ABSTRACT

This research focuses on the development, implementation, and optimization of a

Document Management System (DMS) tailored for small businesses. Recognizing the
problems faced by small enterprises in terms of financial resources and technological
limitations, the primary objective is to provide an accessible and efficient solution. The
DMS aims to streamline document handling, storage, and retrieval processes while
addressing usability concerns specific to small business environments.

The study begins with an analysis of the document management environment,

identifying problems faced by small businesses. Financial limitations, technological
barriers, and the need for simplified yet effective solutions become important points in
designing the DMS. The proposed system integrates features for secure document
storage, user-friendly interfaces, and collaboration tools.

The implementation plan involves a step-by-step approach, emphasizing user

training, gradual rollout, and ongoing support. A simplified communication strategy
ensures effective stakeholder engagement, while a data migration plan allows for the
transition from existing document management practices to the new system. Throughout
the process, user feedback and continuous improvement mechanisms contribute to the
system's adaptability and user satisfaction.

Post-implementation evaluation and optimization efforts ensure the system's

efficiency and effectiveness. This research aims to contribute a solution for small
businesses, addressing their unique document management requirements and promoting
operational efficiency in a cost-effective manner.

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 TABLE OF CONTENTS

TITLE PAGE.......................................................................................................................I
APPROVAL SHEET..........................................................................................................II
DEDICATION...................................................................................................................III
ACKNOWLEDGEMENT.................................................................................................IV
ABSTRACT........................................................................................................................V
TABLE OF CONTENTS..................................................................................................VI
CHAPTER I INTRODUCTION..........................................................................................1
1.1 Rationale of the problem.......................................................................................1
1.2 Project Highlights......................................................................................................2
1.3 Objectives..................................................................................................................2
1.3.1 Specific Objectives.............................................................................................2
1.4 Scope and Limitations of the Research.....................................................................3
1.4.1 Scope..............................................................................................................3
1.4.2 Limitation...........................................................................................................3
CHAPTER II REVIEW OF RELATED LITERATURES AND STUDIES.......................5
2.1 Related Literature......................................................................................................5
2.1.1 Local Literature..................................................................................................5
2.1.2 Foreign Literature...............................................................................................8
CHAPTER III METHODOLOGY...................................................................................10
3.1 Requirement Analysis..............................................................................................10
3.1.1 Rapid Application Development (RAD)..........................................................11
3.1.2 Fishbone Diagram.............................................................................................11
3.1.3 Gantt chart .....................................................................................................12
3.1.4 Wireframe.........................................................................................................14
3.1.5 Data Dictionary.................................................................................................19
3.2 Technical Background.............................................................................................21
3.3 Data, Software, and Hardware.................................................................................22
3.3.1 Software............................................................................................................22
3.3.2 Hardware...........................................................................................................23

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3.4 Functional Decomposition Diagram........................................................................24
3.5 Context Diagram......................................................................................................26
3.6 Data Flow Diagram..................................................................................................26
3.7 Entity Relationship Diagram...................................................................................28
3.8 Systems Design........................................................................................................29
3.8.1 System Development and Methodology...........................................................29
3.9 Development and Testing........................................................................................30
3.9.1 Data Gathering Procedure.................................................................................30
3.9.2. Data Analysis...................................................................................................31
3.9.3 Locale and Population of the Study..................................................................33
3.10 Software Testing....................................................................................................33
3.11 Implementation Plan..............................................................................................34

III
 CHAPTER I
INTRODUCTION

1.1 Rationale of the problem

The rationale of this study lies in the need to optimize a basic document
management system for small businesses.

Limited resources and expertise - Small businesses encounter limitations in terms

of finances, personnel, and specialized knowledge or skills for document management.
Due to restricted budgets and limited access to technology, investing in advanced
document management solutions becomes challenging.

Limited funds for advanced document management solutions – Budgets pose a

challenge for small businesses. They may lack the necessary resources to acquire or
sustain complex software or hardware systems for document management.

Reliance on manual processes, physical storage, and decentralized document

management - Small businesses often rely on manual processes for document
management, such as printing, filing, and searching for physical copies of documents.
They may also store documents in physical formats, such as paper files or storage
cabinets, rather than utilizing digital storage. Additionally, documents may be scattered
across different devices or locations, making it challenging to have a centralized and
organized system for document management.

Resulting inefficiencies and potential risks - The reliance on manual processes,

physical storage, and decentralized document management can lead to inefficiencies in
the workflow and operations of small businesses. These inefficiencies can include time-
consuming tasks, difficulty in locating specific documents, and increased chances of
errors or mismanagement. Additionally, these practices can pose potential risks, such as
loss, damage, or unauthorized access to important documents, which can impact business
operations and data security.

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1.2 Project Highlights
In today's digital era, efficient document management is essential for the smooth
functioning of businesses, including small enterprises. However, small businesses
often face unique challenges when it comes to organizing and managing their
documents effectively. This research presents project highlights for optimizing a
basic document management system specifically tailored to address the needs of
small businesses. Here are some of it:

 Efficient Document Retrieval

 Collaboration and Version Control
 Data Security
 Simplified Compliance with Regulations

1.3 Objectives
The central aim of this study is to conduct a thorough evaluation of document
management practices within small businesses and subsequently embark on the design,
development, and implementation of an optimized document management system
tailored explicitly for their needs.

