A PROPOSAL TO BUILD

A CLOUD BASED DOCUMENT

MANAGEMENT SYSTEM

JOSEPH OGBAJI OLUOHU

Email: [email protected]
Phone: (+234) 909 7982 2977
Table of Contents

EXECUTIVE SUMMARY...............................................................................................2

PROJECT OVERVIEW...................................................................................................3

SCOPE OF WORK...........................................................................................................5

SOLUTION OUTLINE.....................................................................................................7

EXECUTION TIMELINE & BUDGET.......................................................................11

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EXECUTIVE SUMMARY
There is a need to develop A Cloud Based Document Management System applicable for safe,
and secured recording of all document. If there is appropriate and safe recording of all papers,
issues that Nigerian firms are encountering, such as embezzlement, fraud, misappropriation, and
mismanagement, may be minimized.

Therefore, the focus of this effort is on designing and implementing a cloud-based document
management system with a focus on space management and security. By "cloud-based," we
mean that the papers are stored online as opposed to being in our local computer's memory.

At WebiQ, we hold one goal above all others: 100% client satisfaction. Our in-house team of
software developers, UI & UX designers and graphic designers, uphold the highest standards for
project planning and execution, and we’re dedicated to building the perfect cloud based
document management system for your business, on-time and on-budget.

Webiq is a leading provider of software / application to businesses in the media, education,

documentation etc... With a team of experts boasting extensive experience in the field, we are
well placed to help our clients grow and thrive - even in challenging times. By really getting to
know our customers, our talented team are able to offer unique and customized solutions backed
by data driven analysis and broad research.

As a company we believe in building long lasting client partnerships which help us all grow. To
learn more about how our tailor-made solutions can help your business flourish.

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PROJECT OVERVIEW
Challenges Nigeria organizations are facing which include embezzlement, fraud,
misappropriation and mismanagement can be checkmated if there is a proper and secure
documentation of all documents. Hence this work focuses on the design and
Implementation of a Cloud-Based Document Management System with special emphasis
on security and space management. By cloud-based we mean having an online storage
rather than leaving the documents in our local computer memory.

Waterfall design model and three-tier architecture will be used in the design of this work.
HTML, CSS, JavaScript and jQuery is also used for the codes at the Client side, PHP is
used at the Server-side scripting and MySQL was at the Data Server side in the work.
PHP AES encryption algorithm will be used in encryption and decryption of all allowed
document types in the system while Zzlib library is used for the compression module in
the work.

The work will make it easier for organizations to find document, securely store
document, share document without stress. Considering the immense benefit this work
holds, it is important for all organizations to key into this work as a means of securely
documenting its documents.

Cloud storage is a model of computer data storage in which the digital data is stored in
logical pools. The physical storage spans multiple servers (sometimes in multiple
locations), and the physical environment is typically owned and managed by a hosting
company. These cloud storage providers are responsible for keeping the data available
and accessible, and the physical environment protected and running. People and
organizations buy or lease storage capacity from the providers to store user, organization,
or application data.

Cloud storage services may be accessed through a collocated cloud computing service, a
web service application programming interface (API) or by applications that utilize the

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API, such as cloud desktop storage, a cloud storage gateway or Web-based content
management systems.

Storage systems are increasingly subject to attacks. So, the security system is quickly
becoming mandatory feature of the data storage systems. For the security purpose we are
always dependent on the cryptography techniques

Problem Statement
The Buhari / Idiagbon government claimed that Nigeria had previously paid 27 billion of
its external debt; why, then, did Nigeria pay another 12 billion without the legislature's
consent? (Umunnah, 2012) In an interview hosted by the Chinua Achebe Foundation. It
is clear that fraud, embezzlement, and lack of responsibility are caused by faulty file
(records and document) documentation.

The continued use of paper documents raises some significant issues because they have
made it easier for corruption, misappropriation, mismanagement, embezzlement, and
fraud because the documents that show how money is spent, how projects are carried out,
and how expenses used on projects are either not properly stored or are easily altered
without leaving a trail of who changed them or when. A cloud-based solution is thus
required to put a stop to the horrifying life cycle of the virus known as mismanagement,
fraud, and embezzlement that has infected all of our enterprises.

