Invention Journal of Research Technology in Engineering & Management (IJRTEM) ISSN: 2455-3689

www.ijrtem.com ǁ Volume 1 ǁ Issue 7 ǁ

Web based of electronic document management systems

Viliam Malcher1, Jürgen Maier2
1
( Faculty of Management, Department of Information Systems, Comenius University, 820 05 Bratislava 25, Odbojárov 10, P.O.
Box 95, Slovak Republic, Europe)

ABSTRACT : An electronic document management system is a software program that manages the creation, storage and control
of document electronically. The primary function of that system is to manage electronic information within an organization’s
workflow. In this paper the aim is to develop web based application for document management systems that is able to deliver access
to any one authorized anytime, anyplace on any device.

Keywords: Document management systems, electronic document, web application, digital document, document scanning

INTRODUCTION
Digital document management systems are software applications that capture paper document and variety of electronic files while
providing for the storage, retrieval, security and archiving of these document [1, 2]. The document management process begins with
the conversion of paper document and other electronic document (for an example word documents, images) to electronic files.
Document management applications enable more efficient distribution of and control over information, files and records throughout
your organization. To implement a successful digital management system, you must choose the right system for your organization.
Digital document management provides your staff with immediate access to the information that allows them to make better
decisions about issues [3]. With digital document management systems, your employees will be able to support their work processes,
work more efficiently, collaborate more efficiently, and they can dramatically increasing productivity.

Document management systems make it easy the share documents electronically with colleagues and client over a network. Digital
document management enables the management of information and provides the ability to rapidly find, retrieve and share all the
documents in repository of your department, or company. In this paper we have proposed a web based application for the searching
and open files.

DIGITAL DOCUMENT MANAGEMENT

The process of digital document management begins with the conversion of paper or other documents into digitized images. These
images (files) can be organized and quickly retrieved, indexed and archived. When files are scanned or electronically converted, we
expect that a high-resolution digital copy is stored on the hard drive. Which documents user can read a what actions they can
perform on these documents depend on the level of security that the system administrator has assigned to them. One of the most
important factors in how successful a document management system will be is how easy it is to use. Usability is critical in
encouraging rapid staff acceptance. A system will be only be widely used if it is simple to find and open documents for reading.

We develop a web based application for electronic documents [4, 5, 6]. The document here is considered as a computer electronic
document, not the paper document. The typically process of manipulating a document normally involves 4 stages: create, view, edit,
and save. The stage of edit document we will not considered. All electronic document are created in the PDF (Portable Document
Format) format. The process of digitalization of document and all schema of management document is shown in Figure 1

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 Web based of electronic document management systems

Fig. 1: Process of scanning documents in the electronic format.

All document are saved in the PDF format on the file server. Files and folders are basic elements of the file system. Every file must
exist in the folder. It means, the folder have many files. Users can manipulate with files include searching and open the selected
files. Files and folders can be shared using a password protection. For using of this project we used database, namely Access
database, and the ASP.NET technology with C# language. The information about the electronic document are saved in the table in
the Access database, see Figure 2

Fig. 2: The structure of the table for the documents.

All digitalized electronic documents are stored in the PDF format on the file server (Figure 3).

Fig. 3: The PDF documents located on the file server.

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 Web based of electronic document management systems

The PDF document is opened automatically by the Acrobat Reader. The Acrobat Reader must be installed on the client computer.
The ASP.NET code programmed in the language C# is written in the Appendix.

Fig. 4: Web application for the searching and open the document.

CONCLUSION
Probably the biggest advantage of electronic document management systems has been its ability to provide simultaneous documen t
access to a number of users spread throughout the organization. Employees in remote locations can quickly retrieve and view
documents. These documents cannot be altered, and any document access or action can be tracked through an history. Document
management systems turn paper into digital images such as PDF or other files that can be stored electronically and, with some
software help, searched or edited. These systems also can improve electronic filing, retrieving and secure access to information. At
its simplest, a document management system consists of a scanner and software that convert paper documents to electronic PDF
files.
Most electronic document formats such as Word documents and Excel spreadsheets can also be loaded into electronic document
management systems. During minutes, for example, are loaded as Word document to provide full text searching of meeting minutes.
This allows searching past minutes to quickly determine when a specific issue was discussed or how a decision was made.

REFERENCES
[1] W. B. Green, Introduction to Electronic Document Management Systems (Academic Press, Inc., 1993).
[2] A. Azad, Implementing Electronic Document and Record Management Systems (Anerbach Publication Taylor & Francis
Group, LLC, 2008).
[3] R. Kunis, g. Rünger and M. A Schwind, Model for Document Management in e-Gvernemt Systems Base on Hierarchical
Process Folders, The Electronic Journal of e-Government, Vol.5, Issue 2, (2007) 191-204.
[4] S. R. G. Fraser, Real World ASP.NET: Building a Content Management System (Apress, 2002).
[5] M. MacDonald, M. Szpuszta, Pro ASP.NET 2.0 in C# 2005 (Apress, 2005).
[6] M. MacDonald, A. Freeman, and M. Szpuszta, Pro ASP.NET 4.0 in C# 2010 (Apress, 2010).