1.3.1 Specific Objectives

In pursuit of a more effective and tailored approach to document management for
small businesses, this study identifies specific objectives that guide its assessment,
development, and implementation phases. The goal is to address the challenges faced by
small enterprises in organizing and handling documents efficiently.
 The assessment phase involves a detailed analysis of the current state of
document management in small businesses, with a focus on identifying
strengths, weaknesses, and potential areas for improvement.
 Following this assessment, the study proceeds to the development phase,
wherein a new or refined document management system is designed,
taking into consideration the unique challenges and financial/manpower
constraints faced by small businesses.

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  The implementation phase focuses on deploying the newly developed
system,
Notably, the entire research is oriented towards small businesses, aiming to
provide them with a practical, cost-effective, and scalable document management
solution.

1.4 Scope and Limitations of the Research

The boundaries of this research are outlined by its Scope and Limitations,
defining the specific areas, conditions, and workforce under consideration. These factors
also acknowledge possible limitations that might affect how widely the study's findings
can be applied and generalized. A clear comprehension of the research's scope and
limitations is vital for the accurate interpretation of its results. The next section offers a
summary of both the scope and limitations in this research project.

1.4.1 Scope
This study focuses on improving document management in small businesses. It
includes examining current practices, creating an optimized system, and ensuring smooth
integration with existing workflows. With a focus on the specific challenges faced by
small enterprises, the study aims to offer practical solutions for more efficient document
handling. The goal is to provide straightforward insights and strategies that can enhance
document management capabilities for small businesses. The scope involves:
 assessment of current document management practices
 Development and implementation of an optimized document management system

● Consideration of system architecture, functionalities, and integration with existing

workflows

● Ongoing refinement through testing and user feedback

1.4.2 Limitation
While the project aims to introduce significant improvements to the parking
system at Robinsons Mall, certain limitations should be acknowledged. The project's
scope is restricted to the design and development of the automated Parking Management

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System, and its implementation may face constraints such as budgetary considerations
and available resources.

● Specificity - The study focuses on small businesses, and findings may not be
directly applicable to larger enterprises or industries.

● Time and Resource - The research operates within a defined timeframe and
budget, which may restrict the depth of investigation and the extent of data
collection.

● Generalizability - the applicability of the proposed document management system

may vary based on the diverse nature of small businesses.

● Technological Changes - Rapid advancements in technology may impact the

long-term relevance of the proposed solutions, and the research may not account
for future innovations.

● Implementation Challenges - The actual implementation of the optimized

document management system could face obstacles regarding infrastructure, user
adoption, and organizational readiness.
Acknowledging these limitations is essential for interpreting the research findings
accurately and understanding the context in which the proposed document management
system is applied.

CHAPTER II
REVIEW OF RELATED LITERATURES AND STUDIES
The review of related literature gives an overview of previous studies on the topic,
helping identify gaps and set the context for the current research. It examines existing
literature to justify the significance of the study and guide the formulation of research
questions.

2.1 Related Literature

This section is a summary of existing research and scholarly works relevant to our
topic, helping to establish the context, identify gaps, and guide the current research by
building on previous findings.

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2.1.1 Local Literature
According to (Jayoma, Moyon, & Morales, 2020). OCR Based Document
Archiving and Indexing Using PyTesseract: A Record Management System for DSWD
Caraga, Philippines. Small to large companies handle multiple forms of records every
day. These organizations could use these records for historical, demographical,
sociological, medical, or scientific research and serve as benchmarks to measure the
organization's future activities and decisions. The Department of Social Worker and
Development (DSWD) Caraga continuously generates records daily. Still, their records
management system is conventional, giving them a hard time retrieving and keeping
track of the record's whereabouts. With this, DSWD Caraga embarks into record's
digitization for its management to ensure the preservation of permanent and valuable
papers, secured and accessible for future reference as required by the organization's
different offices based on existing rules and regulations in records management. This
paper endeavors to automate records classification using the open-source Python-
Tesseract (PyTesseract) library, the wrapper for Google's Tesseract-OCR Engine. The
process starts by converting paper-based documents into digital format (scanning) and
then recognize and extract the text using the PyTesseract library. By integrating this
library to Django and MySQL, management of record's classification, indexing, and
archiving becomes easy. With the help of this system, record's safekeeping and retrieval
bring comfort for the records officer.

(Caclini, M. P. 2022).)stated that Micro-entrepreneurship can reduce poverty and

creates employment opportunities. Many micro-enterprises started every year but fail in
their infancy due to a lack of financial management knowledge. It aims to determine the
respondents’ profiles, business profiles, and the different areas of financial management
practices. Descriptive survey was used with a sample survey questionnaire and follow-up
personal interviews in gathering the data from 80 micro-entrepreneurs in Ifugao,
Philippines. Most of the micro-entrepreneurs are female, aged 40-49, married, Tuwali,
college graduate, owners, never attended training, and have technical field backgrounds.
They engaged in trading and service, sole proprietors, started in early 2000, more than 10
years in existence, with an average of 4.31 employees, with beginning capital, total
assets, annual sales, annual net profit, debt, and ending capital of less than 0.5 Million.

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Micro-enterprises highly practiced cash management and current liabilities management
but slightly practiced fixed asset management. Cash management and fixed asset
management significantly differ from all the other areas. Financial management practices
significantly differ in age, position, type, form, start, length, full-time employees,
beginning capital, asset, sales, profit, debt, and ending capital of the business. Studying
financial management practices contributes in developing proposed financial model.

