A Secured Cloud-Based Electronic Document Management System

Abstract

Documents stored and managed on paper are characterized by lots of inefficiencies and work-related issues such as high time consumption, errors, and redundancy during information collection, storage, and retrieval. Producing documents using computer-supported methods has become common practice in the institution but the management of documents is still done with manual methods. It is also worth noting that the increased volume of document production and distribution through e-mail systems and workstation-based file managers has aggravated problems in document security, control, tracking, and retrieval. In this work, a secured cloud-based electronic document management system was designed (SECEDOMAS). The system consists of three processes, namely:

• The document entry process,
• Electronic document management system (EDMS), and
• Document retrieval and sharing process

The system was implemented using HTML, CSS, JavaScript, Laravel (PHP framework), and MySQL. An Advanced Encryption Standard (AES) algorithm was used to encrypt the documents stored and shared to prevent the documents from unauthorized users. The system was tested using the document of exams and records unit of Olusegun Agagu University of Science and Technology, Okitipupa. The performance shows that it is effective in storing, retrieving, and sharing processes. SECEDOMAS is well-structured, more efficient, secure, and durable.