Design and Implement of File and Document Management With Role-Based Access Control For ST Thomas Jhs.

SUNYANI TECHNICAL UNIVERSITY
FACULTY OF APPLIED SCIENCE AND TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE
DESIGN AND IMPLEMENT OF FILE AND DOCUMENT
MANAGEMENT WITH ROLE-BASED ACCESS CONTROL FOR ST
THOMAS JHS.
ANTWI KINGSFORD
06201076
OPOKU KYEREMEH GODFRED
06201198
KUMI CHARLES
06201166
YEBOAH EVANS
06201229
JUNE, 2023
DECLARATION
We hereby declare that, except for reference for other people’s work which has
been duly acknowledged, this project work consists of our own work produced
from research undertaken under the supervision and that no part has been
presented from any degree elsewhere.
STUDENT NAME INDEX NUMBER SIGNATURE DATE
ANTWI KINGSFORD 06201076 ……………. …………..
KUMI CHARLES 06201166 ………………
…………..
YEBOAH EVANS 06201229 ………………
…………..
OPOKU KYEREMEH GODFRED 06201198 ………………
…………..
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CERTIFICATION
This is to certify that the project report entitled “DESIGN AND IMPLEMENT
OF FILE & DOCUMENT MANAGEMENT SYSTEM WITH ROLE-
BASED ACCESS CONTROL FOR ST THOMAS JHS” is an authentic record
and work done by us and submitted in partial fulfilment of the requirement for the
HIGHER NATIONAL DIPLOMA in INFORMATION AND
COMMUNICATION TECHNOLOGY in Computer Science department of
Sunyani Technical University (STU).
MR. JOHN TENGVIEL ……………………... …………………..
(Supervisor) Signature Date
DR. Ben B.K Ayawli ……………………. …………………..
Head of Department Signature Date
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ACKNOWLEDGEMENT
We are grateful to everyone who in different phases of this project work
contributed toward making it a dream come true. First and foremost, thanks be to
the Almighty God for His guidance, and protection throughout the period. We are
also grateful to our supervisor for his positive assessment, guidance and selfless
assistance.
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DEDICATION
We, first of all, dedicate this project to the almighty God for the knowledge,
guidance and protection throughout our tertiary education, not forgetting our
parents for their motivation and assistance, to all our loved ones who proved to be
supportive and resourceful throughout this period. Finally, our special dedication
goes to our project supervisor Mr. John Tengviel for his patience and guidance
throughout our course. We pray that the Lord will supply every need of him
according to his riches, Amen.
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TABLE OF CONTENTS
DECLARATION.......................................................................................................................
CERTIFICATION...................................................................................................................
ACKNOWLEDGEMENT......................................................................................................
DEDICATION.........................................................................................................................
LIST OF FIGURES..............................................................................................................
ACCROYMS...........................................................................................................................
ABSTRACT.....................................................................................................................................
CHAPTER ONE.......................................................................................................................
INTRODUCTION....................................................................................................................
1.0 Background Study.............................................................................................1
1.2 Statement of The Problem...........................................................................3
1.3 Objective of The Study......................................................................................3
1.3.1 The General Objectives..............................................................................4
1.3.2 Specific Objectives......................................................................................4
1.4 Significance of The Study..................................................................................4
1.5 Limitations and Delimitations of The Study....................................................5
1.6 Scope of The Study.............................................................................................6
1.7 Organization of Work........................................................................................7
CHAPTER TWO.....................................................................................................................
LITERATURE REVIEW........................................................................................................
2.0 Overview.....................................................................................................................................
2.1 History of File & Document Management System Plus Role-based Access
Control......................................................................................................................9
2.2 The Failure of Traditional Document and File Management.......................13
2.3 Role-Based Access Control..............................................................................14
2.4 Access Control..................................................................................................16
2.4.1 How others have used the access control.................................................18
2.5 Electronic Document Management System....................................................19
2.5.1 Advantages of Electronic Document Management Systems..................19
2.6 Review of the Literature and Research Related to the Project.....................20
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CHAPTER THREE...............................................................................................................
SYSTEM ANALYSIS AND DESIGN..................................................................................
3.0 Introduction......................................................................................................22
3.1 Solution Overview............................................................................................22
3.2 System Requirements......................................................................................25
3.2.1 Functional Requirement...............................................................................26
Functional Requirements:........................................................................................26
3.2.2 Non-Functional Requirements:....................................................................26
3.3 Design Specification.........................................................................................27
3.4 Design Methodology.........................................................................................28
3.4.1 Data Collection..........................................................................................30
3.4.2 System Architecture..................................................................................30
3.4.3 Unified Modeling Language (UML)........................................................31
3.4.4 Use Cases Diagram....................................................................................31
3.4.5 Data Flow Diagrams.................................................................................35
3.4.7 System Testing......................................................................................................................
3.4.8 System Implementation........................................................................................................
3.4.9 System Maintenance.............................................................................................................
3.5 System Requirements......................................................................................38
3.5.1. Hardware Requirements:........................................................................38
3.5.2. Software Requirements:..........................................................................39
3.5.3 User Interface Requirements:..................................................................39
3.5.5 Non-Functional Requirements.................................................................40
CHAPTER FOUR..................................................................................................................
PROGRAM DEVELOPMENT....................................................................................................
4.0 Introduction......................................................................................................40
4.1 Program Development Tools and Structure..................................................41
4.1.2 Programming Languages.........................................................................41
4.1.3 Development Frameworks and Libraries................................................44
4.1.4 Development Environment.......................................................................46
4.1.5 Security Mechanisms................................................................................48
2.0 System Testing..................................................................................................51
4.2.1 Testing Process..........................................................................................52
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4.2.2 Unit Testing...............................................................................................52
4.2.3 Integration Testing....................................................................................52
4.2.4 Sub-System Testing...................................................................................53
4.2.5 System Testing...........................................................................................53
4.2.6 Acceptance Testing....................................................................................54
4.2.7 User Interface Design................................................................................54
4.3 System Deployment..........................................................................................61
4.3.1 Deployment Architecture:........................................................................62
4.3.2 Environment and Tools Required for Deployment:...............................63
4.3.3 Deployment Type......................................................................................64
CHAPTER FIVE....................................................................................................................
SUMMARY, CONCLUSION AND RECOMMENDATION.....................................................
5.1 Summary.....................................................................................................65
5.2 Conclusion..................................................................................................66
5.3 Recommendations......................................................................................67
References...............................................................................................................................
APPENDEX............................................................................................................................
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LIST OF FIGURES
Figure 3. 1................................................................................................................................................
Figure 3. 2 tier Architecture System......................................................................................................
Figure 3. 3 Use case function for the User.............................................................................................
Figure 3. 4 Use case Function for the Administrators..........................................................................
Figure 3. 5 Data flow of the system........................................................................................................
Figure 3. 6 Flowchart diagram of the system........................................................................................
Fiqure 4 . 1 Login Form 48
Fiqure 4 . 2 Database Structure..............................................................................................................
Fiqure 4 . 3 Main Dashboard of the system...........................................................................................
Fiqure 4 . 4 Home form...........................................................................................................................
Fiqure 4 . 5 Drive of the system..............................................................................................................
Fiqure 4 . 6 All files form........................................................................................................................
Fiqure 4 . 7 Archives Form.....................................................................................................................
Fiqure 4 . 8 My Drive Form....................................................................................................................
Fiqure 4 . 9 Roles and Permissions Form..............................................................................................
Fiqure 4 . 10 Audit trail Form................................................................................................................
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ACCROYMS
ACL: Access control list----------------------------------------------------------------------------------
DAC: Discretionary Access Control---------------------------------------------------------------------
DMS: Database Managment System--------------------------------------------------------------------
DRBACS: Distributed Role-Based Access Control-------------------------------------------------
EDMS: Electronic document management system--------------------------------------------------
FMS: File Management System--------------------------------------------------------------------------
GDPR: General Data Protection Regulation-----------------------------------------------------------
GUI: Graphical User Interface---------------------------------------------------------------------------
HIPAA: Health Insurance Portability and Accountability Act------------------------------------
HTML: Hypertext Markup Language-----------------------------------------------------------------
JHS.-------------------------------------------------------------------------------------------------------------
MAC: Mandatory Access Control----------------------------------------------------------------------
MySQL: My Structured Query Language------------------------------------------------------------
NFSv4: Network File System version 4----------------------------------------------------------------
NIST: National Institute of Standards and Technology--------------------------------------------
PHP: Hypertext Preprocessor---------------------------------------------------------------------------
RAD: Rapid Application Development----------------------------------------------------------------
RBAC: Role-Baesd Access Control----------------------------------------------------------------------
SSL: Secure Sockets Layer-------------------------------------------------------------------------------
ST: Saint-------------------------------------------------------------------------------------------------------
TLS: Transport Layer Security-------------------------------------------------------------------------
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UML: Unified Modeling language----------------------------------------------------------------------
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ABSTRACT
This paper presents a files and documents management system that incorporates
SMS notification alerts to improve organization and accessibility of files. The
system aims to provide efficient and convenient management of files and
documents, allowing users to easily upload, organize, and search for files. Real-
time SMS notifications are sent to users whenever new files are added, modified,
or deleted, ensuring that users are always informed about changes to their
documents. Customizable notification settings are provided, giving users the
flexibility to choose their preferred frequency and specific events for receiving
SMS alerts. The system prioritizes the security and privacy of files and user
information, implementing robust security measures to prevent unauthorized
access or data breaches. Integration with other communication channels, such as
email or instant messaging, is also supported. The system features a user-friendly
interface that is intuitive and easy to navigate, enabling users to quickly find and
manage their files. Scalability and reliability are important considerations,
allowing the system to handle many files and users with minimal downtime or
technical issues. Analytics and reporting features are included to track file
management activities, providing insights into usage patterns and document
history. Overall, the files and documents management system with SMS
notification alerts enhances organization, accessibility, and productivity for users.
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CHAPTER ONE
INTRODUCTION
1.0 Background Study
Almost all information stored on a computer must be in a file or a document. Each document
is stored in the computer individually by name in what is called a file. A file is a collection of
letters, numbers, and special characters. It may be a program, a database, a desertion, a
reading list, a simple letter etc. There are many different types of files, data files, text files,
program files, directory files and so on. Different types of file stores different types of
information. For example, program file stores programs whereas text files store text.
(Abdulahi, 2014)
In today’s information age, where every success is dependent on fast storage, access control
and retrieval of information. Computer file and filing techniques have gained more attention.
Files in a programming sense are not very different from other forms of files or other
applications. The biggest difference is that in a program you access the file sequentially (you
read one line at a time starting at the beginning) and also when you can write by creating a
new file from scratch (or overwriting an existing one) or by appending to an existing one.
