CHAPTER ONE: GENERAL INTRODUCTION

1.1. Introduction

The Lost Documents Retrieval Management System has been created to simplify the retrieval
of lost documents through a structured administrative approach that guarantees both
efficiency and control. This system features a level of administration: Super Admin with
duties and authority. The Super Admin possesses comprehensive system control, overseeing
essential functions like database management, security oversight, setting permissions, and
facilitating communication between document owners and finders.

The Super Admin is granted full access and responsibilities, primarily focused on managing
the entire system such as delete, edit, and upload documents. This clear delineation of
responsibilities enables the Super Admin to supervise the entire system while assigning the
document upload tasks to institutes, individuals, and organizations. By giving the full access
powers of Super Admin, the system safeguards that all vital functions and security matters
stay under the Super Admin's control. This setup creates a secure, organized, and efficient
framework for managing lost documents, allowing institute, organizations, and individuals to
participate effectively while preserving system integrity and operational oversight.

1.2. Background to Study

Handling and recovering lost or misplaced documents pose major hurdles for individuals,
organizations, and institutions. As the quantity of crucial documents from legal forms and
medical records to academic certifications and financial papers continues to rise, retrieving
them has become fragmented and inefficient, with potential security risks. The absence of a
cohesive and organized method has led to significant time wasted, frustration, and at times,
the permanent loss of essential documents.

Organizations tasked with collecting and storing documents frequently encounter challenges
when it comes to easy retrieval upon request. Document owners often find it difficult to
navigate various channels to recover their lost items, causing delays and inefficiencies.
Although different systems exist, there remains a noticeable gap in providing an integrated
solution that not only ensures safe and efficient document retrieval but also incorporates the
roles of various stakeholders in the process.

The Lost Documents Retrieval Management System is designed to fill these gaps by offering
a thorough, organized, and secure framework for retrieving documents. The Super Admin has
complete authority over the system, overseeing security measures, database upkeep,
permissions, and the communication between document owners and locators. Organization
and Institutes representing their respective organizations are responsible for uploading lost
documents, focusing solely on their organization’s documents.

Introducing this administrative system addresses the growing demand for scalability and
security in managing lost documents. By assigning document upload, filling documents
information and finder information responsibilities to organizations, institutes, and
individuals and centralizing control with the Super Admin, the system aims to enhance
document management and retrieval across multiple sectors. This structured framework
allows organizations, institutes, and individuals to participate in the solution while preserving
the system’s overall integrity.

The study aims to investigate how this system, by employing a structured model of
responsibilities and access, can improve the document recovery process, reduce inefficiencies,
and enhance security.

1.3. Statement of the Problem

The difficulty in tracking and recovering lost or misplaced documents creates significant
challenges for individuals, businesses, and government agencies, resulting in wasted time,
security vulnerabilities, and user frustration. Existing approaches are disorganized and
inefficient, often relying on updated or disconnected systems that delay retrieval and lack
proper security measures. Without a centralized, well-structured solution, the process remains
cumbersome, with unclear accountability and poor coordination among stakeholders.
Addressing this issue requires a secure, scalable, and user-friendly system that simplifies
document recovery, defines clear roles for involved parties, and ensures transparency to boost
efficiency and reliability.

1.4. Objectives of the Study

General Objective:

The primary goal of the study is to develop an integrated, secure, and efficient system for
managing and retrieving lost documents. By establishing a centralized platform, the system
aims to streamline the recovery process, enhance accountability among stakeholders and
reduce inefficiencies while ensuring data security and user convenience.

Specific Objectives:

The system seeks to achieve five specific objectives that address current gaps in document
recovery processes:

1. Assess current challenges in lost document management.

2. Design a scalable and user-friendly retrieval system.
3. Define clear roles for document owners, finders and custodians.
4. Implement robust security measures to prevent misuse.
5. Evaluate the system’s effectiveness in improving retrieval speed and user satisfaction.

1.5. Significance of the Study

This study is significant as it addresses the widespread inefficiencies and security risks in lost
document recovery by proposing a unified, user-centric system. By streamlining retrieval
processes and enhancing accountability, the study benefits individuals, organizations, and
government agencies through reduced time wastage, improved data security, and better
operational efficiency. Additionally, the findings could serve as a foundation for future
innovations in document management systems.