Also (Martin, N. A., Ventayen, R. J. M., Buted, D. R., Galas, E. M., Evangelista,
I. D., & Danlog, K. P. P. 2023). They said that Their study attempted to develop a Basic
Accounting system to record and report day-to-day operations of local micro-businesses
in the Western part of Pangasinan. It utilized a case study to observe and document the
system’s applicability in the actual business operations. Observation revealed that local
micro-business became adept at the beneficial effects of the Basic Accounting system as
it helped the business to “always” secure business source documents, analyze business
transactions for the day (sales/disbursements), record business transactions related to
sales, record business transactions related to payments, monitor daily sales, monitor daily
expenses, and appreciate the importance of the record-keeping system. The initial attempt
(first phase) of this project study confirmed that it was doable in developing an
alternative system that can be used in the actual business operation by local entrepreneurs
or micro-businesses. It concluded that developing a Basic Accounting system can help
achieve honest and transparent business dealings in the community. Further, it could help
local micro-businesses prepare and present financial reports needed as supporting papers
come application of business permits and licensing. The study also concluded that the
Accounting system could help Bookkeepers, Accountants, and Regulatory Agencies
achieve honest, reliable, and sound financial reports.

(Capiña, M. V. 2021). In her study In the Philippines, micro and small enterprises
(MSEs) comprise the largest part of the business economic undertakings and are among
the most important development agents in rural communities like Marinduque. MSEs
offer opportunities to poor people the possibility of earning income, training, work
experience and employment. However, most of the micro and small enterprises in the
country perform behind the neighboring ASEAN countries. Thus, assessing the impact of

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their management practices on operational functions (marketing, production, financial,
human resources) and the significant relationship to MSEs performance (sales,
production, and income) as the basis for government interventions. The study disclosed
that management practices of 35 selected manufacturing MSEs on operational function is
doing well with an overall mean of 3.70 interpreted as "Mostly Practiced". Of all the
variables, marketing emerged to have the highest mean of 3.95, interpreted as "Mostly
Practiced". What is alarming is the findings on human resources, which got the lowest
mean of 3.40, interpreted as "Practiced". Overall performance in terms of sales,
production, and income is 3.64, interpreted as "very satisfactory". Using Pearson, the
operational business function has a positive correlation to performance. Based on the
operational management practices, the following have a vital role for the success of
MSEs such as type of business organization, decision-making process, creation of policy,
rules, and regulations, planning and implementation, and management directions of the
enterprise. As to these findings, programs of government will need to give emphasis on
the weak areas and highlight the good practices as a basis for crafting tailored
interventions for each MSEs.

On the other side (Konig, W., & Peters, J. 1985) mentioned Dr. Wolfgang Kbnig
and Joachim Peters lecture at the University of Gbttingen, Germany. The paper is the
result of research on industrial co-operation between developed and developing countries
and is partly based on field work done in the Philippines in 1984. It deals with the impact
that business size has on the pattern of development of this country and specially
evaluates the role of small-scale firms. Controversial issues boil down to two competing
approaches as far as the further promotion of these units is concerned. One approach
consists of taking a broad range of selective measures in order to compensate small
business for discrimination suffered from macro-economic instruments and to enhance its
prospects in this way. The other approach stresses the danger of market distortion and
therefore recommends a policy of deregulation in order for market forces to mobilize the
potential of small business. Consideration of the pros and cons of these approaches leads,
among others, to the conclusion that assistance to institution building is important as long
as it is backed by the will to self-help of the small business community in the Philippines.

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2.1.2 Foreign Literature
(Bai, C., Quayson, M., & Sarkis, J. (2021) said that the coronavirus (COVID-19)
pandemic has undeniably influenced the global economy and environment. Major victims
of the COVID-19 outbreak are Micro and Small Enterprises (MSEs), especially in
developing countries, mainly because of limited use of digital technologies. This paper
employs a literature review and personal insights to provide COVID-19 pandemic
digitization lessons for sustainable development of MSEs from a technology for social
good perspective. We develop a framework to support post COVID-19 digital
transformation for sustainable development of MSEs. We find that digital payments,
especially mobile money, should be a critical digital transformation priority for MSEs.
Also, institutions must support MSE resources and capabilities to adopt digital
transformation for business continuity, and sustainable production and consumption. Our
study suggests that MSE managers and other stakeholders rethink their business
strategies, incorporating crisis scenarios and business continuity plans to sustain
customers virtually to enhance sustainable development. We also propose further
research areas to improve the successful digital transformation of MSEs post COVID-19.

Project management ensures that all risks pertaining to a particular project are
eliminated, if not minimized. The risks can originate from artificial activities or natural
causes. Although some of the risks are potential to the project, others are not and are
usually unforeseen to the project managers. Projects risks have adverse effects to the
project if they are not eliminated or mitigated. It is the duty of the project team to
collaborate in mitigating risks using appropriate tools. Although varying project teams
and managers use different approaches to mitigate against project risks, Business
Information Management (BIM) has emerged as a vital approach to mitigate project
risks. BIM technology is crucial to the project life, beginning from planning, design, and
construction management. Using BIM ensures that collaboration of the project team
through information management enables adequate monitoring of the project, thereby
enabling effective execution and achievement of set milestones. Despite the effective use
of BIM in various projects, its use in the construction industry is unclear. This research
investigates and analyzes significance of BIM as the most appropriate method in
mitigating project risks according to (Alzoubi, H. M. (2022).