(Oparah, 2013)
Different programming languages have different approaches or methods of creating, editing,
and updating files when it comes to file sharing and access control. The structure of a file is
known to the software that manipulates it. For example, database files are made up of a series
of records, and word processing files contain the flow of text. (Oparah, 2013) Except for
ASCII text files which contain only raw text other files have proprietary structures.
Formatting and other types of information are contained in headers or interspersed throughout
the file. Most file sharing and access is carried out in storage devices like magnetic disks,
flash drives and hand disks. Optical disks are also available, and it is usually faster to access.
Software manufacturers store their software for sale on optical disks because they are
essentially preferred for applicants requiring large volumes of reference data. (Sean, 2015)
There is still a significant amount of file processing carried out using a file stored on magnetic
tape, but it is often done on mainframes computers in large commercial industries or financial
institutions. Magnet tape continues to be a backup medium, especially in its cartridge forms.
When using files, the entry of data is separated from the processing of data. Hence a file can
be created at one time and processed or used later. In fact, a file is designed to store data that
can be processed further. (By & Publishing, n.d.)
It is important also for an enterprise to develop a security system that secures the information
system against external threats. An important stage of data protection building in an
information system is the creation of a high-level model, independent from the software,
satisfying the needs for the protection and security of a system. One of the basic concepts of
protection models is access control. The purpose of access control to data in an information
system is to limit actions or operations that the system’s users can execute. The access control
based on role concept represents an interesting alternative to traditional systems of DAC
(Discretionary Access Control) type or MAC (Mandatory Access Control) type. RBAC (Role-
Based Access Control) model based on a role concept defines the user’s access to information
based on activities that the user can perform in a system. (Gramlich, n.d.)
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1.2 Statement of The Problem
Junior high schools face challenges in managing files and documents efficiently and securely.
The absence of an organized system leads to lost documents and potential data breaches.
Existing manual and digital solutions are inadequate. There's a need for a user-friendly file
management system with role-based access control to address these issues and enhance
accessibility, efficiency, and data security within the school environment. Some of the
challenges associated with manual file management include:
1. Limited control over who can access and modify files, posing a potential risk.
2. Inefficient file retrieval process leading to wasted time and effort.
3. Lack of proper security measures to protect sensitive information.
4. Difficulty in accessing and managing files and documents in a disorganized system.
1.3 Objective of The Study
The objective of the study implies, creating a system that allows for organized
storage and retrieval of files and documents with Role-based access control to ensure
that only authorized individuals have access to specific files based on their roles or
responsibilities. By implementing this system, we aim to improve accessibility,
enhance security, and streamline the overall file management process at the school.
1.3.1 The General Objectives
The general objective of our study is to design and implement a file and document
management system with role-based access control for a junior high school. This system aims
to improve accessibility, enhance security, and streamline the overall file management
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process. By achieving these objectives, we can create a more efficient and secure environment
for managing files and documents at the school.
1.3.2 Specific Objectives
From the general objectives, the following specific objectives were derived. The study
sought to:
1. Creating a system that helps organize and manage files and documents in a more
efficient and secure manner.
2. Limiting control over who can access a file.
3. Developing a system that will send a SMS notification to users whenever a new file is
shared.
1.4 Significance of The Study
The importance of this research work is based on the following:
1. It will help to solve the problem faced by the administrative department.
2. The system will promote and protect the confidentiality, integrity and availability of
information and resources.
[3.] To reduce the workload or piledpile of files in the administrative sector.
3.[4.] It will prevent file loss in transit.
4.[5.] This research work will be equally valuable for students who may carry out similar
research in a related field for reference purposes.
1.5 Limitations and Delimitations of The Study
Every research work has its challenges. Consequently, this research had its limitations. The
major limitation of this project work was the challenge is gathering requirements for the
system. Several attempts to reach the administrator of an organization for appropriate
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requirements were unsuccessful, as such most of the analysis and interpretations, made for this
report are based on secondary data obtained. The data could have some inherent mistakes and
errors.
Limitations of the study refer to the factors or constraints that may have influenced the
research or implementation of the File Sharing Management System with Role-Based Access
Control. These limitations should be acknowledged to provide a balanced perspective on the
study's findings and conclusions. Here are some potential limitations to consider:
Time Constraints: The study has been conducted within a limited timeframe, which could
impact the depth and breadth of the research. The time constraints may have prevented us
from exploring all relevant aspects or conducting long-term evaluations of the system's
performance and effectiveness.
Technological Limitations: The study has been conducted using specific technologies,
software versions, or hardware configurations. These technological choices can influence the
system's functionality, performance, and security. It is important to acknowledge that different
technologies or implementations may yield different results.
User Adoption and Behavior: The success of a file sharing management system heavily
relies on user adoption and behavior. The study does not fully explore the factors influencing
user acceptance, satisfaction, and engagement with the system. User behaviors and
preferences can significantly impact the system's effectiveness and usage patterns.
Security and Privacy Considerations: While the File Sharing Management System is
designed with role-based access control and security measures, there may be inherent security
risks or vulnerabilities that were not fully explored or addressed in the study. It is essential to
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recognize that the system's security and privacy aspects may require ongoing monitoring and
updates.
Scalability and Performance: The study may not have extensively tested the system's
scalability and performance under high user loads or increased file sizes. The system's ability
to handle a growing number of users and files, as well as its performance in resource-intensive
scenarios, may need further investigation.
1.6 Scope of The Study
The main objective of this study is to identify a better way of designing and implementing a
computerized File and Document system and Role-based access control that will reduce the
problems faced by the existing system. The study is narrowed down to exams and records of
the ST. Thomas JHS School for the computation of the student database. It was the range of
perception or understanding which gave rise to the action taken in implementing the desired
program, designed to handle pools of files and students’ database files.
1.7 Organization of Work.
The research work is organized into five chapters. Chapter one focuses primarily on the
background of the project, the objective of the study, the scope of the project, the limitation of
the project, and the goals and significance of the project.
Chapter two concerns itself with what other researchers have done concerning the topic under
study. It reveals theories and concepts that have been generated. It focuses on the various
technologies employed in the area under study.
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Chapter three focuses on the analysis and design of the proposed system. It recommends basic
aims that the proposed system ought to accomplish and designs how the components of the
system interact to carry out the system's functions.
Chapter four implements the various algorithms generated in the third chapter. It discusses
GUI design principles, design concepts, program structure, system implementation, system
testing and test results. It ensures that all objectives of the proposed systems are achieved.
Chapter five ends the study with a summary and discussions of various findings. It also
focuses on reviewing the strengths and limitations of the implemented system. Finally, it also
provides direction into the future by stating research areas associated with the study.
CHAPTER TWO
LITERATURE REVIEW
2.0 Overview
This chapter reviews some related works various scholars and researchers have postulated to
outline and explain the history of File Management Systems plus Access Control.
2.1 History of File & Document Management System Plus Role-based Access Control
File management has traditionally been split between file owners and file system
administrators. Owners manage file organization, naming, and protection, while
administrators manage file system configuration, backup and recovery, hardware and
performance, disk space, etc. As file systems grow in size, complexity, and criticality,
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managing them has become increasingly complex both for file owners and file system
administrators.(Anders & Hejlsberg Mads Torgersen, Scott Wiltamuth, 2015)
An electronic file or document is an information container in electronic form, which gathers
together information from a variety of sources, in several formats, around a specific to meet
the needs of a particular individual. (Bjork, 2016)
A user can create an electronic document on a personal computer without creating a paper
document. An electronic document can be identified, taken, and stored for the internet,
intranet, and External in an electronic manner. A single electronic document can be processed
and transmitted to others on networks at the same workplace or even by users around the
world via the Internet. (Sun’s & Aouad’s, 2014)
One advantage of electronic documents or files is that every user doesn't need to have the
same media. An electronic file can be delivered in any format that meets the needs of the user.
Retrieving files and documents may often, as a last resort, require asking a person to deliver
them. The most sophisticated method currently applied is to use file management systems
(FMS), where the documents are stored centrally on a server and users interact with this
central repository through interfaces implemented using standard web browsers. (Egan, 2015)
Currently, it’s nearly 20 years after the beginning of the mass commercialization of the
Internet, and the media have progressed exponentially.
Access control in a Document Management System (DMS) enables project managers and
system administrators to assign different access levels to users or groups. This allows them to
restrict access to specific documents or parts of the DMS to certain users or groups only.
(Adam & Freeman, 2014)
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To implement access control, system administrators first create user roles. These roles define
the level of access that a user or group has to the DMS. For example, a project manager may
have full access to all documents and the ability to edit them, while an engineer may only
have access to certain documents and the ability to view them.
After creating user roles, system administrators assign permissions to them. These permissions
determine the actions that a user or group can take within the DMS, such as viewing, editing,
or deleting documents. (Ike et al., 2013)
Additionally, access control in a DMS includes measures such as password protection and
encryption. These measures ensure that only authorized users can access sensitive information
and that the data is protected from external threats.
The benefits of Access Control in a DMS are as follows:
1. Data security
Access control ensures that only authorized users have access to sensitive information,
reducing the risk of data breaches or unauthorized access and maintaining data security.
2. Improved collaboration
Project managers can assign different levels of access to different users or groups. This
ensures that all team members have the right level of access to the right documents at the
right time, which enables them to work together more efficiently.
3. Compliance with regulations
By controlling who can access sensitive information, businesses can ensure compliance
with regulations such as HIPAA or GDPR. This reduces the risk of legal action.
4. Better organization
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Access control helps to keep the DMS organized and easy to navigate. This feature
enables users to easier retrieve the documents they need. Less document retrieval and
review time lead to an organization’s cost efficiency.
5. Auditing and tracking
Access control allows tracking and auditing the access to the documents, enabling the
organization to know who accesses the documents, when and what changes they made.
Summarizing
Role Base Access control is an important feature of a DMS that ensures data security and
compliance with regulations by controlling who can access sensitive information. In complex
engineering projects, access control ensures the security and organization of electronic
documents and improves collaboration.
The concept of role-based access control (RBAC) began with multi-user and multiapplication
online systems pioneered in the 1970s. The central notion of RBAC is that permissions are
associated with roles, and users are assigned to appropriate roles. This greatly simplifies the
management of permissions. Roles are created for the various job functions in an organization
and users are assigned roles based on their responsibilities and qualifications. Users can be
easily reassigned from one role to another. Roles can be granted new permissions as new
applications and systems are incorporated, and permissions can be revoked from roles as
needed. A role is properly viewed as a semantic construct around which access control policy
is formulated. The collection of users and permissions brought together by a role is transitory.