The study holds importance by tackling the fragmented and insecure nature of lost document
retrieval, offering a structured solution to save time, strengthen security, and boost
productivity. Its outcomes will guide policymakers, businesses, and developers in creating
more effective digital record-management frameworks with key contributions below:
 1. A centralized digital platform to streamline lost document recovery, reducing time and
effort for users.
2. Role-based access control to ensure accountability among stakeholders (owners,
finders, and administrators).
3. Enhanced security measures (verification protocols) to prevent misuse of sensitive
documents.
4. A scalable architecture that can be adapted for institutions, enterprises, or government
use.

1.6. Scope of the Study

This study focuses on developing a secure digital platform that connects individuals or
organizations who find or have lost documents with the rightful owners, following identity
verification and payment of a retrieval fee. The system acts solely as an intermediary,
facilitating contact only after completing all security checks and commission processing. The
scope covers digital verification protocols, payment gateway integration, and user matching
algorithms, while excluding physical document handling, direct custody transfer, or legal
authentication of documents.

1.7. Definition of Terms

1. Lost Documents Retrieval Management System: A secure, user-friendly platform that

facilitates the recovery of misplaced documents by connecting individuals who find
documents with their rightful owners, without requiring login credentials.
2. Verification: The process of confirming the accuracy of submitting document details
(name, DOB) or visual evidence (uploaded photos) to ensure legitimacy before
retrieval.
3. Validation: A cross-checking step where the document owner provides matching
information initially entered by the document finder to prove ownership before
accessing the document.
4. Integrity: The assurance that document data remains unaltered and trustworthy
throughout the retrieval process, preventing tampering or unauthorized modifications.
 5. Authentication: Involves user identity verification (passwords), but the system
explicitly excludes this to prioritize accessibility.
6. Database: A structured digital repository storing document details (photos, documents
information), user inputs, and audit logs while maintaining privacy.
7. Security Risk: Potential threats to the system, such as false ownership claims or
unauthorized data exposure, mitigated through admin oversight and minimal data
sharing.
8. Payment Gateway: A transaction processing tool (excluded in this system) that would
handle financial exchanges.
9. Data Privacy: The protection of sensitive user information (personal details in
documents) by restricting access to only necessary parties (document owner and
Admin).
10. Scalability: A system’s ability to handle growing users/documents without
performance loss, ensured via efficient database design and lightweight processes.

1.8. Organization of the Study

Lost Documents Retrieval Management System is designed as a log-free platform to

streamline the recovery of misplaced documents through collaborative interactions between
three key roles: I have your Doc (Doc Finders), I lost my Doc (Doc Owners), and Admin.
Doc Finders initiate the process by uploading basic details and photos of found documents,
while Doc Owners verify their identity by matching submitted information to reclaim lost
documents. The Admin oversees system integrity, mediates disputes, and enforces privacy
protocols, ensuring secure and efficient operations without requiring user authentication. This
approach prioritizes accessibility while maintaining security through a multi-step verification
process, photo-based validation, and minimal data exposure.

The study’s methodology focuses on developing core features such as a document search
engine, an image-based verification system, and an admin dashboard for monitoring. Key
challenges like preventing false claims and scaling the system are addressed through
automated matching algorithms, restricted data visibility, and lightweight database
architecture. The implementation leverages web technologies for front-end interfaces and
secure cloud storage for document photos, with future enhancements including OCR for text
extraction and NLP for smarter search capabilities. By eliminating login barriers, the system
optimizes usability while maintaining robust security through role-based access controls and
administrative oversight.
 CHAPTER TWO: LITERATURE REVIEW

2.1. Introduction

In today's fast-paced world, losing important documents is a common problem. A system that
enables the retrieval of lost documents without requiring user logins would be highly
beneficial. This system would involve three key stakeholders: the person who finds the
document (I have your Doc), the owner of the document (I lost my Doc), and the system
administrator (Admin). This literature review explores related concepts, frameworks, and
technologies to propose a solution for such a system.

2.2. Review of Related Concepts

2.2.1. Document Retrieval Systems: These systems store, index, and retrieve documents
based on user queries. For lost documents, accuracy and user-friendliness are crucial.

