ABSTRACT
The main aim of the project File Tracking System is to provide flexibility to government departments to maintain huge amount of pending files. This system will help all government departments to keep track of every file.
Existing System:
In existing scenario, handling thousands of files is great problem in every government department; moreover volume of files increases substantially. Every department follows a process of processing and every file has to be routed through many govt. officers like Officer of Superintendent, Under Secretary Administration, Deputy Secretary, and Additional Secretary and again back in same way. Some times files are received from other departments and returned back after processing.
The problems with the existing system are
- Processing of documents would take about 15-20 days
- Tracing files became difficult after it was forwarded by a particular official
- Huge time delays when needed to refer to last references of letters, as
- searching a particular mail was time consuming
- Huge cost of storage and maintenance of communication/ letters
- Dependency on peons/ clerks for fetching files
Proposed System:-
Our System is designed for Automation of Department of Industries. In this System, We need to process files in Hierarchy and proper action should be taken and necessary permissions are given for the requested Files. Sometimes we have to take concern of different departments into consideration.
For Example: – Pollution Board Permissions for some Industries.
In This case Deputy Secretary has permission to check with these other depts. And the user will keep a remark for this permission and the client has to get the necessary papers and submit to the department.
Ourproposed system i.e. File Tracking System is a workflow solution whereby the movement of files/documents across sections and within was streamlined. The whole process is also web-enabled, so that the ministry officials can access their work from anywhere in the world. The new File Tracking System will help people to keep track and to know the exact status of their files through web. It will also help govt. officials to see the list of files pending with them. Every file entering in to any department will be registered at receiving counter and will be assigned with unique ID. Every officer processing that file will also update status on system and that will be available with everyone.
In This System, File will transferred from one level of designation to upper level and every Officer will make a remark if it is rejected in any case.
SOFTWARE REQUIREMENTS:
• Web Technologies : HTML, CSS, JS. JSP
• Programming Language : Java
• Database Connectivity : JDBC
• Backend Database : MySQL
• Operating System : Windows 08/10
HARDWARE REQUIREMENTS:
• Pentium processor : Core I3
• RAM Capacity : 2GB
• Hard Disk : 250GB
• Monitor : 15’’ Color Monitor