The role is more stable because an organization's activities or functions usually change less
frequently.(Al-saedi & Dheya, 2015)
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The RBAC user assignment maps the users to roles in a user session, subject to the static and
dynamic separation of duty constraints. The roles available to a user are specified by an
administrator in an RBAC policy, while roles are activated by users in a session. Permission
assignment defines the privileges associated with roles for each operation on an object in the
system. Permissions are defined as an access control matrix for all operation-object pairs
where RBAC is applied.(Of & Applications, 2011)
2.2 The Failure of Traditional Document and File Management
Traditional Document Management is known as passive management of files where
documents reside when the user has finished with them. Most users bypass or ignore the
organizational rules about filing documents with the records Centre file rooms. Once the user
has obtained the document important to their activity, they tend to hoard the information. At
most, they will wrap up all the records associated with a project after the activity. There is no
value added in request, receipt, and disposition systems for documents in file folders that are
not accessible or retrievable.(Kumar et al., 2020)
Moreover, traditional Document Management is paper based, with the consequence of no
traceability, possible loss, information fragmentation, and not accessibility of the information.
Furthermore, the increased volume of document production and its distribution through
electronic mail systems have aggravated problems in document security, control, tracking and
retrieval.
The following features of the current document management system attempt to restructure this
traditional Document Management:
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 Practically all the information shared in an individual organization is expressed in
documents.
 Most of the newly created documents are in digital formats, and in many cases, older
documents are being digitalized.
 Document usage, i.e., the generation, distribution, and manipulation of documents, is
almost completely based on computers and networks.
 Document usage via an electronic medium is traceable, which can be exploited in
measurement and analysis to improve the processes in an enterprise.
2.3 Role-Based Access Control
The concept of role-based access control (RBAC) began with multi-user and multiapplication
online systems pioneered in the 1970s. The central notion of RBAC is that permissions are
associated with roles, and users are assigned to appropriate roles. This greatly simplifies the
management of permissions. Roles are created for the various job functions in an organization
and users are assigned roles based on their responsibilities and qualifications. Users can be
easily reassigned from one role to another. Roles can be granted new permissions as new
applications and systems are incorporated, and permissions can be revoked from roles as
needed.(Kumar, B. D., & Kareemulla, 2017)
According to the recently proposed NIST RBAC standard, the basic concept of RBAC is that
users and permissions are assigned to roles, and users acquire permissions by being members
of roles. The same user can be a part of multiple roles and a role may have multiple users.
Therefore, there is a many-to-many relationship between users and roles. Hierarchical RBAC
adds requirements for supporting role hierarchies, whereby senior roles acquire the
permissions of the juniors, and junior roles acquire the user membership of seniors. The
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RBAC user assignment maps the users to roles in a user session, subject to the static and
dynamic separation of duty constraints. The roles available to a user are specified by an
administrator in an RBAC policy, while roles are activated by users in a session. Permission
assignment defines the privileges associated with roles for each operation on an object in the
system. Permissions are defined as an access control matrix for all operation-object pairs
where RBAC is applied.(Shettar, n.d.)
A major purpose of RBAC is to facilitate security administration and review. Many
commercially successful access control systems for mainframes implement roles for security
administration. For example, an operator role could access all resources but not change access
permissions, a security-officer role could change permissions but have no access to resources,
and an auditor role could access audit trails. This administrative use of roles is also found in
modern network operating systems, e.g., Novell's NetWare and Microsoft Windows NT.
(Shettar, n.d.)
A recent resurgence of interest in RBAC has focused on general support of RBAC at the
application level. In the past, and today, specific applications have been built with RBAC
encoded within the application itself. Existing operating systems and environments provide
little support for the application-level use of RBAC. Such support is beginning to emerge in
products. The challenge is to identify application-independent facilities that are sufficiently
flexible, yet simple to implement and use, to support a wide range of applications with
minimal customization.(Bajpai, M., & Agrawal, 2013)
2.4 Access Control
Access control refers to the practice of regulating and managing access to resources, systems,
or information within an organization. It is a vital aspect of information security and ensures
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that only authorized individuals or entities can access and perform specific actions on
resources.
In the context of a file sharing management system with role-based access control, access
control mechanisms are implemented to control user access to files and system functionalities.
Here are some key concepts related to access control:
Authentication: Authentication is the process of verifying the identity of users or entities
attempting to access the system. It involves the use of credentials, such as usernames and
passwords, biometric data, or cryptographic keys. By authenticating users, the system ensures
that only authorized individuals can access the resources.
Authorization: Authorization determines what actions or operations a user is allowed to
perform once they are authenticated. It involves assigning specific permissions or privileges to
users based on their roles, responsibilities, or other attributes. Authorization ensures that users
can only perform actions that are appropriate for their level of access.
Role-Based Access Control (RBAC): RBAC is a widely used access control model that
organizes users into roles and assigns permissions to those roles. Users are then assigned
specific roles, and their access rights are determined by the permissions associated with their
roles. RBAC simplifies access control management by grouping users with similar access
requirements.
Access Control Lists (ACLs): ACLs are a mechanism for defining access permissions on a
per-user or per-resource basis. They list the permissions associated with each user or resource
and dictate what actions can be performed. ACLs are commonly used for fine-grained control
over access to individual files or directories.
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Privilege Escalation: Privilege escalation refers to the process of gaining higher levels of
access or permissions than initially granted. Systems should have safeguards in place to
prevent unauthorized privilege escalation and ensure that users can only access resources or
perform actions that are explicitly authorized.
Least Privilege Principle: The least privilege principle states that users should be granted the
minimum level of access required to perform their tasks. This principle reduces the risk of
unauthorized access or accidental misuse of resources. By following the least privilege
principle, organizations can limit the potential damage caused by compromised accounts or
insider threats.
Access Revocation: Access revocation involves removing or modifying a user's access rights
when they no longer require them or when their roles or responsibilities change. It is
important to promptly revoke access to ensure that former users or employees cannot continue
to access resources.
Audit and Monitoring: Access control systems should incorporate logging and monitoring
mechanisms to track user access and activities. This enables organizations to detect and
investigate any suspicious or unauthorized access attempts and maintain an audit trail for
compliance purposes.
By implementing robust access control mechanisms, organizations can ensure the
confidentiality, integrity, and availability of their resources while mitigating the risks
associated with unauthorized access and data breaches.
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2.4.1 How others have used the access control.
One common use of access control in Snapchat is setting up a password or authentication for
in-app purchases. This allows users to control who has permission to make purchases within
the app, helping to prevent unauthorized spending.
Another use of access control in Snapchat is the "Restrict Sensitive Content" feature, which
allows parents in the Family Center program to limit the content their teens see in the Stories
and Spotlight sections of Snapchat. This feature helps to ensure that young users are not
exposed to inappropriate content.
Snapchat also provides options for users to control who can contact them, depending on their
age and preferences. For example, users can choose to only receive messages from friends, or
they can set up a "Quick Add" feature to allow others to easily add them as a friend.
Overall, access control is an important aspect of Snapchat that helps users to control who has
access to their content and what content they can access. By implementing strong access
controls, Snapchat can help to protect the privacy and security of its users.
2.5 Electronic Document Management System
Any company will one day feel a need for some kind of electronic document plus a Role-
based Access Control system (DRBACS) to control their ever-increasing number of various
documents and drawings.
Companies often resist ‘this urge’ and are deterred by the costs and complexity involved in
implementing a DRBACS. Using DRBACS effectively, requires a major change in working
practices, although most technical aspects are resolved by the adoption of low-cost databases
and easier integration with the Windows environment. A useful DRBACS should not only
17
control documents but also provides access to them throughout the company and even to
clients or ether participants of the project via the Internet or Extranet. A DRBACS should also
centralize data in an easily accessible environment, allowing users or admins to store, access,
share, and modify information easily and fast.
Furthermore, the task of managing all the information needed to design and construct any
major facility is a real challenge, and many believe that more efficient information
management is a primary mechanism for the construction industry to increase its productivity.
(Egan, 2015)
The goal of a document is to share information by making documents secure, accessible,
retrievable, and interchangeable. The solution to this situation is Electronic Document
Management Systems.
2.5.1 Advantages of Electronic Document Management Systems
Many companies use EDMS to standardize the way information is for anybody with correct
privileges to find and access the document they want. An EDMS helps users to perform their
work easier and provides the company with security, data reliability, and work process
management. Many of these features eventually save time, simplify work, protect the
investment made in creating these documents, enforce quality standards, enable an audit trail
and ensure accountability. (Sun’s & Aouad’s, 2014)
EDMS has the following advantages:
 General efficient location and delivery of documentation
 Ability to manage documents and data regardless of originating system or format.
 The ability to integrate computerized and paper-based systems.
 Control of access, distribution, and modification of documents
18
 Provision of document editing and mark-up tools.
2.6 Review of the Literature and Research Related to the Project.
In terms of literature and research related to file and document management systems with
role-based access control, there are several studies that have been conducted on this topic.
Many of these studies have focused on the benefits of implementing such a system, including
increased efficiency, improved security, and better collaboration among team members.
One study, published in the International Journal of Computer Science and Mobile
Computing, found that implementing a role-based access control system in a file and
document management system helped to improve security and reduce the risk of data
breaches. Another study, published in the Journal of Information Science and Technology,
found that implementing a file and document management system with role-based access
control helped to improve collaboration among team members and increase productivity.
Other studies have focused on the technical aspects of such a system, including the design and
implementation of the access control model. For example, a study published in the Journal of
Computer Science and Technology found that a hybrid access control model, which combines
mandatory access control and role-based access control, was effective in controlling access to
sensitive data.
Overall, the literature and research on file and document management systems with role-based
access control suggest that these systems are effective in improving security, collaboration,
and productivity. However, it's important to carefully design and implement the system to
ensure that it meets the needs of the users and the requirements of the organization.
19
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.0 Introduction
This chapter discusses the requirement capture analysis which includes fact-finding, the
development environment, the operational environment, software and hardware, and
functional requirement. The minimum requirements required for the project are also spelled
out. Fact-finding will discuss the information gathered to develop the system.
3.1 Solution Overview
The File & Document Management System with Role-Based Access Control is designed to
provide a secure and efficient platform for managing files and documents within an
organization. It offers a centralized repository for file storage, collaboration, and controlled
access based on user roles and permissions. The solution aims to streamline file manag
FILE MANAGEMENT SYSTEM WITH ROLE-BASED ACCESS CONTROL
(A CASE STUDY OF ST THOMAS JHS)
20
ANTWI KINGSFORD
KUMI CHARLES
YEBOAH EVANS
June, 2023
21
FILE MANAGEMENT SYSTEM WITH ROLE-BASED ACCESS CONTROL
(A CASE STUDY OF ST THOMAS JHS)
ANTWI KINGSFORD
06201076
06201198
KUMI CHARLES
06201166
YEBOAH EVANS
06201229
JUNE, 2023
22
DECLARATION
We hereby declare that, except for reference for other people’s work which has been duly
acknowledged, this project work consists of our own work produced from research undertaken
under the supervision and that no part has been presented from any degree elsewhere.
STUDENT NAME INDEX NUMBER SIGNATURE DATE
ANTWI KINGSFORD 06201076 ……………. …………..