2.2.2. Image Processing and OCR: These technologies extract text and information from
photos of documents, enabling the system to match uploaded images with user queries.

2.2.3. Anonymous User Systems: These systems operate without user logins, relying on
unique identifiers to match lost documents with their owners.

2.3. Review of Related Works

Several projects have addressed document retrieval, including:

Project’s Name: DocuMatch

Author(s): Anderson et al. (2019)

Technology Used: Uses OCR, cloud storage, and metadata tagging for efficient matching.

Strength(s): Employs image processing, NLP, and relational databases for user-friendly
searching.

Limitations/Recommendations: Limited to text-based documents; future work should include

image-based document support.
Project’s Name: Lost & Found Hub

Author(s): Martinez and Kim (2020)

Technology Used: Combines blockchain, AI-based search algorithms, and distributed storage
for secure retrieval.

Strength(s): User-friendly interface for uploading and searching documents.

Limitations/Recommendations: Requires login for verification; future work should explore

anonymous user systems.

Project’s Name: SecureDocRetrieve

Author(s): Patel et al. (2021)

Technology Used: Blockchain, AI-based search algorithms, and distributed storage.

Strength(s): Combines security with efficient retrieval.

Limitations/Recommendations: Complex implementation; future work should simplify user

interaction.

Project’s Name: DocuSearch

Author(s): Zhang and Wang (2018)

Technology Used: NLP, metadata tagging, and relational databases for fast and accurate
search capabilities.

Strength(s): Fast and accurate search capabilities.

Limitations/Recommendations: Limited to structured data; future work should extend to

unstructured data.

Project’s Name: FileRecoveryAI

Author(s): Brown et al. (2022)

Technology Used: Deep learning, OCR, and cloud storage.

Strength(s): High retrieval accuracy for both text and image-based documents.

Limitations/Recommendations: High cost of implementation; future work should focus on

cost reduction.

2.4. Proposed Solution

Lost Documents Retrieval Management System offers a multifaceted solution to meet the
needs of its users. For starters, a login-free system offers a consistent and pleasant experience,
enhancing accessibility and user engagement while simplifying development and decreasing
complexity. However, to avoid potential trade-offs in security, data privacy, and
personalization, the system will have strong security mechanisms to secure user data and
assure confidentiality. Furthermore, the system includes separate interfaces for I have your
Doc (Doc Finders) and I lost my Doc (Doc Owners), as well as access controls and a strong
backend system, which improves usability and efficiency for each group while also
improving data integrity and security. The access controls enable role-based access by
restricting access to authorized users only, and ensure confidentiality. Additionally, the
system features separate interfaces for I have your Doc (Doc Finders) and I lost my Doc (Doc
Owners), along with access controls and a robust backend system, improving usability and
efficiency for each group while enhancing data integrity and security. The access controls
ensure role-based access, restricting access to authorized users only, and the robust backend
system supports multiple interfaces and access controls, providing a scalable and adaptable
design. Furthermore, to address the need for secure and controlled access to sensitive
documents, the system implements a verification check mechanism, restricting access to
sensitive documents and requiring users to undergo a verification process before viewing
their documents, thereby enhancing the overall security and integrity of the system.
 CHAPTER THREE: MATERIALS AND METHODS USED

3.1. Introduction

This chapter outlines the materials, methodologies, tools, and system design considerations
used in developing the Lost Documents Retrieval Management System (LDRMS). The
system is designed to facilitate the retrieval of lost documents by connecting individuals who
find documents (I Have Your Doc) with those who lost them (I Lost My Doc). The system
operates without a login mechanism to ensure ease of access, while incorporating security
measures to verify document ownership.

The project follows the Waterfall methodology due to its structured, sequential approach,
which is suitable for a solo developer working on a well-defined system with clear
requirements.

3.2. Development(s) Methodology Used

3.2.1. Waterfall Methodology

The Waterfall model was chosen for this project due to its linear, sequential approach to
software development where each phase must be completed before the next begins. It
emphasizes structured documentation like BTech projects, clear milestones, and minimal
iteration, making it ideal for projects with well-defined requirements like login-free retrieval
and low uncertainty. Below are the Waterfall Model phases that this system has undergone as
it uses Waterfall model for development.