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SCOPE OF WORK

Background

For many years, records management and the physical filing and retrieval of information
were what companies did until the 80’s when word processing sprung into life. Suddenly,
documents were appearing in hardcopy and on computer. Over the next decade,
document and document image management tried to find a footing in corporate and
government offices but even though they worked to a degree, they were complex,
extremely expensive, hard to manage and require a lot of effort for the users to index
documents (Knowledgeone, 2005). In common language the word document usually
means an information carrier containing written or drawn information for a particular
purpose. Central to the idea of a document is usually that it can be easily transferred,
stored and handled as a unit (Bjork, 2002). Organizing large volumes of physical records
are difficult and there are instances where it is difficult to extract a record/document from
the large volume of them, it is almost certain that management of document is prone to
human error (Akashah, Syamsul, Jusoff & Christon, 2011).

Nowadays, storage systems are increasingly subject to attacks. So, the security system is
quickly becoming mandatory feature of the data storage systems. For the security purpose
we are always dependent on the cryptography techniques (Kahanwal, Dua & Singh,
2012).

Encryption is the most effective way of computer science concerned with developing
schemes and formula to achieve data and information security through the use of codes
(Das, Lanjewar & Sharma, 2013). Today the privacy is the main issue to sending
information from one point to another in data transmission.

Encryption is the process that turns encoded text back into the original message and
information, whereas encryption allows messages or information to be encoded in a way
that makes it very difficult to read or interpret (Das et al., 2013). Why is it secure? It is

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clear that information technology has advanced, leading to unauthorized access to and
control of information, records, and data. Malware is software that can give its creators
partial or complete control of your computer, allowing them to do whatever they please.
Sniffer is a program or piece of hardware that can intercept and log traffic passing over a
digital network or part of a network. A crucial concern for any firm is security.

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SOLUTION OUTLINE
Aims and Objectives

The aim of this proposal is to design a Cloud-Based Document Management System which will
curb the above stated problem by storing documents in an online storage server (Cloud) while the
specific objectives are to:

i. Efficient Document Storage and Retrieval: Design a structured document storage system
that allows users to upload documents, categorize them using metadata, and retrieve
documents quickly using advanced search functionalities.
ii. Collaboration and Sharing: Implement real-time collaboration features that enable
authorized users to co-edit documents, add comments, and share documents securely with
colleagues and external stakeholders.
iii. Version Control: Develop a version control mechanism to track document revisions,
ensuring that users can access and revert to previous versions when necessary.
iv. Security and Access Control: Incorporate robust security measures, including user
authentication, role-based access control, and data encryption, to safeguard sensitive
information.
v. User-Friendly Interface: Design an intuitive and responsive user interface for both web
and mobile platforms, prioritizing ease of use and a seamless user experience.
vi. Scalability and Performance: Build the DMS architecture to be scalable, capable of
handling growing document repositories, and ensuring optimal performance for users
accessing documents simultaneously.
vii. Integration with Cloud Services: Integrate with popular cloud storage providers (e.g.,
AWS S3, Google Drive) to leverage their storage capabilities and enhance data
redundancy.
viii. Study Existing Works: on Document Management System, encryption, decryption and
compression algorithm.
ix. Design an Improved Cloud-Based Document Management System: Using the PHP
version of AES encryption and decryption algorithm code and adding a compression
module using PHP ZIP compression function.
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The tool used for this work are discussed below:

Php

(Recursive backronym for “Hypertext Preprocessor”): a server-side scripting language designed

for web development but also used as a general-purpose programming language. It serves as the
back-end which will interact with the database, server and applets. PHP is at the forefront of
Web 2.0 and Service Oriented Architectures enabler technologies along with other open source
projects MySQL, Apache or JBoss. With ten years of development behind it, PHP is a relatively
young programming language. Nevertheless, millions of developers world-wide use PHP to
develop systems that power over 20 million websites.