KUMI CHARLES 06201166 ……………… …………..
YEBOAH EVANS 06201229 ……………… …………..
OPOKU KYEREMEH GODFRED 06201198 ……………… …………..
i
CERTIFICATION
This is to certify that the project report entitled “FILE MANAGEMENT SYSTEM WITH
ROLE-BASED ACCESS CONTROL” is an authentic record and work done by us and
submitted in partial fulfilment of the requirement for the HIGHER NATIONAL DIPLOMA in
INFORMATION AND COMMUNICATION TECHNOLOGY in Computer Science
Department of Sunyani Technical University (STU).
MR. JOHN TENGVIEL ……………………... …………………..
(Supervisor) Signature Date
DR. Ben B.K Ayawli ……………………. …………………..
Head of Department Signature Date
ii
ACKNOWLEDGEMENT
We are grateful to everyone who in different phases of this project work contributed toward
making it a dream come true. First and foremost, thanks be to the Almighty God for His
guidance, and protection throughout the period. We are also grateful to our supervisor for his
positive assessment, guidance and selfless assistance.
iii
DEDICATION
We, first of all, dedicate this project to the almighty God for the knowledge, guidance and
protection throughout our tertiary education, not forgetting our parents for their motivation
and assistance, to all our loved ones who proved to be supportive and resourceful throughout
this period. Finally, our special dedication goes to our project supervisor Mr. John Tengviel
for his patience and guidance throughout our course. We pray that the Lord will supply every
need of him according to his riches, Amen.
iv
TABLE OF CONTENTS
DECLARATION.......................................................................................................................i
CERTIFICATION...................................................................................................................ii
ACKNOWLEDGEMENT......................................................................................................iii
DEDICATION.........................................................................................................................iv
LIST OF FIGURES..............................................................................................................viii
ABSTRACT.....................................................................................................................................ix
CHAPTER ONE.......................................................................................................................1
1 INTRODUCTION............................................................................................................1
1.1 Background Study...............................................................................................................1
1.2 Statement of The Problem...................................................................................................2
1.3 The Objective of The Study.................................................................................................3
1.3.1 The General Objectives.................................................................................................3
1.3.2 The Specific Objectives.................................................................................................3
1.4 Significance of The Study....................................................................................................4
1.5 Limitations and Delimitations of The Study......................................................................4
1.6 Scope of The Study..............................................................................................................6
1.7 Organization of Work.........................................................................................................6
CHAPTER TWO.....................................................................................................................8
2 LITERATURE REVIEW................................................................................................8
2.1 Overview...............................................................................................................................8
2.2 History of File Management System Plus Role-based Access Control.............................8
2.3 The Failure of Traditional Document and File Management.........................................11
2.4 Role-Based Access Control................................................................................................12
2.5 Access Control....................................................................................................................14
2.5.1 How others have used the access control...................................................................16
2.6 Electronic Document Management System.....................................................................17
2.6.1 Advantages of Electronic Document Management Systems....................................17
2.7 Review of the Literature and Research Related to the Project......................................18
CHAPTER THREE...............................................................................................................20
3 SYSTEM ANALYSIS AND DESIGN...........................................................................20
3.1 Introduction.......................................................................................................................20
v
3.2 Solution Overview..............................................................................................................20
3.3 System Requirements........................................................................................................23
3.3.1 Functional Requirement.............................................................................................23
3.3.2 Functional Requirements:..........................................................................................23
3.3.3 Non-Functional Requirements:..................................................................................23
3.4 Design Specification...........................................................................................................24
3.5 Design Methodology..........................................................................................................25
3.5.1 Data Collection............................................................................................................27
3.5.2 System Architecture....................................................................................................27
3.5.3 Unified Modeling Language (UML)...........................................................................28
3.5.4 Use Cases Diagram......................................................................................................28
3.5.5 Data Flow Diagrams....................................................................................................31
3.5.6 System Testing.............................................................................................................33
3.5.7 System Implementation..............................................................................................33
3.5.8 System Maintenance...................................................................................................34
3.6 System Requirements........................................................................................................34
3.6.1 Hardware Requirements:...........................................................................................34
3.6.2 Software Requirements:.............................................................................................34
3.6.3 User Interface Requirements:....................................................................................35
3.6.4 Security Requirements:..............................................................................................35
3.6.5 Non-Functional Requirements...................................................................................35
CHAPTER FOUR..................................................................................................................36
4 SYSTEM DEVELOPMENT, TESTING AND DEPLOYMENT...............................36
4.1 Introduction.......................................................................................................................36
4.2 Program Development Tools and Structure....................................................................36
4.2.1 Programming Languages............................................................................................37
4.2.2 Development Frameworks and Libraries..................................................................39
4.2.3 Development Environment.........................................................................................41
4.2.4 Security Mechanisms..................................................................................................43
4.3 System Testing...................................................................................................................45
4.3.1 Testing Process............................................................................................................46
4.3.2 Unit Testing.................................................................................................................46
4.3.3 Integration Testing......................................................................................................46
vi
4.3.4 Sub-System Testing.....................................................................................................47
4.3.5 System Testing.............................................................................................................47
4.3.6 Acceptance Testing......................................................................................................48
4.3.7 User Interface Design..................................................................................................48
4.4 System Deployment............................................................................................................54
4.4.1 Deployment Architecture:..........................................................................................54
4.4.2 Environment and Tools Required for Deployment:.................................................55
4.4.3 Deployment Type........................................................................................................56
CHAPTER FIVE....................................................................................................................58
5 SUMMARY, CONCLUSION AND RECOMMENDATION.....................................58
5.1 Summary..........................................................................................................................58
5.2 Conclusion.......................................................................................................................58
5.3 Recommendations...........................................................................................................59
References...............................................................................................................................60
6 APPENDIX......................................................................................................................61
vii
LIST OF FIGURES
Figure 3. 1 Rapid Application Development (RAD)..............................................................................25
Figure 3. 2 Tier Architecture System....................................................................................................28
Figure 3. 3 Use case function for the User...........................................................................................30
Figure 3. 4 Use case Function for the Administrators..........................................................................31
Figure 3. 5 Data flow of the system.....................................................................................................32
Figure 3. 6 Flowchart diagram of the system......................................................................................33
Figure 4. 1 Login Form 48
Figure 4. 2 Database Structure.............................................................................................................49

Figure 4. 3 Main Dashboard of The System.........................................................................................49
Figure 4. 4 Home Form.........................................................................................................................50
Figure 4. 5 Drive of The System...........................................................................................................50
Figure 4. 6 All Files Form......................................................................................................................51
Figure 4. 7 Archives Form.....................................................................................................................51
Figure 4. 8 My Drive Form....................................................................................................................52
Figure 4. 9 Roles and Permissions Form..............................................................................................52
Figure 4 . 10 Audit Trail Form...............................................................................................................53
Figure 4 . 11 SMS Notification.…………………………………………………………………………………………………………53
viii
ABSTRACT
This project presents a file management system that incorporates SMS notification alerts to
improve the organization and accessibility of files. The system aims to provide efficient and
convenient management of files and documents, allowing users to easily upload, organize, and
search for files. Real-time SMS notifications are sent to users whenever new files are added,
modified, or deleted, ensuring that users are always informed about changes to their
documents. Customizable notification settings are provided, giving users the flexibility to
choose their preferred frequency and specific events for receiving SMS alerts. The system
prioritizes the security and privacy of files and user information, implementing robust security
measures to prevent unauthorized access or data breaches. Integration with other
communication channels, such as email or instant messaging, is also supported. The system
features a user-friendly interface that is intuitive and easy to navigate, enabling users to
quickly find and manage their files. Scalability and reliability are important considerations,
allowing the system to handle many files and users with minimal downtime or technical
issues. Analytics and reporting features are included to track file management activities,
providing insights into usage patterns and document history. Overall, the file management
system with SMS notification alerts enhances organization, accessibility, and
productivity for users.
ix
CHAPTER ONE
INTRODUCTION
3.5.1 Background Study
Almost all information stored on a computer must be in a file or a document.
Each document is stored in the computer individually by name in what is called a
file. A file is a collection of letters, numbers, and special characters. It may be a
program, a database, a desertion, a reading list, a simple letter etc. There are many
different types of files, data files, text files, program files, directory files and so
on. Different types of file stores different types of information. For example,
program files store programs whereas text files store text. (Abdulahi, 2014)
In today’s information age, every success is dependent on fast storage, access
control and retrieval of information. Computer file and filing techniques have
gained more attention. Files in a programming sense are not very different from
other forms of files or other applications. The biggest difference is that in a
program you access the file sequentially (you read one line at a time starting at the
beginning) and you can write by creating a new file from scratch (or overwriting
an existing one) or by appending to an existing one. (Oparah, 2013)
Different programming languages have different approaches or methods of
creating, editing, and updating files when it comes to file sharing and access
control. The structure of a file is known to the software that manipulates it. For
example, database files are made up of a series of records, and word processing
files contain the flow of text. (Oparah, 2013) Except for ASCII text files which
contain only raw text other files have proprietary structures. Formatting and other
i
types of information are contained in headers or interspersed throughout the file.
Most file sharing and access is carried out in storage devices like magnetic disks,
flash drives and hand disks. Optical disks are also available, and it is usually
faster to access. Software manufacturers store their software for sale on optical
disks because they are essentially preferred for applicants requiring large volumes
of reference data. (Sean, 2015)
There is still a significant amount of file processing carried out using a file stored
on magnetic tape, but it is often done on mainframe computers in large
commercial industries or financial institutions. Magnet tape continues to be a
backup medium, especially in its cartridge forms. When using files, the entry of
data is separated from the processing of data. Hence a file can be created at one
time and processed or used later. In fact, a file is designed to store data that can
be processed further. (By & Publishing, n.d.)
It is important also for an enterprise to develop a security system that secures the
information system against external threats. An important stage of data protection
building in an information system is the creation of a high-level model,
independent from the software, satisfying the needs for the protection and security
of a system. One of the basic concepts of protection models is access control. The
purpose of access control to data in an information system is to limit actions or
operations that the system’s users can execute. The access control based on role
concept represents an interesting alternative to traditional systems of DAC
(Discretionary Access Control) type or MAC (Mandatory Access Control) type.
2
RBAC (Role-Based Access Control) model based on a role concept defines the
user’s access to information based on activities that the user can perform in a
system. (Gramlich, n.d.)
1.1 Statement of The Problem
Junior high schools face challenges in managing files and documents efficiently
and securely. The absence of an organized system leads to lost documents and
potential data breaches. Existing manual and digital solutions are inadequate.
There's a need for a user-friendly file management system with role-based access
control to address these issues and enhance accessibility, efficiency, and data
security within the school environment. Some of the challenges associated with
manual file management include:
5. Limited control over who can access and modify files, posing a potential risk.
6. An inefficient file retrieval process leads to wasted time and effort.
7. Lack of proper security measures to protect sensitive information.
8. Difficulty in accessing and managing files and documents in a
disorganized system.