 Requirements Gathering and Analysis: This phase involves collecting and analyzing
the requirements both functional and non-functional requirements of the project from
the stakeholders.
 System Design: This is where the system’s architecture and design are developed
based on the requirements gathered in the previous phase. This phase involves
creating a detailed design document that outlines the system’s components, interfaces,
and functionality. The output of this phase is a system design document that serves as
a blueprint for the implementation phase.
  Implementation (Coding): The implementation phase involves writing the code for the
system based on the design document. This is where the actual development of the
system takes place. The output of this phase is the working code of the system, which
then tested and validated in the next phase.
 Testing: This phase involves testing the system to ensure that it meets the requirement
and the works as expected. This phase involves identifying and fixing defects and
bugs in the system. The output of this phase is a tested and validated system that is
ready for deployment.
 Deployment: It involves deploying the system to the production environment. This
includes installing, configuring, and making the system available to users or
launching the system for real-world use. The output of this phase is a deployed system
that is accessible to users.
 Maintenance: The system is maintained and updated to ensure that it continues to
meet the changing needs of users. This phase involves fixing bugs, making
enhancements, and updating the system to adapt to new requirements. The output of
this phase is a maintained and updated system that continues to meet the needs of
users.

3.3 Tools and Materials Used

3.3.1 Hardware Requirements

Hardware requirements refer to the physical components and equipment needed to support
the operation of this system, in this case, the Lost Documents Retrieval Management System.
The hardware requirements for the system would include:

 Processors: High-performance processors to handle multiple requests and processes

simultaneously starting from Intel Core i5 or equivalent minimum.
 Memory: Adequate RAM to ensure smooth operation and efficient data processing
starting from 8GB minimum.
 Storage: Large-capacity storage devices to store and manage documents and data
256GB SSD (for database storage) minimum.
  Internet Connection: A stable and reliable internet connection is also a crucial
requirement for the Lost Document Retrieval Management System required for
deployment and cloud-based storage. Minimum upload speed of 10 Mbps to ensure
fast data transfer and efficient document retrieval and a minimum download speed of
50 Mbps to ensure fast data transfer and efficient document retrieval.

3.3.2 Software Requirements

Software requirements refer to the specific needs and constraints that a software system must
meet in order to satisfy the needs of its users and stakeholders. These requirements can be
functional, non-functional, or technical in nature. Lost Documents Retrieval Management
System requires the following software components:

 Front-end: HTML (HyperText Markup Language) is used for structuring and

presenting content on the web, CSS (Cascading Style Sheets) is used for styling and
layout, and JavaScript is used for client-side scripting and dynamic effects.
 Back-end: PHP (Hypertext Preprocessor) is a server-side scripting language used for
web development, providing a robust and scalable solution for building dynamic web
applications.
 Database: MySQL (My Structured Query Language) for relationship database
management system (RDBMS) for flexible document storage. MySQL is a popular
and widely-used database management system providing a robust and scalable
solution for relational database management.
 UI/UX Design: Figma is used for UI and UX design, providing a collaborative and
cloud-based solution for designing user interfaces and user experiences (for user
friendly interface).
 Image Storage: Firebase Storage (for document image uploads) is used for storing and
serving images and other files, providing a scalable and secure solution for
cloud-based storage.
 Version Control: Git is used for tracking changes in code and collaborating with
developers, providing a robust and scalable solution for version control & GitHub is
 used for version control and collaboration, providing a web-based platform for
managing code repositories.
 Testing: Postman (API testing) is used for testing and debugging APIs, providing a
robust and scalable solution for API testing and Jest (unit testing) is used for testing
JavaScript code, providing a robust and scalable solution for unit testing.

3.4 System Modules

The Lost Documents Retrieval Management System consist of three main modules that work
together to facilitate the retrieval of lost documents. These modules are designed to provide a
user-friendly and efficient way for users to submit, search, and retrieve lost documents.