JavaScript

A dynamic computer programming language used as part of Web browsers, whose

implementations allow client-side scripts to interact with the user, control the browser,
communicate asynchronously, and alter the document content that is displayed.

HTML

HyperText Markup Language, commonly referred to as HTML, is the standard markup language
used to create web pages.

CSS

Cascading Style Sheet, used for styling the markup page, for better user interface and experience.

MYSQL

Named MYSQL officially but also called "My Sequel" as of July 2013, the world's second most
widely used relational database management system (RDBMS) and most widely used open

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source RDBMS. It a relational database management system (RDBMS) with no GUI tools to
administer MySQL databases or manage data contained within the databases.

Apache HTTP Server

Apache HTTP Server, colloquially called Apache, is the world's most widely used web server
software. Apache supports a variety of features, many implemented as compiled modules which
extend the core functionality. These can range from server-side programming language support
to authentication schemes. Some common language interfaces support Perl, Python, Tcl, and
PHP. Popular authentication modules include mod_access, mod_auth, mod_digest, and
mod_auth_digest, the successor to mod_digest. Popular compression methods on Apache include
the external extension module, mod_gzip, implemented to help with reduction of the size
(weight) of Web pages served over HTTP.

React

React is a popular framework for web development, react prioritizes the user experience and
design flow, developers, it can construct components for reusable instances. It is simple to
retrieve and show data since each component's state is controlled independently.

The project will be executed in the following phases:

Requirements Gathering: Conduct detailed discussions with stakeholders to understand

their needs and gather requirements for the DMS.

System Architecture Design: Develop a comprehensive architecture plan outlining the

frontend, backend, database structure, and integration points with cloud services.

UI/UX Design: Create wireframes and mockups for the user interface, focusing on
intuitive navigation and a user-friendly experience.

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Backend Development: Build the backend infrastructure, including document storage,
database management, and security features.

Frontend Development: Develop web and mobile interfaces with responsive design,
incorporating the required features for document management and collaboration.

Integration and Testing: Integrate different components of the system and conduct
rigorous testing to ensure functionality, performance, and security.

User Acceptance Testing: Collaborate with stakeholders to perform user acceptance

testing and gather feedback for necessary refinements.

Deployment and Training: Deploy the DMS to the chosen cloud environment, provide
user training, and ensure a smooth transition from existing systems.

Ongoing Support and Maintenance: Offer ongoing technical support, monitoring, and
maintenance to address any issues and ensure system stability.

Design Architecture

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EXECUTION TIMELINE & BUDGET
Timeline
STAGE COMPLETION DATE
PROJECT KICKOFF MEETING NILL

HOSTING AND DOMAIN 1 DAY

INITIAL DESIGN WIREFRAME 3 – 4 WEEKS

PAGE MOCKUPS 4 – 6 WEEKS
SITE COPY & IMAGES 6 – 8 WEEKS
WEBSITE DEVELOPMENT 8 – 16 WEEKS
TESTING & DEBUGGING NILL
WEBSITE LAUNCH NILL

The project is estimated to be completed within 6 months, with a budget of ₦44,010,000

NGN. The budget will cover personnel costs, cloud infrastructure expenses, software
development tools, testing resources, user training, and contingency.

Timeline

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 NAME PRICE QUANTITY
WEB SERVERS / CLOUD STORAGE N9,000,000.00 1
DOMAIN NAME N10,000 1 DOMAIN
USER INTERFACE DESIGN (UI & UX) N2,000,000.00 WEB PAGES
WEB & MOBILE & DEVELOPMENT N22,000,000.00 1 MVP
MAINTENANCE (OPTIONAL) N11,000,000 PER ANNUM
SUBTOTAL N44,010,000 1 CLOUD BASED
DOCUMENT
MANAGEMENT
SYSTEM

AGREEMENT

In signing this document below, [Your Name] and [Client Name] confirm their
agreement to the terms and conditions laid out in this business proposal and form a
binding contractual agreement beginning on the date of signing.

[Your Company] [Client Company]

Signature Signature

Date Date

[Your Name] [Client Name]

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