3.5.2 1.3 The Objective of The Study
The objective of the study implies, creating a system that allows for organized
storage and retrieval of files and documents with Role-based access control to
ensure that only authorized individuals have access to specific files based on their
roles or responsibilities. By implementing this system, we aim to improve
3
accessibility, enhance security, and streamline the overall file management
process at the school.
1.4 The General Objectives
The general objective of our study is to develop a file management system with
role-based access control for a junior high school. This system aims to improve
accessibility, enhance security, and streamline the overall file management
process. By achieving these objectives, we can create a more efficient and secure
environment for managing files and documents at the school.
3.5.3 1.5 The Specific Objectives
From the general objectives, the following specific objectives were derived. The
study sought to:
4. Creating a system that helps organize and manage files and documents
more efficiently and securely.
5. Limiting control over who can access a file.
6. Developing a system that will send an SMS notification to users whenever
a new file is shared.
3.5.4 1.6 Significance of The Study
The importance of this research work is based on the following:
5.[6.] It will help to solve the problem faced by the administrative department.
6.[7.] The system will promote and protect the confidentiality, integrity and
availability of information and resources.
4
7.[8.] To reduce the workload or pile of files in the administrative sector.
8.[9.] It will prevent file loss in transit.
9.[10.] This research work will be equally valuable for students who may
carry out similar research in a related field for reference purposes.
3.5.5 1.7 Limitations and Delimitations of The Study
Every research work has its challenges. Consequently, this research had its
limitations. The major limitation of this project work was the challenge is
gathering requirements for the system. Several attempts to reach the administrator
of an organization for appropriate requirements were unsuccessful, as such most
of the analysis and interpretations, made for this report are based on secondary
data obtained. The data could have some inherent mistakes and errors.
Limitations of the study refer to the factors or constraints that may have
influenced the research or implementation of the File Management System with
Role-Based Access Control. These limitations should be acknowledged to provide
a balanced perspective on the study's findings and conclusions. Here are some
potential limitations to consider:
Time Constraints: The study has been conducted within a limited timeframe,
which could impact the depth and breadth of the research. The time constraints
may have prevented us from exploring all relevant aspects or conducting long-
term evaluations of the system's performance and effectiveness.
Technological Limitations: The study has been conducted using specific
technologies, software versions, or hardware configurations. These technological
5
choices can influence the system's functionality, performance, and security. It is
important to acknowledge that different technologies or implementations may
yield different results.
User Adoption and Behavior: The success of a file management system heavily
relies on user adoption and behavior. The study does not fully explore the factors
influencing user acceptance, satisfaction, and engagement with the system. User
behaviors and preferences can significantly impact the system's effectiveness and
usage patterns.
Security and Privacy Considerations: While the File Management System is
designed with role-based access control and security measures, there may be
inherent security risks or vulnerabilities that were not fully explored or addressed
in the study. It is essential to recognize that the system's security and privacy
aspects may require ongoing monitoring and updates.
Scalability and Performance: The study may not have extensively tested the
system's scalability and performance under high user loads or increased file sizes.
The system's ability to handle a growing number of users and files, as well as its
performance in resource-intensive scenarios, may need further investigation.
3.5.6 1.8 Scope of The Study
The main objective of this study is to identify a better way of developing a File
management system and Role-based access control that will reduce the problems
faced by the existing (Manual) system. The study is narrowed down to exams and
records of the ST. Thomas JHS School for the computation of the student
6
database. It was the range of perception or understanding that gave rise to the
action taken in implementing the desired program, designed to handle pools of
files.
3.5.7 1.9 Organization of Work.
The research work is organized into five chapters. Chapter one focuses primarily
on the background of the project, the objective of the study, the scope of the
project, the limitations of the project, and the goals and significance of the project.
Chapter two concerns itself with what other researchers have done concerning the
topic under study. It reveals theories and concepts that have been generated. It
focuses on the various technologies employed in the area under study.
Chapter three focuses on the analysis and design of the proposed system. It
recommends basic aims that the proposed system ought to accomplish and
designs how the components of the system interact to carry out the system's
functions.
Chapter four implements the various algorithms generated in the third chapter. It
discusses GUI design principles, design concepts, program structure, system
implementation, system testing and test results. It ensures that all objectives of the
proposed systems are achieved.
Chapter five ends the study with a summary and discussions of various findings.
It also focuses on reviewing the strengths and limitations of the implemented
system. Finally, it also provides direction into the future by stating research areas
associated with the study.
7
CHAPTER TWO
LITERATURE REVIEW
3.5.8 2.0 Overview
This chapter reviews some related works various scholars and researchers have
postulated to outline and explain the history of File Management Systems plus
Access Control.
8
3.5.9 2.1 History of File Management System Plus Role-based Access Control
File management has traditionally been split between file owners and file system
administrators. Owners manage file organization, naming, and protection, while
administrators manage file system configuration, backup and recovery, hardware
and performance, disk space, etc. As file systems grow in size, complexity, and
criticality, managing them has become increasingly complex both for file owners
and file system administrators. (Anders & Hejlsberg Mads Torgersen, Scott
Wiltamuth, 2015)
An electronic file or document is an information container in electronic form,
which gathers together information from a variety of sources, in several formats,
around a specific to meet the needs of a particular individual. (Bjork, 2016)
A user can create an electronic document on a personal computer without creating
a paper document. An electronic document can be identified, taken, and stored for
the internet, intranet, and External in an electronic manner. A single electronic
document can be processed and transmitted to others on networks at the same
workplace or even by users around the world via the Internet. (Sun’s & Aouad’s,
2014)
One advantage of electronic documents or files is that every user doesn't need to
have the same media. An electronic file can be delivered in any format that meets
the needs of the user.
Retrieving files and documents may often, as a last resort, require asking a person
to deliver them. The most sophisticated method currently applied is to use file
9
management systems (FMS), where the documents are stored centrally on a server
and users interact with this central repository through interfaces implemented
using standard web browsers. (Egan, 2015)
Currently, it’s nearly 20 years after the beginning of the mass commercialization
of the Internet, and the media have progressed exponentially.
Access control in a Document Management System (DMS) enables project
managers and system administrators to assign different access levels to users or
groups. This allows them to restrict access to specific documents or parts of the
DMS to certain users or groups only. (Adam & Freeman, 2014)
To implement access control, system administrators first create user roles. These
roles define the level of access that a user or group has to the DMS. For example,
a project manager may have full access to all documents and the ability to edit
them, while an engineer may only have access to certain documents and the
ability to view them.
After creating user roles, system administrators assign permissions to them. These
permissions determine the actions that a user or group can take within the DMS,
such as viewing, editing, or deleting documents. (Ike et al., 2013)
Additionally, access control in a DMS includes measures such as password
protection and encryption. These measures ensure that only authorized users can
access sensitive information and that the data is protected from external threats.
The benefits of Access Control in a DMS are as follows:
10
6. Data security
Access control ensures that only authorized users have access to sensitive
information, reducing the risk of data breaches or unauthorized access and
maintaining data security.
7. Improved collaboration
Project managers can assign different levels of access to different users or
groups. This ensures that all team members have the right level of access to
the right documents at the right time, which enables them to work together
more efficiently.
8. Compliance with regulations
By controlling who can access sensitive information, businesses can ensure
compliance with regulations such as HIPAA or GDPR. This reduces the risk
of legal action.
9. Better organization
Access control helps to keep the DMS organized and easy to navigate. This
feature enables users to retrieve the documents they need. Less document
retrieval and review time leads to an organization’s cost efficiency.
10. Auditing and tracking
Access control allows tracking and auditing the access to the documents,
enabling the organization to know who accesses the documents, when and
what changes they made.
Summarizing
11
Role Base Access control is an important feature of a DMS that ensures data
security and compliance with regulations by controlling who can access sensitive
information. In complex engineering projects, access control ensures the security
and organization of electronic documents and improves collaboration.
The concept of role-based access control (RBAC) began with multi-user and
multiapplication online systems pioneered in the 1970s. The central notion of
RBAC is that permissions are associated with roles, and users are assigned to
appropriate roles. This greatly simplifies the management of permissions. Roles
are created for the various job functions in an organization and users are assigned
roles based on their responsibilities and qualifications. Users can be easily
reassigned from one role to another. Roles can be granted new permissions as new
applications and systems are incorporated, and permissions can be revoked from
roles as needed. A role is properly viewed as a semantic construct around which
access control policy is formulated. The collection of users and permissions
brought together by a role is transitory. The role is more stable because an
organization's activities or functions usually change less frequently. (Al-saedi &
Dheya, 2015)
The RBAC user assignment maps the users to roles in a user session, subject to
the static and dynamic separation of duty constraints. The roles available to a user
are specified by an administrator in an RBAC policy, while roles are activated by
users in a session. Permission assignment defines the privileges associated with
roles for each operation on an object in the system. Permissions are defined as an
12
access control matrix for all operation-object pairs where RBAC is applied. (Of &
Applications, 2011)
3.5.10 2.2 The Failure of Traditional Document and File Management
Traditional Document Management is known as passive management of files
where documents reside when the user has finished with them. Most users bypass
or ignore the organizational rules about filing documents with the records Centre
file rooms. Once the user has obtained the document important to their activity,
they tend to hoard the information. At most, they will wrap up all the records
associated with a project after the activity. There is no value added in request,
receipt, and disposition systems for documents in file folders that are not
accessible or retrievable. (Kumar et al., 2020)
Moreover, traditional Document Management is paper-based, with the
consequence of no traceability, possible loss, information fragmentation, and not
accessibility of the information.
Furthermore, the increased volume of document production and its distribution
through electronic mail systems have aggravated problems in document security,
control, tracking and retrieval.
The following features of the current document management system attempt to
restructure this traditional Document Management:
 Practically all the information shared in an individual organization is
expressed in documents.
13
 Most of the newly created documents are in digital formats, and in many
cases, older documents are being digitalized.
 Document usage, i.e., the generation, distribution, and manipulation of
documents, is almost completely based on computers and networks.
 Document usage via an electronic medium is traceable, which can be
exploited in measurement and analysis to improve the processes in an
enterprise.
