TOPS Technologies Project Training
Document Repository Management
Document Repository system is a web-based Document Management System. Document
Repository system allows you to move away from uncontrolled and unaudited shared network
drives to an environment which encourages knowledge sharing and meets regulatory
requirements.
The Document Management system will provide the ability for users to maintain different
documents. The users will be able to create/maintain directories, create maintain folders, create
and maintain documents. The users will be able to grant permissions like read, write and access
at the directory level. Only the users who have access will be able to view and retrieve
documents for a particular directory.
The users can also create groups and give access based on Groups created. The application
will also allow the ability for the user to check-in and check-out documents.
The application will mainly have 2 users: Admin and another is the user of the application
1) The admin will have all the following functionality:-
 Admin can create users.
 Admin can grant access permission like read or write or update or all for directory/folder/
document .
 Admin can activate/deactivate users.
 Admin can upload/download/modify/delete/hide any directories/folders/documents. Here
modification will take place in synchronized manner. For updation and deletion reason
has to me mentioned.
 Admin can search any document.
 Admin can also convert document as PDF.
 Admin gives permission for creating another sub logins to the users created by him.
 Admin can create groups and based on that only particular viewers can view that
directory/folder/document.
 Admin has rite to send e-mails to the users.
2) The user will have the following functionality:-
 User in turn can also create another users depending upon the authority given by the
admin.
 User can grant access permission like read or write or update or all for
directory/folder/document depending upon the rite given by the admin.

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 User can upload/download/modify/delete any directories/folders/documents.
 User can search any document.
 Depending upon rite user can give permission for another sub logins.
 User can also send request assistance to admin for any changes which he is not actually
authorized to do in that particular document.
 User can also describe the work flow of document that is the life cycle of the document.
 User also maintain the transition history of the document that is the history of the
activities carried on that particular document.
 User can also convert document as PDF.
n a file sharing environment, a large number of users can access a program as though it were
on their local machines, when actually the program resides on a single file server. This is a
great benefit to small workstations, where disk space is at a premium. A user can have access
to a much larger program repertoire than could fit on a private disk.
By having a resource reside physically on a single server, then distributed throughout the
network, you can greatly simplify administration. First, you reduce the number of copies of
various programs that need to be maintained on the network. Second, you reduce the problems
involved in performing backups for a number of machines dispersed over a wide geographical
area. By keeping files in a single location, this task becomes comparable to backing up a single
machine.
Centralizing files on a few file servers not only simplifies administration, it helps maintain
consistency of shared data files. When changes are made to a shared file, they become
available to all users immediately.
As an alternative to centralizing files on a few file servers, files may be shared. When a single
computer runs out of capacity, more computers can be added to a configuration. Files can be
moved to the new computers, while a consistent view of the file system from the user's
perspective is maintained.
NEXT STEPS:
1) Analysis Phase – (8 days)
a. Create Project scope document (2 days)
b. Create Data Dictionary (3 days)
c. Create DFD (1 day)
d. Create Flow chart (2 days)

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2) Design Phase (5 days)
a. Create Design layout
3) Development Phase (90 days)
a. Coding of application by Modules and teams
4) Testing Phase (5 days)
a. Developers will be testing their own code