8
As (Chen, J., Lv, Z., & Song, H. 2019) With the continuous development of information
technology, enterprises, universities and governments are constantly stepping up the
construction of electronic personnel information management system. The information of
hundreds of thousands or even millions of people’s information are collected and stored
into the system. So much information provides the cornerstone for the development of
big data, if such data is tampered with or leaked, it will cause irreparable serious damage.
However, in recent years, electronic archives have exposed a series of problems such as
information leakage, information tampering, and information loss, which has made the
reform of personnel information management more and more urgent. The unique
characteristics of the blockchain, such as non-tampering and traceability make it have
great application potential in personnel information management, and can effectively
solve many problems of traditional file management. However, the blockchain is limited
by its own shortcomings such as small storage space and slow synchronization time, and
cannot be directly applied to the big data field. This paper proposes a personnel
management system based on blockchain, we analyzed the defects of the blockchain and
proposed an improved method, constructs a novel data storage model of on-chain and
out-of-chain that can effectively solve the problem of data redundancy and insufficient
storage space. Based on this, we developed a prototype system with query, add, modify,
and track personnel information, verified the feasibility of applying blockchain to
personnel information management, explore the possibility of combining blockchain with
big data.

(Sahay, A., Indamutsa, A., Di Ruscio, D., & Pierantonio, A. (2020, August ) said
to their study IEEE.Digital transformation dominates the practical and scientific
discourse. Still, many companies do not have a clear plan on how to approach it.
Particularly, small- and medium-sized enterprises struggle to initiate their digital journey
as they lack resources and expertise. In response, we examine how five companies use
business process management (BPM) to implement digital transformation. We perform a
qualitative interview study, and analyze the capabilities of BPM based on six
requirements of digital transformation. Thereby, we carve out 17 recommendations,
which must be adapted according to companies’ meta objectives. We derive three
strategy archetypes to serve as implementation blueprints.

9
They also said (Shaturaev, J., & Bekimbetova, G. 2021) Organizations have been
practicing Lean practices for years, but many have found improvements to be fleeting
often because they focus on small, individual improvement projects. By changing the
way managers manage and workers work, Lean Management has a systemic impact.
Lean Management helps organizations optimize processes by addressing the root causes
of organizational inefficiency, building management systems and capabilities to support
new ways of working, and engaging leaders and staff to continually improve part of
everyone's day-to-day work. This method makes it possible in a short time to master and
at the same time apply in practice effective tools of lean management.

CHAPTER III
METHODOLOGY

3.1 Requirement Analysis

The requirement analysis phase of our research, a crucial stage needed to
understand the needs and specifications that are necessary for the development of an
effective Document Management System. Through a systematic examination of existing
challenges and user expectations, this analysis serves as the foundation for designing and
implementing our proposed solution. The following pages displays the intricate process
of requirement analysis.

3.1.1 Rapid Application Development (RAD)

The researchers decided to use Rapid Application Development (RAD). This
method focuses on quickly creating prototypes and prioritizes speed over detailed
planning and extensive testing. The goal is to deliver functional software promptly and
make ongoing improvements based on user feedback.

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3.1.2 Fishbone Diagram

FISHBONE DIAGRAM
Retrieval

Storage Space Interface

Complex interface
Document
Limited Storage
Inefficient Highly technical Management
Retrieval
System
Documents get
lost

Untrained people No Security Version checking

Lack of people
No user accounts No update

No priviledges

People
Collaboration

Security

Figure 1 Fish Bone Diagram

In Figure 1, our fishbone diagram acts like a map that helps us break down the
main issues affecting our document management system. These main issues, like not
having enough storage space, difficulties in finding documents, or problems with how
things look on the screen, are shown as different "bones" of the fish.

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The idea is to look deeper and figure out why these issues are happening. For example, if
we see that storage space is limited, we can find out if it's because our technology is
outdated or if we have too much data.

This way of breaking things down helps us see the connections between different issues.
It's like untangling a knot to understand what's really going on. By doing this, we can
work together to find smart solutions and make our document management system work
better for everyone involved. Figure 3 is like a guide that helps us focus on what's most
important and fix things step by step.

3.1.3 Gantt chart

Figure 2 Gantt Chart

Imagine a Gantt chart as a visual timeline that helps us plan and manage our
project. It looks like a horizontal bar chart, kind of like a calendar, where each task or
activity has its own bar that shows when it starts and when it finishes.

In simpler terms, it's like a roadmap that lays out the journey of our project. Each
task has its own lane, and we can see when it begins and when it wraps up. This way,
everyone on the team can quickly understand who's doing what and when they're doing it.

12
 Just like planning out a trip, the Gantt chart helps us stay organized and make sure
we're on track. It's a handy tool that shows the big picture of our project's timeline,
making it easier for everyone to coordinate their efforts and meet our goals on time.

3.1.4 Wireframe

COMPANY ABC

LOGIN

Figure 3 shows the login page, ensuring that only authorized users can access the
system's features and information. A User is required to enter a username and password,
and the login button initiates authentication. A forgot password button is provided in the
event that valid users forget their password.