3.5.11 2.3 Role-Based Access Control
The concept of role-based access control (RBAC) began with multi-user and
multiapplication online systems pioneered in the 1970s. The central notion of
RBAC is that permissions are associated with roles, and users are assigned to
appropriate roles. This greatly simplifies the management of permissions. Roles
are created for the various job functions in an organization and users are assigned
roles based on their responsibilities and qualifications. Users can be easily
reassigned from one role to another. Roles can be granted new permissions as new
applications and systems are incorporated, and permissions can be revoked from
roles as needed.(Kumar, B. D., & Kareemulla, 2017)
According to the recently proposed NIST RBAC standard, the basic concept of
RBAC is that users and permissions are assigned to roles, and users acquire
permissions by being members of roles. The same user can be a part of multiple
roles and a role may have multiple users. Therefore, there is a many-to-many
relationship between users and roles. Hierarchical RBAC adds requirements for
supporting role hierarchies, whereby senior roles acquire the permissions of the
14
juniors, and junior roles acquire the user membership of seniors. The RBAC user
assignment maps the users to roles in a user session, subject to the static and
dynamic separation of duty constraints. The roles available to a user are specified
by an administrator in an RBAC policy, while roles are activated by users in a
session. Permission assignment defines the privileges associated with roles for
each operation on an object in the system. Permissions are defined as an access
control matrix for all operation-object pairs where RBAC is applied. (Shettar,
n.d.)
A major purpose of RBAC is to facilitate security administration and review.
Many commercially successful access control systems for mainframes implement
roles for security administration. For example, an operator role could access all
resources but not change access permissions, a security-officer role could change
permissions but have no access to resources, and an auditor role could access
audit trails. This administrative use of roles is also found in modern network
operating systems, e.g., Novell's NetWare and Microsoft Windows NT. (Shettar,
n.d.)
A recent resurgence of interest in RBAC has focused on general support of RBAC
at the application level. In the past, and today, specific applications have been
built with RBAC encoded within the application itself. Existing operating systems
and environments provide little support for the application-level use of RBAC.
Such support is beginning to emerge in products. The challenge is to identify
application-independent facilities that are sufficiently flexible, yet simple to
15
implement and use, to support a wide range of applications with minimal
customization.(Bajpai, M., & Agrawal, 2013)
3.5.12 2.4 Access Control
Access control refers to the practice of regulating and managing access to
resources, systems, or information within an organization. It is a vital aspect of
information security and ensures that only authorized individuals or entities can
access and perform specific actions on resources.
In the context of a file management system with role-based access control, access
control mechanisms are implemented to control user access to files and system
functionalities. Here are some key concepts related to access control:
Authentication: Authentication is the process of verifying the identity of users
or entities attempting to access the system. It involves the use of credentials, such
as usernames and passwords, biometric data, or cryptographic keys. By
authenticating users, the system ensures that only authorized individuals can
access the resources.
Authorization: Authorization determines what actions or operations a user is
allowed to perform once they are authenticated. It involves assigning specific
permissions or privileges to users based on their roles, responsibilities, or other
attributes. Authorization ensures that users can only perform actions that are
appropriate for their level of access.
Role-Based Access Control (RBAC): RBAC is a widely used access control
model that organizes users into roles and assigns permissions to those roles. Users
16
are then assigned specific roles, and their access rights are determined by the
permissions associated with their roles. RBAC simplifies access control
management by grouping users with similar access requirements.
Access Control Lists (ACLs): ACLs are a mechanism for defining access
permissions on a per-user or per-resource basis. They list the permissions
associated with each user or resource and dictate what actions can be performed.
ACLs are commonly used for fine-grained control over access to individual files
or directories.
Privilege Escalation: Privilege escalation refers to the process of gaining higher
levels of access or permissions than initially granted. Systems should have
safeguards in place to prevent unauthorized privilege escalation and ensure that
users can only access resources or perform actions that are explicitly authorized.
Least Privilege Principle: The least privilege principle states that users should be
granted the minimum level of access required to perform their tasks. This
principle reduces the risk of unauthorized access or accidental misuse of
resources. By following the least privilege principle, organizations can limit the
potential damage caused by compromised accounts or insider threats.
Access Revocation: Access revocation involves removing or modifying a user's
access rights when they no longer require them or when their roles or
responsibilities change. It is important to promptly revoke access to ensure that
former users or employees cannot continue to access resources.
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Audit and Monitoring: Access control systems should incorporate logging and
monitoring mechanisms to track user access and activities. This enables
organizations to detect and investigate any suspicious or unauthorized access
attempts and maintain an audit trail for compliance purposes.
By implementing robust access control mechanisms, organizations can ensure the
confidentiality, integrity, and availability of their resources while mitigating the
risks associated with unauthorized access and data breaches.
2.4.1 How others have used the access control.

One common use of access control in Snapchat is setting up a password or
authentication for in-app purchases. This allows users to control who has
permission to make purchases within the app, helping to prevent unauthorized
spending.
Another use of access control in Snapchat is the "Restrict Sensitive Content"
feature, which allows parents in the Family Center program to limit the content
their teens see in the Stories and Spotlight sections of Snapchat. This feature helps
to ensure that young users are not exposed to inappropriate content.
Snapchat also provides options for users to control who can contact them,
depending on their age and preferences. For example, users can choose to only
receive messages from friends, or they can set up a "Quick Add" feature to allow
others to easily add them as a friend.
Overall, access control is an important aspect of Snapchat that helps users control
who has access to their content and what content they can access. By
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implementing strong access controls, Snapchat can help to protect the privacy and
security of its users.
3.5.13 2.5 Electronic Document Management System
Any company will one day feel a need for some kind of electronic document plus
a Role-based Access Control system (DRBACS) to control their ever-increasing
number of various documents and drawings.
Companies often resist ‘this urge’ and are deterred by the costs and complexity
involved in implementing a DRBACS. Using DRBACS effectively, requires a
major change in working practices, although most technical aspects are resolved
by the adoption of low-cost databases and easier integration with the Windows
environment. A useful DRBACS should not only control documents but also
provide access to them throughout the company and even to clients or ether
participants of the project via the Internet or Extranet. A DRBACS should also
centralize data in an easily accessible environment, allowing users or admins to
store, access, share, and modify information easily and fast.
Furthermore, the task of managing all the information needed to design and
construct any major facility is a real challenge, and many believe that more
efficient information management is a primary mechanism for the construction
industry to increase its productivity. (Egan, 2015)
The goal of a document is to share information by making documents secure,
accessible, retrievable, and interchangeable. The solution to this situation is
Electronic Document Management Systems.
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2.5.1 Advantages of Electronic Document Management Systems
Many companies use EDMS to standardize the way information is for anybody
with correct privileges to find and access the document they want. An EDMS
helps users perform their work more easily and provides the company with
security, data reliability, and work process management. Many of these features
eventually save time, simplify work, protect the investment made in creating these
documents, enforce quality standards, enable an audit trail and ensure
accountability. (Sun’s & Aouad’s, 2014)
EDMS has the following advantages:
 General efficient location and delivery of documentation
 Ability to manage documents and data regardless of originating system or
format.
 The ability to integrate computerized and paper-based systems.
 Control of access, distribution, and modification of documents
 Provision of document editing and mark-up tools.
2.6 Review of the Literature and Research Related to the Project.

In terms of literature and research related to file management systems with role-
based access control, several studies have been conducted on this topic. Many of
these studies have focused on the benefits of implementing such a system,
including increased efficiency, improved security, and better collaboration among
team members.
One study, published in the International Journal of Computer Science and
Mobile Computing, found that implementing a role-based access control system
in a file and document management system helped to improve security and reduce
20
the risk of data breaches. Another study, published in the Journal of Information
Science and Technology, found that implementing a file management system with
role-based access control helped to improve collaboration among team members
and increase productivity.
Other studies have focused on the technical aspects of such a system, including
the design and implementation of the access control model. For example, a study
published in the Journal of Computer Science and Technology found that a hybrid
access control model, which combines mandatory access control and role-based
access control, was effective in controlling access to sensitive data.
Overall, the literature and research on file management systems with role-based
access control suggest that these systems are effective in improving security,
collaboration, and productivity. However, it's important to carefully design and
implement the system to ensure that it meets the needs of the users and the
requirements of the organization.
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CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.5.14 3.1 Introduction
This chapter discusses the requirement capture analysis which includes fact-
finding, the development environment, the operational environment, software and
hardware, and functional requirements. The minimum requirements required for
the project are also spelled out. Fact-finding will discuss the information gathered
to develop the system.
3.5.15 3.2 Solution Overview
The File Management System with Role-Based Access Control is designed to
provide a secure and efficient platform for managing files and documents within
an organization. It offers a centralized repository for file storage, collaboration,
and controlled access based on user roles and permissions. The solution aims to
streamline file management, improve collaboration, and enhance data security.
Key Features and Functionality:
User Management: The system allows users to register and create accounts with
different roles (e.g., administrators, managers, employees). User authentication
ensures that only authorized individuals can access the system.
22
File Upload and Storage: Users can upload files to the system, which are
securely stored in a central repository. Files can be organized into folders or
categories to facilitate easy retrieval.
Role-Based Access Control: The system implements role-based access control,
where each user is assigned specific roles and associated permissions. Access to
files and system functionalities is granted or restricted based on user roles,
ensuring that users only have access to relevant files and actions.
File Sharing and Collaboration: Users can share files with other users or groups
within the system. Permissions can be assigned to control the level of access
(read, write, delete) for shared files. Collaboration features such as commenting,
version control, and real-time editing may be available to facilitate teamwork and
document collaboration.
Search and Retrieval: The system provides robust search capabilities, allowing
users to search for files based on various criteria such as file name, tags, or
metadata. This ensures quick and efficient retrieval of files, even in large
repositories.
Notifications and Alerts: Users receive notifications and alerts for relevant
system events, such as file updates, shared file invitations, or access attempts.
This keeps users informed and helps them stay up to date with file activities and
important system events.
Security Measures: The solution prioritizes data security by implementing strong
authentication mechanisms, encryption of stored files, and adherence to access
23
control policies. User access is monitored and audited to identify any suspicious
activities or violations of access control rules.
Performance and Scalability: The system is designed to handle many users and
files, ensuring optimal performance even under heavy load. It is scalable to
accommodate future growth and increasing storage requirements.
Usability: The user interface of the system is designed to be intuitive and user-
friendly, requiring minimal training for users to navigate and perform tasks
efficiently.
Benefits:
Improved File Organization: The system provides a centralized location for
storing and organizing files, eliminating the need for manual file management,
and reducing the risk of data loss or duplication.
Enhanced Collaboration: File sharing and collaboration features facilitate
seamless teamwork, allowing users to collaborate on documents, track changes,
and maintain version control.
Increased Security: Role-based access control and robust security measures
ensure that files are accessed only by authorized users, minimizing the risk of data
breaches or unauthorized access.
Time and Cost Savings: The system streamlines file management processes,
reducing the time spent searching for files and enabling efficient document
sharing and collaboration. This leads to increased productivity and cost savings.
24
Compliance and Auditability: The system maintains an audit trail of user
activities and access attempts, supporting compliance requirements and providing
traceability for file-related actions.
The File Management System with Role-Based Access Control offers a
comprehensive solution for efficient file management, collaboration, and secure
access control within an organization. By implementing this system, organizations
can enhance productivity, improve data security, and streamline their file
management processes.