1. I have your Doc (Doc Finder) Module

The “I have your Doc” module allows users to submit found documents by entering
document details such as name and document number depending on the document type.
Additionally, users are required to upload front and back photos of the document to ensure
accurate identification. This module provides a simple and straightforward way for users to
submit found documents, which can then be matched with lost documents submitted by other
users.

2. I lost my Doc Module

The “I lost my Doc” module enables users to search for lost documents by name. If a match
is found, the user must provide verification details matching those submitted by the finder
before retrieval, ensuring that the document is returned to its rightful owner.

3. Admin Module

The Admin module, on the other, is responsible for managing document records, resolving
dispute (if any), and monitoring system activity. This module provides a centralized platform
for administrators to oversee the system’s operations and ensure that everything runs
smoothly.
3.5 System Analysis

3.5.1 Functional Requirements

Requirement Description
FR1 System allows I Have Your Doc users to
submit document details and upload images.
FR2 System allows I Lost My Doc users to search
documents by name.
FR3 System verifies ownership by cross-checking
user-provided details with stored data.
FR4 Admin have access to all records for
management.

FR5 UI/UX directly supports the system’s

usability, user interaction, and interface
functionality.

3.5.2 Non-Functional Requirements

Requirement Description
NFR1 System responds within 2 seconds for search
queries.
NFR2 Document images securely stored with
restricted access.
NFR3 System is accessible on mobile and desktop
browsers.
3.5.3 Cost Evaluation

Item Cost Estimate (CFA)

Domain & Hosting 35,000 francs/year

Cloud Storage (Firebase/Cloudinary) 15,000 francs/month

Development Tools (Open-source) 0 francs

Total Estimated Cost 210,000 francs/year

3.5.4 Project Schedule

Phase Duration

Requirement Analysis 2 Weeks

System Design 2 Weeks

Implementation 6 Weeks

Testing 1 Week

Deployment 1 Week
3.5.5 Use Case Analysis

Figure1: System Use Case Diagram

In Figure 1 above, the System Use Case Diagram for the Lost Documents Management
System illustrates the core functionalities and interactions between users (actors) and the
system. The diagram highlights two primary user roles: (Doc Owner) "I lost my Doc,"
representing users searching for their lost documents, and (Doc Finder) "I have your Doc,"
encompassing users or admins who upload, search, or return found documents. Key use cases
include "Upload Docs," which allows users to submit details of lost or found documents,
"Search Docs" for querying the system based on criteria like document type or owner name,
and "Delete Docs" for removing entries post-retrieval or when outdated. An optional "Rating"
feature enables users to evaluate the system's effectiveness or the assistance provided by
others.

The diagram in Figure 1 also emphasizes key interactions, such as (Doc Finder) "I Have Your
Doc," where users submit document details and images, and (Doc Owner) "I Lost My Doc,"
where users search and verify ownership. Additionally, the admin plays a critical role in
managing records and resolving disputes. This structured breakdown ensures a clear
understanding of how users and the system collaborate to streamline the process of
recovering lost documents, enhancing efficiency and user satisfaction.
3.5.6 Sequence Diagram

Figure2: System Sequence Diagram

In Figure 2 above, the System Sequence Diagram outlines the step-by-step process for
claiming a lost document, involving interactions between the User, System, and Admin. The
process begins when the User submits document details (e.g., document id number, name)
along with photos, which the System stores. An automated validation step checks if the `Doc
name search` matches the `Doc name filled`—if not, the process terminates; if yes, it
proceeds to user verification. Here, the System requests additional details (e.g., name, DOB)
from the User before forwarding the data to the Admin for manual review. The Admin either
approves the claim, prompting the System to notify the User ("Claimed your Doc"), or rejects
it, requiring the User to re-enter correct information.

The diagram in Figure 2 highlights key interactions, including decision points (e.g., name
matching, admin approval) and the System’s role as a mediator between the User and Admin.
It also emphasizes error handling, with clear feedback loops (e.g., retry mechanisms) for
invalid data submissions. This structured flow ensures secure and efficient document
verification while maintaining accuracy through automated checks and manual oversight,
ultimately enhancing user trust and system reliability.
3.5.7 Activity Diagram

Figure3: System Activity Diagram

In Figure 3 above, the System Activity Diagram maps the end-to-end workflow for claiming
a lost document, detailing interactions between the User, System, and Admin. The process
starts when the User submits document details (e.g., ID number, name) and uploads photos,
which the System stores. A critical first decision point checks if the searched document name
matches the submitted name—if not, the process terminates; if yes, it advances to verification.
Here, the User provides additional details (e.g., DOB), which the System forwards to the
Admin for manual review. A second decision point determines whether the submitted
information matches stored records: if valid, the document is marked as claimed (Stop); if
invalid, the User is prompted to re-enter data, creating a feedback loop.

