Document Archiving System (DAS)

The Document Archiving System (DAS) is a secure and organized digital platform designed to store, manage, and retrieve documents efficiently. It helps organizations maintain compliance with regulatory standards, retention policies, and internal governance by providing features such as role-based access control, audit trails, and automated notifications.

 

  • Provide centralized document management for companies.
  • Ensure compliance with document retention and license requirements.
  • Enable structured folder architectures for document storage.
  • Improve security with authentication, authorization, and audit trails.
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System Functions (Document Archiving System)

    • Manage group and sister concern company records.
    • Upload and track license documents with expiry notifications.
    • Create folder architectures aligned with organizational hierarchies.
    • Upload and manage documents within folders.
    • Configure document retention policies and automate archival.
    • Provide secure authentication, authorization, and activity tracking.

System Features and Functional Requirements

Company Information Management
    • Create and manage group companies.
    • Link sister concern companies.
License Document Management
    • Upload company-specific licenses (e.g., trade license, tax certificate).
    • Configure expiry notifications (email alerts before expiration).
Folder Architecture
    • Create folder structures based on company organogram.
    • Assign departments, roles, or positions to folders.
Document Upload & Management
    • Upload documents into predefined folders.
    • Restrict or authorize access to specific folders or files.
    • Maintain document metadata (title, tags, version).
Document Retention & Archiving
    • Define retention policies (e.g., 3 years, 5 years).
    • Automatically archive documents after expiry period.
    • Enable retrieval of archived documents if needed.
Security & Compliance
    • User authentication with secure login.
    • Role-based authorization (folder-level or document-level).
    • Audit trail capturing who accessed/modified documents.
    • User activity logs for compliance.

System Models (Document Archiving System)

Company Information Management
    • Use Case Diagrams: Company Management, Document Upload, Folder Access, License Tracking.
    • Workflow:
      1. Admin creates company/folder structures.
      2. Users upload documents.
      3. License expiry notifications sent.
      4. Retention engine archives expired documents.
      5. Audit logs maintained for all actions.
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