3.5.16 3.3 System Requirements
This section discusses the system requirements. This includes both the functional
and non-functional requirements that make up the system.
3.3.1 Functional Requirement

1. User Management: The system should allow the administrator to manage user
accounts, including creating, modifying, and deleting user accounts.
2. File Sharing: The system should allow users to share files with other users.
3. Access Control: The system should enforce access control policies to ensure
that users can only access files that they are authorized to access.
4. Role-Based Access Control: The system should implement role-based access
control to define different levels of access based on user roles.
5. Audit Logs: The system should generate audit logs to track user activity,
including file access, file sharing, and changes to user accounts.
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6. Encryption: The system should encrypt files during transmission and storage to
protect the data from unauthorized access.
7. SMS notification alert: The system should alert the user/receiver when a file is been
shared
3.3.2 Non-Functional Requirements:

1. Performance: The system should be able to handle many users and files
without significant performance degradation.
2. Availability: The system should be always available to users, with minimal
downtime for maintenance or upgrades.
3. Security: The system should be secure, with appropriate measures in place to
protect against unauthorized access, data breaches, and other security threats.
4. Scalability: The system should be scalable, and able to handle increasing
numbers of users and files as the system grows.
5. Compatibility: The system should be compatible with a wide range of devices
and operating systems to ensure that users can access the system from any device.
6. Usability: The system should be easy to use, with an intuitive user interface
that requires minimal training for users.
7. Reliability: The system should be reliable, with minimal errors or system
failures that could result in data loss or other problems.
3.5.17 3.4 Design Specification
To build a system that best meets the specific user requirements, prototyping is
under the class methodology of rapid application development.

26
RAD is a popular software development methodology that was developed in
response to the limitations of traditional software development approaches like
the Waterfall model. It emphasizes a flexible and iterative approach to
development, with a focus on building working prototypes of the system quickly
and getting feedback from users throughout the development process.
One of the key benefits of RAD is that it allows developers to quickly build and
test working prototypes of the system, which can help identify issues and bugs
early in the development process. This can save time and money compared to
traditional development approaches, where issues may not be identified until
much later in the development process.
RAD also emphasizes user involvement, which can help to ensure that the system
meets the needs of its users. By getting feedback from users early and often,
developers can make sure that the system is meeting user needs throughout the
development process.
Another benefit of RAD is that it allows for a more flexible and adaptable
approach to development. The iterative nature of RAD means that the system can
be adapted and changed as needed to meet changing requirements or user needs.
Overall, RAD is a popular software development methodology that is well-suited
to this project and requires a flexible and iterative approach to development. It
emphasizes rapid prototyping, user involvement, reusability, collaborative
development, flexible architecture, rapid deployment, automated testing, rapid
feedback, and continuous improvement.
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Figure 3. 1 Rapid Application Development (RAD)
3.5.18 3.5 Design Methodology
The prototype methodology is defined as a software development paradigm where
a prototype is built, tested, and then reformulated as needed until an acceptable
prototype is reached. It also establishes a base to produce the final system. There
are four types of prototype methodology, including rapid prototype, evolutionary
prototype, additive prototype, and extreme prototype.
In developing this system, we chose the method of extreme prototyping. That's
because it is the proper method mostly used for web development. Extreme
Prototyping is an architectural process for developing applications, especially web
systems and applications, in terms of increasingly functional prototyping. At a
high level, it divides web development into three distinct phases. The first stage is
the static prototype, which consists of HTML pages and possibly a logical data
model that supports those pages. The second stage is a coding process in your
chosen web framework where the screens are fully functional using an emulation
services layer. The third stage is where the services are performed. When
designing our system using extreme prototyping methodology, it may follow the
six procedures required in the SDLC prototyping model.
Step 1: Requirement Gathering and Analysis.
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The prototyping model begins with the requirements analysis. In this phase, the
system requirements were defined in detail. During the process, a select group of
users of the system were involved to find out what their expectations of the
system might be, thereby considering system and user requirements.
Step 2: Quick Design
The second phase is a preliminary design or a quick design. In this stage, a simple
design of the
system was created which will give a brief idea of the system.
Step 3: Build a Prototype.
In this phase, an actual prototype was designed based on the information gathered
from the rapid design which was a small work model of the requirement.
Step 4: Initial User Evaluation
At this stage, the proposed system was tested and evaluated. This made it possible
to discover the strengths and weaknesses of the working model. Comments and
suggestions were collected from users
Step 5: Refining Prototype
Based on the user’s satisfaction, we refined the prototype according to the user's
feedback and suggestions. This phase was not over until all the requirements
specified by the user were met.
Step 6: Implement Product and Maintenance.
Once the final system was developed based on the final prototype, it was
thoroughly tested and deployed.
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3.5.1 Data Collection
Survey analysis was done for which future ten (10) users will be using the
application, and a set of survey interviews was carried out to study their opinions
in terms of usage and functionalities required for the chat application.
3.5.2 System Architecture

At this stage beings the decision-making on how to build and operate the system.
In other words, its purpose is to create a technical solution that satisfies the
system's functional requirements. The various models will be designed along with
their respective detailed diagrams and flow charts. The system design implements
the one-tier client-server architecture.
1 Tier Architecture in DBMS is the simplest architecture of a database in which
the client, server, and Database all reside on the same machine. A simple one-tier
architecture example would be anytime you install a Database in your system and
access it to practice SQL queries. However, such architecture is rarely used in
production.
Figure 3. 2 Tier Architecture System
30
3.5.3 Unified Modeling Language (UML)
UML (Unified Modeling Language) is a standard notation for the modeling of
real-world objects as a first step in developing an object-oriented design
methodology. They were used to develop the mobile hospital record management
system.
3.5.4 Use Cases Diagram

User Registration:
Actors: User
Use Case: Register Account
Description: The user creates a new account in the system by providing the
required information, such as username, email, and password.
User Authentication:
Actors: User
Use Case: Login
Description: The user provides their credentials (username and password) to
authenticate and gain access to the system.
File Upload and Management:
Actors: User
Use Cases:
Upload File: Allows users to upload files to the system.
View File: Enables users to view files and documents stored in the system.
Edit File: Allows users to modify the content of files.
Delete File: Enables users to delete files from the system.
Folder Management:
31
Actors: User
Use Cases:
Create Folder: Allows users to create new folders to organize their files.
Rename Folder: Enables users to rename existing folders.
Delete Folder: Allows users to remove folders and their contents from the system.
Sharing and Collaboration:
Actors: User
Use Cases:
Share File/Folder: Allows users to share files or folders with other users.
Set Permissions: Enables users to set access permissions for shared files or
folders.
Collaborate: Allows multiple users to work together on a shared file or document.
Role Management:
Actors: Administrator
Use Cases:
Create Role: Enables administrators to create new roles with specific permissions.
Assign Role: Allows administrators to assign roles to users based on their
responsibilities.
Update Role: Enables administrators to modify existing roles, including
permissions and responsibilities.
Remove Role: Allows administrators to delete roles that are no longer needed.
Register Account
Collaborate
Login
Upload files32
View files
Edit files
Figure 3. 3 Use case function for the User
System Administration:
Use Cases:
User Management: Allows administrators to manage user accounts, including
creation, deletion, and modification.
Permission Management: Enables administrators to define and manage
permissions associated with roles.
Audit Trail: Provides administrators with the ability to track and review user
activities for security and compliance purposes.
Create role
Administrators
Assign role
Update role
Remove role
User Management
Permission management
-
Audit trail
33
Figure 3. 4 Use case Function for the Administrators
In this use case diagram, the main actors are the "User" and "Administrator." The
User actor can perform actions such as registering an account, logging in,
managing files and folders (uploading, viewing, editing, deleting, creating,
renaming, and deleting), sharing files or folders, setting permissions, and
collaborating with others.
3.5.5 Data Flow Diagrams

Data Flow Diagrams (DFDs) are graphical representations that depict the flow of
data within a system or process. They illustrate how data moves from one process
to another, how it is stored or transformed, and how it interacts with external
entities. DFDs are useful for understanding the system's data flow and identifying
the processes, data stores, and external entities involved.
In this high-level DFD, the User interacts with the System, which represents the
various processes and functionalities of the File & Document Management
System.
+-----------------+
| User |
+--------+--------+
+--------v--------+
| System |
34
+--------+--------+
+--------v--------+
| Data Store |
+--------+--------+
Figure 3. 5 Data flow of the system

The System can involve processes such as User Registration, User Authentication,
File Upload and Management, Role Management, and System Administration.
The Data Store represents the storage of files, documents, user information, roles,
and permissions.
35
Figure 3. 6 Flowchart diagram of the system
3.6 System Testing
This phase allows individual units and modules to be tested to determine if the
system solution meets the set of business goals and if it performs as exported. The
researchers first tested each module for its functionality and later brought together
all components and subsystems of the development modules and made the whole
integrated system alive.
System Implementation
This stage concludes the product into a productive environment after it is given
the green light from the System tester. During this stage, the project is released to
be used and or installed by the end users.
3.5.19 System Maintenance
This is the final phase of the SDLC where the end-user fine-tunes the system as
necessary to increase performance. Add new features and capabilities, or meet
new requirements brought to the table by the client or user. The researcher must
make sure that the system remains relevant and usable.
3.6 System Requirements
Before implementing the File Management System with Role-Based Access
Control (RBAC), it is important to define the system requirements. These
requirements outline the hardware, software, and network components necessary
to ensure the smooth functioning of the system. Here are the key system
requirements:
36
3.6.1 Hardware Requirements:
Processor: Minimum dual-core processor (recommended quad-core or higher for
better performance).
Memory: Minimum 4GB RAM (recommended 8GB or higher for improved
efficiency).
Storage: Adequate storage capacity to accommodate the files and documents
being managed.
Network: Stable network connectivity to enable user access and data transfer.
3.6.2 Software Requirements:
Operating System: the supported operating systems (e.g., Windows, macOS,
Linux) and their versions.
Web Server: Install a web server (e.g., Apache, Nginx) to host the system.
Database: A suitable database for the system is MySQL, for data storage and
retrieval.
Programming Language: Specify the programming language that will be used
for system development (e.g., Java, Python, PHP).
Frameworks and Libraries: specific frameworks or libraries used in the system's
implementation (e.g., Django, Laravel, Spring).
3.6.3 User Interface Requirements:
Web Browser Compatibility: Ensure that the system supports major web
browsers (e.g., Chrome, Firefox, Safari, Edge) and their latest versions.
37
3.6.4 Security Requirements:
Authentication Mechanisms: Implementing secure user authentication methods,
such as username and password, multi-factor authentication, or integration with
external identity providers.
Encryption: Employing encryption techniques (e.g., SSL/TLS) to secure data
transmission over the network.
Access Control: Ensuring robust access control measures, such as RBAC, to
restrict unauthorized access to files and documents.