The diagram in Figure 3 emphasizes key components: actors (User, System, Admin), decision
points (automated name check and admin-led validation), and outcomes (successful claim or
retry/termination). While the flow effectively models the process, adherence to UML best
practices (e.g., clearer swimlanes, standardized symbols) could further improve readability.
This structured approach ensures robust verification, balancing automation with human
oversight to secure document recovery while minimizing errors.
3.6 System Design

3.6.1 System Architecture

Figure4: System Architecture Diagram

In Figure 4 above, the System Architecture Diagram illustrates a client-server model with
distinct layers for frontend, backend, and data management. The frontend consists of a
web-based UI enabling user interactions, while the backend leverages a REST API to process
requests and manage database operations. Key components include the Admin interface for
system control, document management modules ("I have your Doc" and "I lost my Doc"),
and integrated services like MTN Mobile Money for payments and a Notification system for
user alerts. The Server acts as the central hub, connecting these services to a MySQL
database that stores structured data (e.g., document details and images), with the broader
Database layer encompassing all storage systems.

The diagram in Figure 4 highlights modularity and separation of concerns, showcasing how
users (Admin or document owners) interact via the Internet to access services. Workflows
demonstrate how the Server processes requests—retrieving or updating data in the
database—while external integrations (e.g., payment services) handle transactions.
Relationships between components are clearly defined: "I have your Doc" and "I lost my
Doc" form the core document management functions, MySQL is a subset of the Database,
and MTN Mobile Money operates under Payment Services. This architecture ensures
scalability, with design artifacts (wireframes/prototypes) guiding implementation.

3.6.2. System Design Strategy

 Stateless Design: No login system; relies on document verification.

 Security: Only matching details allow document retrieval.
3.6.3. Class Diagram

Figure5: System Class Diagram

In Figure 5 above, the System Class Diagram presents the core structure of a Lost Documents
Retrieval Management System, defining key classes, their attributes, methods, and
relationships. The User class serves as the base entity, with attributes like `userId`, `name`,
and `userType` (distinguishing Admin from GeneralUser), and methods such as `search()`
and `upload()`. Specialized classes like LostReport (tracking lost documents) and
FoundDocument (managing found items) inherit or associate with the Document class, which
handles metadata (e.g., `documentType`, `status`) and lifecycle methods (`updateStatus()`).
The Admin class, inheriting from User, adds administrative controls (`verifyLostReport()`,
`manageUsers()`), completing the system’s hierarchical design.

The diagram in Figure 5 emphasizes workflows and relationships: Users file reports via
`LostReport`, while found items are logged in `FoundDocument` and linked to documents.
Admins oversee verification and resolution, updating statuses (e.g., "returned") to close cases.
Key interactions include generalization (User → Admin), associations (Document ↔
LostReport/FoundDocument), and encapsulation of document lifecycle logic. This modular
design ensures clear separation of concerns, enabling efficient tracking, retrieval, and
management of lost documents while maintaining system integrity through role-based access.
3.6.4 Entity-Relationship Diagram (ERD)

Figure6: System Entity-Relationship Diagram (ERD)

In Figure 6 above, the Entity-Relationship Diagram (ERD) for the Lost Documents Retrieval
Management System defines the data structure and relationships between core entities. The
diagram features three primary entity types: "I have your Doc" (enabling document
searches/uploads with attributes like `ID` and `Phone No`), document types (ID Card,
Passport, Birth Certificate with unique identifiers and owner details), and "I lost my Doc"
(storing owner information like `Name` and `DOB`). Key relationships include:

- Own: A 1-to-1 mandatory link (`M`) between "I lost my Doc" and document types,
enforcing document ownership.