COMPANY ABC Logout

Dashboard Dashboard
Documents
Users
Categories No. of Documents No. of Downloads No. of Uploads
Reports/Analytics
w

13 Admin
Figure 3 System
 Figure 4 Shows the System Admin Dashboard which contains a snapshot of the
total number of documents in the system, statistics on document users, categories or
types, and recent activities of document uploads.

COMPANY ABC Logout

Dashboard Documents
Documents
Users
Categories
Reports/Analytics
w

Figure 4 Documents
Figure 5 shows the Documents interface where the admin can search, scan,
upload, edit, and delete documents.

COMPANY ABC Logout

Dashboard Users
Documents
Users
Categories
Reports/Analytics
w

Figure 6 Sys Admin - Users

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 Figure 6 Sys Admin – Users is User Management which allows the administrator
to add users, edit user privileges, change the user categories or delete users.

COMPANY ABC Logout

Dashboard Categories
Documents
Users
Categories
Reports/Analytics
w

Figure 7 Sys Admin – Categories allows admin to search categories, view the
category list, add a category or edit a category.

COMPANY ABC Logout

Dashboard Reports/Analytics
Documents COMPANY ABC Logout COMPANY ABC Logout

Dashboard Dashboard Dashboard Dashboard

Users
Documents Documents
Users Users
Categories No. of Documents No. of Downloads No. of Uploads Categories No. of Documents No. of Downloads No. of Uploads
Reports/Analytics Reports/Analytics
w w

Categories
Reports/Analytics
w Dashboard Dashboard
COMPANY ABC Logout

Dashboard
COMPANY ABC Logout

Dashboard
Documents
Documents
Users
Users
Categories No. of Documents No. of Downloads No. of Uploads
Categories No. of Documents No. of Downloads No. of Uploads
Reports/Analytics
Reports/Analytics
w
w

Figure 8 Sys Admin – Reports/Analytics

15
 Figure 8 Reports Analytics presents a graphical representation of document
uploads, user activity or other relevant metrics. There is also an option to download the
reports or print it.

COMPANY ABC Logout

Profile My Documents
My Documents
DOCUMENT INFORMATION TABLE
Shared Documents
Categories
Search

Figure 10 Users – My Documents

Figure 9 shows Users Profile Interface
where the user can save user information like Name, Address, Contact Number, Position
or other relevant information and has the option to change his password.

Figure 10 Users – My Documents gives users access to a personal library where

he can scan, upload, edit, and delete documents.

COMPANY ABC Logout

Profile Shared Documents

My Documents
DOCUMENT INFORMATION TABLE
Shared Documents
Categories
Search
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 Figure 11 Users – Shared Documents allows users to view, download, edit (if
allowed) and collaborate with other users.

COMPANY ABC Logout

Profile Categories
My Documents
CATEGORY LIST
Shared Documents
Categories
Search
COMPANY ABC Logout

Profile Search
My Documents
PARAMETERS
Shared Documents
Document No.
Categories
Document Title
Search
Date Created

Figure 13 Users – Search

Figure 12 Shows the
Categories Interface for users where they can add or edit categories or tags.

Figure 13 shows the Search Interface for Users. The search interface allows for the
injection of parameters that the user can use to make a more precise search.

3.1.5 Data Dictionary

A data dictionary provides a detailed description of each variable or field used in our
research. Below is the data dictionary for our document management system research
project:
Table 1: Documents Table

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 Field Name Type Collation Null Default Extra
Document INT No None
AUTO_INCR
ID(PK)
Title Varchar Utf8_general_ci No Untitled
(100)
Author Varchar Utf8_general_ci No None
(50)
CategoryID Varchar Utf8_general_ci No None
(FK) (50)
UploadDate Timesta No Current ON CREATE
mp time_stam CURRENT
p() TIMESTAMP
LastModifie Timesta No Current ON UPDATE
dDate mp time_stam CURRENT
p() TIMESTAMP
FileSize INT No None
Description Varchar Utf8_general_ci No None
(250)
AccessType Varchar Utf8_general_ci No None
(10)
FilePath Varchar Utf8_general_ci No None
(250)

Table 1 Documents table serves as a central repository for storing information

about each document in the system. It is connected to the Category Table through
CategoryID(Foreign Key) and the DocumentUserAccess Table through
DocumentID(Foreign Key).

Table 2User Table:

Field Type Collation Null Default Extra
Name
UserId(PK INT No None AUTO_INCR
)
UserName Varchar(10) Utf8_general_ci No None
FirstName Varchar(20) Utf8_general_ci No None
LastName Varchar(20) Utf8_general_ci No None
Email Varchar(20) Utf8_general_ci No None
UserRole Varchar(20) Utf8_general_ci No None
RegDate Date No Current ON CREATE
time_stamp( CURRENT
) TIMESTAMP

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 Table 2 User Table contains all pertinent user information for all employees
allowed access to the Document Management System. User Table is connected to the
DocumentUserAccess Table through UserID(Foreign Key).

Table 3 DocumentUserAccess Table:

Field Name Type Collation Null Default Extra
AccessID(PK) INT No None AUTO_INCR
DocumentID(FK INT No None
)
UserID(FK) INT No None
AccessType Varchar(10) Utf8_general_ci No Download

Table 3 DocumentUserAccess Table contains information on user privileges of

view, edit, download or upload. It is connected to the Document Table through
DocumentID(Foreign Key) and to the User Table through the UserID(ForeignKey.

