Barcode Based Document Control and Management System
Introduction of the Study
Table of Contents
Every day we are dealing with loads of documents especially those in business industry and such. It is time costly to keep track with critical information. To address this problem, the researcher of the study entitled Barcode Based Document Control and Management System aimed to develop a system that will utilize barcodes in different documents for easy access and filing. Using barcodes will let the user avoid human errors upon managing documents. Barcodes add efficiency and accuracy to your document management.
The proposed system will make a difference from the manual system of document control and management. The manual system is very prone on human errors that would be eliminated when we utilized this proposed system.
Current Technology
The current process of archiving the documents is done manually using the folder and cabinet method which seems to be stressful if you have a lot of documents to be arranged and archived, aside from that searching and locating of documents is also a major concern.
With the specified issue about the manual process, it is strongly recommended to design and develop an information system that is efficient in the archiving process of documents.
Barcode-based document control and management systems offer several advantages over traditional paper-based systems. First, barcodes can be used to track the location of documents, so that they can be easily retrieved when needed. Second, barcodes can be used to track the status of documents, so that users can be notified when a document is updated or changed. Third, barcodes can be used to automate the process of filing and retrieving documents, so that users can save time and effort.
However, there are also several disadvantages to using a barcode-based document control system. First, barcodes are not always reliable or accurate. Second, barcode-based systems may be difficult to use for people with disabilities. Third, barcode-based systems may be expensive to implement and maintain.
Overall, barcode-based document control and management systems offer several advantages over traditional paper-based systems. However, there are also several disadvantages to consider before implementing such a system. Overall, if benefits outweigh these drawbacks, a bar code-based document control and management system may be a viable option for your organization.
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How the project works
The system can be accessed by three user groups which are the administrator, department head, and secretary. Each and every user type has its own scope and privilege; administrator can access every features of the system and conduct system and database maintenance, the department head can review and revise the compiled files by the secretary, and the secretary is the one who scans the document and save the scanned docs to the system for filing purposes.
The secretary will login to the system, scans a document, save the document and attached a barcode to the document for easy retrieval and filing. The secretary can also arrange the files by folders based on their purpose and category. Department head can view the documents and update the necessary changes if ever.
Revisions may be requested by the client in order to conform it to their business needs and requirements.
System Implementation
The proposed system entitled Barcode Based Document Control and Management System will be presented to the end user. The researcher will be providing questionnaire to the end user to answer difficulties that might be encountered upon operating the system. Also, the user can provide suggestions and recommendations to the proponents to further enhance the system.
Objectives of the Study
- To develop a system that uses barcode in managing information that provides accuracy in collecting information.
- To provide a system that will help different firms that is dealing with heavy loads of documents.
- To develop a system that is fast, accurate and efficient.
- To develop a system that is accessible by the user.
- To develop a system that will reduce hassle in managing different documents.
Significance of the Study
The following individuals or group will benefit from the study:
User. This system is very easy to use. The user can be employees from different firms which are dealing loads of documents in an organization. They would not waste a lot of their time and efforts in managing different documents. They just need to use the system.
Proponents. The success of the system will help the proponents in understanding their project.
Project Plan/SDLC
In this study, the researcher’s uses SDLC model, consist the six cycles which are: determining the project requirement, gathering of data, analyzing of data, system design and the coding phase.
First, is determining the requirements. It is where the researcher determines the requirements of the proposed system, whether software or hardware is to be used.
Second cycle is to gather data. This is where the researchers will conduct interviews to the management office in order for them to gather relevant data for the operation of the system. After gathering the data, it is time for them to analyses it.
Third cycle is to analyze. The researchers analyze the data for them to be able to identify the necessary information needed for the development of the proposed system to give some solutions.
Next cycle will be the phase designing, the researchers designed the system relating to the desire future. Specification and operation in detail and some conceptual model of the user requirements where produced.
The last cycle will be the coding. The researcher will encode all the codes with the helping hand of the technical expert to check if it has error or the program will debug successfully. They under goes testing using incorrect data, in order for them to determine the reliability of the system. Maintaining the system is also part of it.
Development Tools
The project can be develop by our team in two versions
- Web version using PHP, MySQL and Bootstrap
- Desktop version/LAN based using Visual Basic and MySQL/MariaDB
Summary
Each document would have a distinct barcode according to the suggested system. The document would be tracked using this barcode as it went through each stage of its existence. The advantages of such a system include improved document management accuracy and efficiency, as well as the capacity to track and trace specific papers. Depending on the particular requirements of the company, there are various ways the system could be implemented. Utilizing an embedded barcode reader in document scanners and printers or employing a barcode scanner that is connected to a computer or printer are a few examples of potential implementations. Overall, the proposed solution would be very helpful for organizations in terms of the accuracy and effectiveness of document management.
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