APPENDIX
<%@ Page Language="C#" %>
<%@ Import Namespace="System.Data" %>
<%@ Import Namespace="System.Data.OleDb" %>
<%@ Import Namespace="System.Diagnostics" %>
<html>
<body style="FONT-FAMILY: arial">
<form id="form1" runat="server">
<table>
<tr align="left"><td><img src="norms.png" width="180" height="40"> &nbsp; &nbsp; &nbsp; &nbsp;
&nbsp; &nbsp; &nbsp; <font size="6pt">List of Norms</font></td>
</tr>
</table>

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 Web based of electronic document management systems
<asp:Label ID="A" Visible="false" runat="server" />
<asp:Label ID="B" Visible="false" runat="server" />
<asp:Label ID="LabelS" Visible="false" runat="server" />
<table width="100%" bgcolor="#cccccc">
<tr><td><asp:Button ID="button1" Text="Menu" OnClick="Menu"
Font-Size="9" Width="120px" Height="25px" BackColor="seagreen" ForeColor="white"
runat="server" />
<font size="2pt">Write chars of Norm number:</font>
<asp:TextBox ID="txtSearch" Width="200px" runat="server" />
<asp:Button ID="Btn1" OnClick="Searching" Text="Searching" BackColor="darkolivegreen"
ForeColor="white" runat="server" />
<br> &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
&nbsp;
&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;
</td>
</tr>
</table>
<br>
<table width="40%">
<tr><td valign="top">
<asp:GridView ID="gridView1" runat="server"
CellSpacing="1" GridLines="1" CellPadding="2" BackColor="beige" ForeColor="Black" Font-Size="10pt"
AutoGenerateColumns="false"
OnSelectedIndexChanged="SelectionIndexChanged"
DataKeyField="ID">
<Columns>
<asp:CommandField ShowSelectButton="true" ButtonType="Button" SelectText="Sel" />
<asp:BoundField HeaderText="Norm number" DataField="NormNumber" />
<asp:BoundField HeaderText="Norm Name" DataField="NormName" />
</Columns>
<HeaderStyle Font-Bold="True" HorizontalAlign="center" ForeColor="white" BackColor="seagreen" Font-Size="10pt" />
</asp:GridView>
<td valign="top"><asp:Panel ID="Panel1" Width="500px" Visible="false" BackColor="silver" runat="server">
<table><caption bgcolor="beige"><b>Record</b></caption>
<tr><td><font face="arial" size="2">Norm number:</font>
<td><font face="arial"><asp:textbox id="NormNumber" font-size="10" BackColor="beige" Width="200px"
runat="server"/></font>
<tr><td><font face="arial" size="2"><b>Norm name:</b></font>
<td><font face="arial"><asp:textbox id="NormName" font-size="10" BackColor="beige" width="350"
Rows="4" TextMode="Multiline" runat="server"/></font>
<tr><td><font face="arial" size="2">File norm:</font>
<td><font face="arial"><asp:textbox id="FileName" font-size="10" BackColor="beige" Width="200px"
runat="server"/></font>
<tr><td><font face="arial" size="2">Note:</font>
<td><font face="arial"><asp:textbox id="Note" BackColor="beige" runat="server" width="300px"/></font>
<tr><td> &nbsp;
<asp:Button ID="btnSubor" Text="Open File" ForeColor="white" Font-Size="9" BackColor="darkolivegreen" OnClick="OpenFile"
runat="server" />
<tr><td> &nbsp;
</table>
</asp:Panel>
</table>
</form>
</body>
</html>
<script runat="server">
public void Searching(Object o, EventArgs e)
{
string cmd, FilterValue;
Panel1.Visible = false;

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 Web based of electronic document management systems
FilterValue = txtSearch.Text;
OleDbConnection conn = new OleDbConnection(@"Provider=Microsoft.ACE.OLEDB.12.0; Data Source =
C:\ABOX\NORMY2\Data\NormyDb.accdb");
cmd = "select * from Norms where NormNumber LIKE '%" + FilterValue + "%' ORDER BY NormNumber
ASC";
OleDbDataAdapter da = new OleDbDataAdapter(cmd,conn);
DataSet ds =new DataSet();
da.Fill(ds,"MyTable");
gridView1.DataSource = ds;
gridView1.DataBind();
gridView1.Visible = true;
}
public void SelectionIndexChanged(Object o, EventArgs e)
{
Panel1.Visible=true;
GridViewRow row = gridView1.SelectedRow;
A.Text = row.Cells[1].Text;
Response.Write(A.Text);
OleDbConnection conn = new OleDbConnection("Provider = Microsoft.ACE.OLEDB.12.0; Data Source =
C:\\ABOX\\NORMY2\\Data\\NormyDb.accdb");
string cmd = "SELECT * FROM NORMS WHERE NormNumber ='" + A.Text + "'";
OleDbDataAdapter da = new OleDbDataAdapter(cmd, conn);
DataSet ds = new DataSet();
da.Fill(ds,"T");
gridView1.DataSource = ds;
gridView1.DataBind();
NormNumber.Text=ds.Tables["T"].Rows[0]["NormNumber"].ToString();
NormName.Text=ds.Tables["T"].Rows[0]["NormName"].ToString();
FileName.Text=ds.Tables["T"].Rows[0]["FileName"].ToString();
Note.Text=ds.Tables["T"].Rows[0]["Note"].ToString();
LabelS.Text = FileName.Text;
}
void Menu(Object o, EventArgs e)
{
Response.Redirect("Menu.aspx");
}
public void OpenFile(Object o, EventArgs e)
{
Process p = new Process();
ProcessStartInfo s = new ProcessStartInfo(@"C:\ABOX\Normy2\Normy\"+LabelS.Text);
p.StartInfo = s;
p.Start();
}
</script>

Listing1: The code programmed by the language C# in the ASP.NET technology.

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