Motivation and the Problem Statement
In order to address the challenges faced during document transfers within the institution, where physical movement and involvement of various intermediaries is common, the implementation of a sophisticated software solution is proposed. The main objective is to enable real-time tracking of the document's location and status at every stage of its journey, eliminating the need for the sender to physically inquire about its whereabouts.Another critical concern in the current document transfer process is document privacy and security. As the document physically travels through its trajectory, there is a risk of unauthorised access or theft, potentially compromising sensitive information or confidential data.
What is Doctrak
Doctrak is an innovative and efficient software platform for digitizing document transfers within institutions. It eliminates physical transport, improves tracking, and ensures data security. Users with specific roles (Admin, Professor, Dispatcher) can create documents, sign them digitally, and route them to designated dispatchers. The platform records a comprehensive timeline for real-time tracking. By centralizing document flow, Doctrak enhances efficiency and minimizes physical handling, ensuring data integrity with digital signatures.
How Doctrak is build
Doctrak is a cutting-edge document management solution that tackles the challenges of document transfers within institutions. The development process involved transforming the traditional document flow into a digitized, real-time tracking system. By creating a user-friendly interface, users (Admin, Professor, Dispatcher) can seamlessly create, sign, and route documents within the platform.
Key features like digital signatures were implemented using Node RSA, ensuring data integrity and authentication. Role-based access control guarantees that users only have access to relevant functionalities, enhancing security and streamlining document flow. The platform categorizes documents based on departments, allowing dispatchers to efficiently tag the next user or authority for forwarding.
Doctrak's efficient dispatcher dashboard displays tagged documents and user requests, facilitating smooth document transitions.
Key features| Real-time Tracking: To enable real-time tracking, the development team implemented a comprehensive timeline recording the document's journey at every stage. This feature allows users to monitor document progress without physical inquiries, enhancing efficiency and accountability.
Digital Signatures: The team integrated Node RSA to implement secure digital signatures. Users' private and public keys were generated mathematically linked but untraceable to ensure data integrity and authentication during document creation and approval.
Role-based Access Control: Doctrak's user-friendly interface was built with role-based access control, ensuring that users with specific roles (Admin, Professor, Dispatcher) only had access to relevant functionalities, creating a secure and efficient document flow.
Categorization and Tagging: The team designed the platform to categorize documents based on relevant departments like Library, Registrar, Accounts, Academics, or Infrastructure. Dispatchers could tag the next user or authority for forwarding, facilitating seamless document routing.
User Profiles: User profiles were integrated, displaying essential details such as user designation, name, department, and documents created or tagged. Cloudinary was utilized for user profile photo storage and retrieval.
Dispatcher Dashboard: The dispatcher dashboard was built to display tagged documents (highlighted and non-highlighted) and documents created by dispatchers. The dashboard also showed requests from users to handle document transitions.
Document Creation: Users (Dispatcher, Professor) could create new documents directly within the platform, entering essential document details like recipient (TO), department, title, and description, streamlining the creation process.
Multiple Dispatcher Handling: To facilitate efficient document routing, the team implemented the feature where all dispatchers receive notifications when a user checks and digitally signs a document. The first dispatcher to accept the request would handle the next phase of the document's trajectory.
Challenges we ran into
Designing and implementing role-based access control required meticulous planning to ensure that users had appropriate access to functionalities while maintaining data security.Ensuring the confidentiality and security of sensitive documents and user information demanded robust encryption measures and strict access controls.Integrating secure digital signatures using Node RSA required careful encryption and decryption processes to maintain data integrity and prevent unauthorized access. The First Prototype of Doctrack is very slow , then I learned about node clustering and managed to make it faster.
Accomplishments that we're proud of
All the key feature of the Doctrack like Digital Signature Application,Multiple Dispatcher Handling,Tagging.Also being able to over the Challenges that I ran into .
What we learned
Different concepts like private and public key, RSA Algo , Cashing , Clustering
What's next for DOCTRAK
Hosting it and Integrating on cloud platform .
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