- Upload: A 1-to-N connection allowing "I have your Doc" to register multiple lost
documents, with optional participation (`I`) for documents not yet uploaded.

The ERD in Figure 6 clarifies system workflows:

1. Registration: Users ("I have your Doc") upload document details, which are linked to
owners via the `Own` relationship.

2. Verification: Attributes (e.g., `Name`, `DOB`) enable ownership matching.

3. Retrieval: Searches use `Phone No` or document IDs to locate lost items. Participation
constraints (`M`, `I`, `N`) ensure data integrity e.g., every document must have an owner, but
not all are uploaded through the system. This structured approach optimizes document
tracking while maintaining flexible user interactions.

3.6.5 Data Dictionary

Field Type Description

doc_id Int Unique document identifier

doc_name Varchar Name on the document

doc_type Varchar ID, Passport, etc.

finder_details Object Contact info of the finder

image_urls Blob Links to document images
 CHAPTER FOUR: IMPLEMENTATION, RESULTS AND TESTING

4.1 Introduction

This chapter presents the implementation details, results, and testing strategies for the Lost
Documents Retrieval Management System. The system was developed using a combination
of HTML, CSS, JavaScript for the frontend, PHP for server-side processing, and SQL for
database operations. The implementation followed an iterative approach, with each module
being developed, tested, and refined before integration with other components. The chapter
documents the practical realization of the system design presented in previous chapters,
showcasing how theoretical concepts were transformed into a functional application that
addresses the problem of lost document management and retrieval.

4.2 Implementation

4.2.1 User Interface Implementation

The user interface was implemented using responsive HTML5 and CSS3 with Bootstrap
framework to ensure compatibility across different devices. HTML structures and organizes
web content, defining elements like headings, paragraphs, images, and links to create the
system’s layout and functionality, as illustrated in the provided snippets:
CSS is essential for styling web applications, controlling presentation, layout, and visual
design of HTML elements. It ensures appealing, responsive, and consistent user interfaces
across all devices:
Below are the snippet screenshots of the Home Page of the Doc Finders only since having
separation of concerns, this page enables them to select the document type they want to report
from the options in Lost Documents Retrieval Management System using HTML and CSS:
Below are the snippet screenshots of the Entry Point, which is where the Doc Finders fills in
the missing documents information including the front and back (if required) photo of the
documents depending on the document type selected which is implemented using HTML and
CSS:
Below are the snippet screenshots of the Home Page of the Doc Owners only since having
separation of concerns, this page enables them to select the document type they want to
search over do a general search in Lost Documents Retrieval Management System using
HTML and CSS:
4.2.2 Database Implementation

The MySQL database was implemented with the following key tables:

4.2.3 Core Functionality Implementation

The PHP backend implemented the business logic for document management:
4.2.4 Search Functionality Implementation

The document search feature was implemented with AJAX for real-time results:
4.3 Results

4.3.1 User Registration and Authentication

The system successfully implemented secure user authentication with password hashing:
4.3.2 Document Management Dashboard

The admin dashboard provides comprehensive document management capabilities:

4.3.3 Search and Claim Functionality

The system successfully implemented document search and claim verification:

4.4 System Testing Strategies

4.4.1 Unit Testing

Individual components were tested in isolation:

4.4.2 Integration Testing

Modules were tested together to ensure proper interaction:

4.4.3 System Testing

The complete system will undergo comprehensive end-to-end testing following this workflow
once implementation is fully completed. The testing phase will first verify core
functionalities including: (1) the user registration flow to ensure new users can successfully
register and receive confirmation; (2) document submission to confirm all document types are
properly recorded in the system; (3) search functionality validation to guarantee accurate
results with partial matching capabilities; (4) the claim process to test document verification
and status updates; and (5) admin functions to validate user and document management
capabilities.

Security testing will be conducted as a critical component of system validation, focusing on

SQL injection prevention, XSS vulnerability protection, secure session management, and
proper password security measures. Additionally, rigorous performance testing will be
performed to evaluate response times under varying loads, optimize database queries, and
ensure stable handling of concurrent users. This structured testing approach will be
implemented systematically once all development work is finalized to deliver a robust and
secure Lost Documents Retrieval Management System.