Document Management System for the Department of IT

11 Document Management System for the Department of IT W.M.N. Madushan1, H.P.S.H. Jayasinghe2 , K.M.M.A. Sooriyabandara3, K.P.K.H. Silva4 Department of Information Technology, Faculty of Management Studies and Commerce University of Sri Jayewardenepura, Sri Lanka 1[email protected]m, 2[email protected]m, 3[email protected], 4[email protected]k Abstract This project presents an enhanced web-based Document Management System (DMS) designed to address the inefficiencies of the paper-based document handling process currently used by the Department of IT at the University of Sri Jayewardenepura. The system improves document accessibility, security, collaboration, and process tracking by incorporating structured document workflows, role-based access control, QR-based document validation, and secure collaboration tools tailored for administrators, teachers, and students. Unlike conventional solutions such as Google Drive and SharePoint, this custom-built system offers a more structured and secure approach to document management. The system introduces three distinct user roles: Admins, who oversee user roles, platform administration, and security enforcement; Teachers, who manage file organization, document tracking, document validity, group document sharing, course materials, and community engagement; and Students, who interact through document sharing, document tracking, document validity requests, group collaboration, course access, and community discussions. Key features include a file explorer for secure document management, document tracking with timeline-based workflows, document groups for efficient collaboration, a QR-based document validity system, an integrated chat and messaging system, course management functionalities, and user settings for secure profile updates. To ensure data security and compliance, the system implements encryption, Role-Based Access Control (RBAC), audit logs, and adherence to GDPR and university data privacy policies. The system is built for high scalability and reliability, leveraging cloud-based deployment via AWS or Azure, optimized database indexing, and performance testing to support high concurrent user loads. Future enhancements include offline functionality through Progressive Web Apps (PWA), AI-powered search and tagging for intelligent document retrieval, and real-time collaboration using WebSockets or Firebase. This DMS modernizes document handling by improving efficiency, security, and accessibility while addressing limitations in existing paper-based and conventional digital solutions, with future expansions focusing on AI integration, mobile accessibility, and enhanced collaboration tools. Keywords: Document Management System, File categorization, Tracking Multi-user collaboration