Table 4: Category Table:

Field Name Type Collation Null Default Extra
CategoryID(PK INT No None AUTO_INCR
)
CategoryName Varchar(20) Utf8_general_ci No None
Description Varchar(100) Utf8_general_ci No NoDescrip

Table 4 Category Table contains information on document categories such as

financial, managerial or whatever categories the stake holders find necessary. It is linked
to the Document Table through the CategoryID(Foreign Key).
3.2 Technical Background
This technical framework provides a structured overview of the technologies and
methodologies that is incorporated into the development of the document management
system.

19
 Figure 14 shows the technical framework of the Document Management System.
After logon and authentication from the User Interface, depending on the nature of the
query, a request is sent to the database layer through the application layer and a response
is provided containing metadata on the particular file. Using the file location obtained
from the database, the application layer directly communicates with the file server or
cloud storage where the document file is stored. The document is streamed or
downloaded, depending on the user preferences.

3.3 Data, Software, and Hardware

3.3.1 Software
XAMPP is a free and open-source cross-platform web server solution stack
package developed by Apache Friends. It is designed to be a simple and lightweight way
to set up a local web server environment for development and testing purposes. It
provides an easy-to-install package that includes all the necessary components to run a
web server on a personal computer. This allows developers to create and test web
applications offline before deploying them to a live server.

MySQL is a widely used open-source database management system known for its
reliability, scalability, and cost-effectiveness. As an open-source solution, it offers a cost-
effective database solution, making it suitable for projects with budget constraints.
MySQL benefits from a large and active community, providing ample support through
online resources and forums. Its proven track record attests to its reliability and stability,
making it a trusted choice for various applications, including document management
systems.

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 MySQL offers robust security features, including user authentication, access
controls, and encryption, ensuring the protection of sensitive data. With cross-platform
support, MySQL can be deployed on Windows, macOS, and Linux, providing flexibility
in choosing deployment environments. Backup and recovery tools are available, crucial
for data protection and disaster recovery planning.

Visual Studio Code (VS Code) is a versatile and widely used source code editor
known for its speed, lightweight nature, and extensive language support. As an efficient
and responsive tool, it provides a favorable environment for development tasks. With
support for various programming languages, including PHP, VS Code offers features
such as syntax highlighting, autocompletion, and built-in debugging functionalities. Its
integrated terminal allows for seamless execution of command-line tools and scripts
directly within the editor. With Git integration built-in, developers can manage version
control directly from VS Code. The editor's active community, regular updates, and
cross-platform availability make it a popular choice for developers looking for a feature-
rich, yet lightweight, code editing experience.

PHPMaker serves as a valuable tool in our document management system due to

its ability to expedite and simplify the development process. As an automation tool,
PHPMaker excels in rapidly generating PHP scripts and creating fully functional web
applications from databases. This results in significant time savings, making it an
efficient choice for projects with tight deadlines or resource constraints. The tool's focus
on CRUD (Create, Read, Update, Delete) operations aligns well with the core
functionality needed in a document management system, streamlining the development of
database-centric applications. While providing quick prototyping capabilities, PHPMaker
also allows for customization, enabling us to tailor the generated code to meet specific
requirements. Its user authentication features, support for database interactions, and
generation of secure code contribute to a more streamlined development workflow.
However, it's important to consider the tool's limitations and supplement it with manual
coding when advanced or customized features are required for our document
management system.

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 FreeBSD as the optimal choice for our file server and document management
system, offering a range of compelling advantages. With a reputation for exceptional
performance, stability, and security, FreeBSD provides a reliable and cost-effective
solution. Its open-source nature means you can benefit from flexibility and
customization, tailoring the system to your specific needs. Embrace the supportive
FreeBSD community, ensuring you have access to resources, expertise, and ongoing
development. While there may be some initial learning curve, the long-term benefits in
terms of performance, security, and community support make FreeBSD a strong
contender for small business enterprise infrastructure.
3.3.2 Hardware
Table 5. Hardware Specifications
HARDWARE SPECIFICATIONS
File Server
Processor Quad Core Intel or AMD
Memory 8 gb ddr 3 or 4
Storage 500gb – 1tb ssd
Network Interface Gigabit ethernet NIC
Backup 500gb – 1tb ssd
Database/Desktop
Processor Intel core i3 7th – 10th gen processor
Memory 4gb ddr2 or 3
Storage 500gb ssd
Network Interface Gigabit Ethernet NIC
Backup 500gb ssd
Printer/Scanner
Printer Epson All in One EcoTank l5290
Scanner Epson All in One EcoTank l5290

Table 5 enumerates the minimum hardware requirements necessary for the proper
functioning of the Database Management System to ensure fast execution and responsive
applications.

3.4 Functional Decomposition Diagram

A Functional Decomposition Diagram is a visual representation that breaks down
a complex system or process into smaller, more manageable sub-functions or
components. It is a top-down approach to system design and analysis that helps in

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understanding the hierarchy of functions within a system. Each level of the hierarchy
represents a different level of detail, starting from the overall system down to the
individual functions or tasks.

As can be seen in Figure 15, the Administrator has 3 main functions. The First
Function is control over documents. This allows him to manage documents into
categories like Financial, Administrative, Internal, External or any other category which
the stakeholders may deem relevant to the small business. It also allows him to specify
document access as to public, private, or shared. He also has the authority to add, edit,
delete, upload and download documents.

