintain the system. involved in the design and development of the system will have no control on the functioning of the system.
• File creation will be done by the University employees including office incharges of various offices as in the previous system.
? File Tracking System is a web application that manages all the files movement at any time from one desk/room to another one and help in managing the flow of files efficiently.
? Solution for effective and efficient management of files
? Easy File Tracking
? Online fast and secure file management
? Staff improvement
? Organizational efficiency improvement
? Paper cost reduce
? Less energy used
? Time spent reduce
? Eliminates duplication of file
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