The second function is to manage users which includes add, edit, or delete users.
The administrator also has the authority to manage user restrictions as to who can add,
edit, delete, upload or download documents from the file server.

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 Figure 15 Decomposition Diagram

Lastly, the administrator can

generate reports and analytics for use by management and to track progress, evaluate
worker performance and come up with improvements to the system based on historical
data.

The Users can manage their own account information, where they can edit and
save personal information related to their position. They can also add, edit, delete, upload
documents and provide metadata entries for said documents which will be useful in
maintaining the accuracy and validity of the documents stored in the file server.

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 The users can also conduct search and retrieval queries, categorize documents as
to their classifications, and lastly create reports and analytics as a database function.

3.5 Context Diagram

User List
Administrator
Category List

Generate Reports
Request Reports
Generate Reports
Edit Categories Document Management
System for Small Confirmation
Business
Add Users
Document List

Request Documents

Modify Documents Users

Request Reports

Figure 16 Context Diagram

Figure 16 illustrates the Context Diagram,

a high level diagram, representing the flow of data to and from the system as regards to
input and output.

3.6 Data Flow Diagram

A Data Flow Diagram (DFD) is a graphical representation that depicts the flow of
data within a system and the transformations that occur as data moves through different
processes. It is a powerful tool used in system analysis and design to illustrate how data is

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input, processed, stored, and output in a
system. DFDs provide a visual representation of the data flow and the processes that
manipulate the data.

Figure 17 illustrates the dataflow for users in our Document Management System.
In this process, the user requests a search, download or upload of documents. This
request is validated against the user and documentuseraccess table records. Once

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Figure 17 DataflowDiagram for users
verification is complete the documents table is searched or updated depending on the
request. Metadata is transferred to the system containing the file location and a request is
sent to the file server to provide the appropriate file.

Manage Documents
Documents Details
Admin
Documents Details

Manage Users
User Details
User Details

Manage Report Report Details

Report Details

Figure 18 Dataflow Diagram for Admin

Figure 18 Illustrates the flow of data for the administrator side of the system.
Administrators have control over documents, document access, category, and other
related functions. He also has the privilege of managing users through access to the Users
table and DocumentUserAccess table. Finally he can generate reports and statistics.

3.7 Entity Relationship Diagram

tbl_users
PK UserId int
UserName varchar(10)
FirstName varchar(20)
LastName varchar(20)
Email varchar(20) FK
UserRole varchar(20)
Date

tbl_DocumentUserAccess
PK AccessId int
FK DocumentId int tbl_category
FK UserId int
PK CategoryId int
AccessType varchar(10)
27 CategoryName varchar(20)
Description varchar(100)

Figure 19 Entity Relationship Diagram

 Figure 19 shows our Entity-Relationship Diagram (ERD) for our Document
Management System. It is a visual representation of the relationships among users, User
Access, documents, and categories within the database of the management system. It is a
widely used tool in database design and systems analysis to model the structure of a
database and how different entities interact with each other.

3.8 Systems Design

Systems design is a phase in the software development process that focuses on
defining the architecture, components, modules, data, interfaces, and other characteristics
of a system to satisfy specified requirements. It is a crucial step that bridges the gap
between system requirements and the actual implementation of a system.

Systems design is a critical phase because it provides a blueprint for the actual
implementation of the system. A well-designed system is more likely to meet user
requirements, be maintainable, and be scalable for future needs. It serves as a guide for
programmers and other stakeholders involved in the development process.

3.8.1 System Development and Methodology

In our document management system research, system development is the pivotal

phase where the designed system architecture and features are translated into tangible,
functional software. This process involves the implementation of code based on the
detailed design specifications, including the creation of individual modules and system
features.

Rigorous testing follows, to ensure the system adheres to requirements and

functions seamlessly. Debugging is a critical step to identify and correct any errors or
bugs discovered during testing, contributing to the overall stability of the system.

Once validated, the system is deployed, and configured for user access. User
training sessions are conducted to familiarize end-users with the system's functionalities.
Continuous monitoring, maintenance, and documentation updates are necessary to
address future needs and ensure optimal system performance. Collecting user feedback
informs ongoing improvements, aligning the developed document management system

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with user expectations and contributing to efficient document handling within the
organization.

To quickly create prototypes, Rapid Application Development (RAD) is used as

shown in Figure 19, to deliver functional software promptly and make ongoing
improvements based on user feedback.

Figure 19 Rapid Application Development

3.9 Development and

Testing
development and testing are integral steps in the research process, facilitating the
transformation of conceptual designs into functional systems, ensuring adherence to
requirements, and enhancing the overall quality and usability of the document
management system.

3.9.1 Data Gathering Procedure

Surveys can be distributed to potential users, stakeholders, and individuals
involved in the document management system within the organization. Questionnaires
can gather quantitative data on preferences, requirements, and expectations regarding the
document management system. Likert scales and closed-ended questions can provide
structured and measurable responses.

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 Surveys and questionnaires offer a systematic way to collect numerical data,
enabling statistical analysis. This quantitative data can provide insights into preferences,
priorities, and user requirements on a larger scale, allowing for generalizations and
statistical comparisons. It helps in identifying trends and patterns that can inform the
development process.

3.9.2. Data Analysis

The data will be evaluated using the following criterion:

Functionality: Assess the core features and functions of the document management
system. Ensure that it meets the specified requirements, including document
upload/download, search capabilities, user management, and security features.

Usability: Evaluate the user interface and overall user experience. Usable systems are
intuitive, user-friendly, and facilitate efficient interactions. Factors such as
navigation, clarity of labels, and ease of performing common tasks are considered.

Performance: Measures the system's speed, responsiveness, and overall performance. A

well-performing document management system should handle tasks efficiently,
with minimal delays in document retrieval, upload, and search operations.

Scalability: Assess the system's ability to scale as the volume of documents and users
increases. Scalable systems can accommodate growth without a significant
degradation in performance. Factors such as database scalability and concurrent
user support are considered.

Security: Evaluate the security measures implemented in the system. Ensure that sensitive
documents are protected from unauthorized access, and authentication mechanisms
are robust.

Reliability: Assess the reliability of the system in terms of its stability and availability.
Reliable systems minimize downtime and errors, ensuring continuous access to
documents and features..

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Collaboration Features: If collaboration is a key aspect of the system, assess features that
support collaborative document editing, commenting, and version tracking.
Evaluate how well the system facilitates teamwork and communication.

Documentation and Training: The availability of comprehensive documentation and user

training materials is essential. A well-documented system assists users in
understanding its features, and training materials contribute to a smoother
onboarding process.

Feedback Mechanisms: Mechanisms for users to provide feedback on the system. Are
implemented. Continuous improvement is facilitated by gathering user opinions,
identifying issues, and addressing them promptly.

Cost-effectiveness: The cost-effectiveness of implementing and maintaining the system

must be evaluated, Evaluate the return on investment (ROI) in terms of improved
efficiency, reduced document management costs, and enhanced productivity.

By systematically evaluating the document management system against these criteria, we

can ensure that it meets the research objectives, provides value to users, and aligns with
organizational needs.

Likert Scale
Table 6. Likert Scale
Quality Rating Range Scale

Strongly Agree 4.21 – 5.00 5

Agree 3.41 – 4.20 4

Neither Agree or Disagree 2.61 – 3.40 3

Disagree 1.81 – 2.60 2

Strongly Disagree 1.00 – 1.80 1

Table 6, The Likert scale is widely used in survey research and questionnaires to
quantify subjective responses in a measurable and quantitative way. It provides a
structured method for analyzing and comparing attitudes or opinions across a group of

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respondents. The scale's simplicity and ease of interpretation make it a popular choice for
researchers seeking quantitative data on subjective experiences.

3.9.3 Locale and Population of the Study

The location of the study is ABC Corporation, located in Santiago City. The
population is determined by the number of people employed by ABC Company.

3.10 Software Testing

In the context of our document management system (DMS), various types of
testing are applied to ensure the system's functionality, reliability, and performance. Here
are the types of testing and their applications:

Unit Testing: Test individual modules or components of the DMS in isolation. For
example, test the document upload/download module independently to
ensure it functions correctly.

Integration Testing: Verify the interactions and interfaces between different

modules or components of the DMS. Test how well the document
management module integrates with user authentication and access control
features.

System Testing: Evaluate the entire DMS as a complete and integrated system.
Test end-to-end scenarios, including document creation, storage, retrieval,
and user interactions. Verify that all features work seamlessly together.

Acceptance Testing: Assess whether the DMS meets the specified requirements
and is acceptable to end-users. This can include user acceptance testing
(UAT) where actual users validate the system against their needs and
expectations.

Performance Testing: Evaluate the DMS's performance under various conditions.

This includes load testing to assess how the system handles concurrent user
activities, stress testing to determine system limits, and scalability testing to
ensure the system can grow with increasing demands.

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 Usability Testing: Measure how user-friendly and intuitive the DMS is. Test the
user interface, navigation, and overall user experience. Gather feedback
from users regarding the system's ease of use.

Security Testing: Assess the DMS's ability to protect sensitive information and
prevent unauthorized access. Test authentication mechanisms, access
controls, and encryption features to ensure the security of documents and
user data.

User Acceptance Testing (UAT): Involve end-users in the testing process to

ensure that the DMS meets their expectations and needs. Gather feedback on
features, usability, and overall satisfaction.

3.11 Implementation Plan

1. Define Project Goals: Clearly outline the goals and objectives of implementing
the document management system.
2. Assess Readiness: Ensure that the organization has the necessary resources,
including infrastructure and personnel, to support the implementation.
3. Communication: Develop a simple communication plan to inform stakeholders
about the upcoming changes, benefits, and timeline.
4. Data Migration: Plan and execute the migration of existing documents and data
to the new system.
5. System Setup: Set up the required infrastructure and install the document
management system software.
6. User Training: Develop a straightforward training program for users to ensure
they are comfortable with the new system.
7. Gradual Rollout: Implement the system gradually, starting with a small group or
department.
8. Testing: Conduct testing to verify that the system functions correctly. Address
any issues identified during testing.
9. Go-Live: Schedule the official launch of the document management system,
communicating the go-live date to users.
10. Support and Feedback: Establish a support system for user queries and
feedback. Address any issues promptly.
11. Documentation: Create simple documentation for system usage and
troubleshooting.
12. Evaluation: Evaluate the system's performance post-implementation and make
necessary improvements.

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 This simplified plan focuses on essential steps, making the implementation process
more straightforward while ensuring a successful rollout of our document management
system. Adjustments can be made based on the specific needs and scale of the
organization.

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