Audit Trail: Implementing a logging mechanism to track user activities and
detect any suspicious or unauthorized actions.
Backup and Recovery: Setting up regular backups of files and documents to
ensure data integrity and establish a recovery plan in case of data loss.
3.6.5 Non-Functional Requirements
Non-functional requirements define the characteristics and qualities that a system
should possess rather than specific functionalities. They are often related to
performance, usability, reliability, security, and other aspects that impact the
system as a whole. Here are some examples of non-functional requirements for a
File Management System with Role-Based Access.
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CHAPTER FOUR
SYSTEM DEVELOPMENT, TESTING AND
DEPLOYMENT
4.1 Introduction
In today's digital age, effective management of files and documents is paramount
for organizations of all sizes and domains. The need to maintain order, security,
and accessibility of critical data has never been more essential. In this section, we
delve into the intricacies of our system's approach to file and document
management, enriched with the robust framework of Role-Based Access Control
(RBAC). This chapter throws light on the description of the Program design and
structure which includes modules, forms etc.), the real implementation of the
solutions (programming language(s) and coding processes), Testing and
Evaluation of the software product and showing how it arises from the design,
then the demonstration of some of the interesting elements of the system,
illustrating examples from the output, and some snapshots from the system. The
system will be successful if it delivers the expectations and functions that have
been built for the users according to specified requirements.
4.2 Program Development Tools and Structure
The project development is structured into two major components. These
components are client-side and server-side. These two major components contain
various modules and components that communicate with each other to make the
chat application work. The client-side also known as the front-end component is
responsible for all the technologies and frameworks that make up the graphical
39
user interface (GUI) with which the user sees and interacts with. The other major
component is the server-side also known as the backend component which is
responsible for all the backend processes and protocols that will facilitate the
sending and receiving of user messages.
1.4.1 Programming Languages
Certainly, if you used both PHP and JavaScript (specifically, client-side
JavaScript) for your project, you can specify their roles as follows:
1. PHP (Server-Side):
PHP served as the core server-side scripting language for our project. Its
primary responsibilities included handling server-side operations, such as user
authentication, file uploads and downloads, RBAC logic, and database
interactions. PHP was chosen for the following reasons:
 Web Development Focus: PHP excels in web development and was
instrumental in creating dynamic and secure web-based interfaces for
users to access and manage their files and documents.
 Server-Side Logic: PHP was utilized to execute server-side logic,
ensuring that sensitive operations occurred securely on the server,
reducing potential security vulnerabilities.
 Database Integration: PHP seamlessly integrated with our chosen
database management system (DBMS), allowing efficient data storage,
retrieval, and management of user profiles, file metadata, access control
lists (ACLs), and audit trail information.
40
 Community Support: PHP benefits from a vibrant developer
community, providing extensive resources, documentation, and libraries
that accelerate development and troubleshooting.
 Scalability and Performance: With the appropriate web server
configuration and caching mechanisms, PHP demonstrated scalability
and met the project's performance requirements, ensuring responsiveness
under increased user activity.
2. JavaScript (Client-Side):
JavaScript was instrumental in enhancing the user experience by providing
dynamic and interactive elements in the system's web-based interface. Its role
included:
 User Interface Enhancement: JavaScript was used to create an engaging
and responsive user interface, facilitating smooth interactions with the
system's features.
 Client-Side Validation: JavaScript enabled client-side validation of user
inputs, enhancing data integrity, and reducing the need for unnecessary
server requests.
 Asynchronous Requests: Through technologies like AJAX
(Asynchronous JavaScript and XML), JavaScript allowed for
asynchronous communication with the server, improving the system's
performance and responsiveness.
41
 Integration with Libraries and Frameworks: JavaScript was leveraged
in conjunction with popular libraries and frameworks (e.g., React.js) to
streamline front-end development and ensure a modern and user-friendly
UI.
 Real-time Updates: Real-time updates and notifications were
implemented using JavaScript, enhancing collaboration and user
engagement within the system.
By utilizing both PHP and JavaScript, we achieved a balanced approach to system
development. PHP handled critical server-side functions, ensuring data security
and reliability, while JavaScript contributed to a dynamic and user-centric
frontend experience. This combination of server-side and client-side technologies
was chosen to deliver a comprehensive file and document management system
with Role-Based Access Control.
1.4.2 Development Frameworks and Libraries
In the development of our file management system with Role-Based Access
Control (RBAC), we utilized several development libraries and technologies to
streamline the development process and enhance system efficiency. Each of these
tools played a crucial role in different aspects of our project:
1. PHP:
 Choice Rationale: PHP served as the primary server-side scripting
language for our project. Its versatility in web development made it a
suitable choice for handling server-side operations, including user
authentication, file management, RBAC logic, and database interactions.

42
 Contributions: PHP played a central role in executing server-side logic
and managing interactions with our chosen database management system
(DBMS). It facilitated user authentication, file uploads and downloads,
RBAC rule enforcement, and data retrieval. PHP's server-side capabilities
ensured data security and reliability, aligning with our project's core
requirements.
2. JavaScript and jQuery:
 Choice Rationale: We employed JavaScript and the jQuery library for
their significance in enhancing the client-side user experience.
JavaScript enabled dynamic and interactive features, while jQuery
simplified DOM manipulation and cross-browser compatibility.
 Contributions: JavaScript and jQuery were instrumental in creating a
responsive and engaging user interface. JavaScript provided real-time
updates, client-side validation, and interactivity, enhancing overall user
experience. jQuery simplified specific DOM tasks and cross-browser
compatibility, contributing to a consistent user interface.
3. React.js JavaScript Library:
 Choice Rationale: React.js was selected for its ability to create dynamic
and modular user interfaces. Its component-based architecture and virtual
DOM offered an efficient way to build interactive frontend components.
 Contributions: React.js played a pivotal role in elevating the user
experience by enabling the creation of modular and responsive UI
43
components. It enhanced the system's performance through virtual DOM
updates, and real-time notifications and updates were efficiently
implemented using React.js, fostering a collaborative and responsive user
interface.
4. Bootstrap CSS Framework:
 Choice Rationale: Bootstrap was integrated into our project to
streamline frontend development and ensure a consistent and visually
appealing user interface.
 Contributions: Bootstrap's responsive design components and CSS
styling enhanced our system's UI by providing a responsive and visually
appealing layout. Its grid system and pre-designed UI elements ensured
a consistent user experience across various devices and screen sizes.
These development libraries and technologies collectively expedited our project's
development, simplified complex tasks, and contributed to a cohesive and
engaging user interface. Their selection was based on their suitability for specific
development needs, ultimately enhancing the efficiency and success of our file
and document management system with RBAC.
1.4.3 Development Environment
Control (RBAC), we carefully selected our development environment to
maximize productivity, collaboration, and code quality. Our chosen tools were
44
instrumental in facilitating efficient development and ensuring code consistency
and reliability.
1. Code Editor - Visual Studio Code (VS Code):
 Choice Rationale: Visual Studio Code (VS Code) emerged as our
primary code editor due to its versatility, extensive extension support, and
active developer community. Its lightweight yet feature-rich nature made
it an ideal choice for our project.
 Contributions: VS Code provided a clean and user-friendly interface for
writing code. Its built-in support for PHP, JavaScript, and various other
programming languages ensured a seamless coding experience. We
leveraged a range of extensions to enhance our development workflow,
including syntax highlighting, code formatting, Git integration, and real-
time collaboration tools. VS Code's rich ecosystem allowed our
development team to maintain code consistency and facilitate efficient
code reviews.
2. Version Control - Git and GitHub:
Choice Rationale: Git, in combination with GitHub, served as our version
control system (VCS). Git's distributed nature and GitHub's collaboration features
made them an obvious choice for managing our project's source code.
Contributions: Git enabled our team to work concurrently on different aspects of
the project while maintaining code integrity. We could track changes, merge
contributions, and resolve conflicts seamlessly. GitHub served as a centralized
45
platform for hosting our code repository, enabling efficient collaboration, issue
tracking, and documentation.
3. Web Server and Database Server:
Choice Rationale: For local development and testing, we utilized Apache as our
web server and MySQL as our database server. These choices mirrored our
production environment for consistent testing and debugging.
Contributions: Apache provided a stable environment for hosting our PHP-based
system locally. We could simulate real-world scenarios and test server-side
functionalities effectively. MySQL allowed us to manage our database locally,
enabling efficient data manipulation and debugging.
Operating System - Windows and Linux:

Choice Rationale: Our development team used a combination of Windows and
Linux operating systems based on individual preferences and requirements. This
diversity allowed us to ensure the cross-platform compatibility of our system.
Contributions: Developers could work in their preferred environments while
ensuring that the system's codebase remained compatible across different
operating systems. This approach supported a broader user base and ensured the
robustness of our application.
By carefully selecting our development environment and tools, we aimed to create
an environment that fostered collaboration, maintained code consistency, and
supported efficient development workflows. Visual Studio Code, Git/GitHub,
Apache, MySQL, and our choice of operating systems collectively contributed to
46
the success and reliability of our file and document management system with
RBAC.
1.4.4 Security Mechanisms
Control (RBAC), robust security mechanisms were a top priority to safeguard
sensitive data and ensure authorized access. The chosen security mechanisms and
their rationale are as follows:
1. Role-Based Access Control (RBAC):
Choice Rationale: RBAC was a fundamental security mechanism employed to
manage and control user access to files within our system. This choice was driven
by the need to enforce granular access permissions based on user roles, ensuring
that only authorized users could perform specific actions.
Contributions: RBAC allowed us to define roles (e.g., admin, manager, user) and
assign corresponding permissions (e.g., read, write, delete) to each role. By
adhering to the principle of least privilege, RBAC minimized the risk of
unauthorized access or data breaches. Access control decisions were determined
by the user's role, making it a versatile and effective mechanism for regulating
access.
2. Encryption:
Choice Rationale: Encryption was implemented to protect data both at rest and
during transmission. We utilized encryption algorithms for sensitive data to
ensure confidentiality and data integrity.
47
Contributions: By encrypting data, we added an extra layer of security. For data
at rest, file contents and user credentials were encrypted within the database. For
data in transit, we employed secure communication protocols (e.g., HTTPS) to
encrypt data transferred between the client and ser ver. Encryption measures
mitigated the risk of data interception and unauthorized access.
3. Authentication Mechanisms:
Choice Rationale: To verify user identities, we implemented robust
authentication mechanisms. This choice was made to ensure that only legitimate
users could access the system.
Contributions: User authentication required valid username-password
combinations, and we also incorporated multi-factor authentication (MFA) to
enhance security. MFA added an extra layer of verification by requiring users to
provide a second factor, such as a one-time code from a mobile app or a hardware
token, in addition to their password. This mechanism protected against
unauthorized access even if login credentials were compromised.
4. Access Controls:
Choice Rationale: Access controls, including access control lists (ACLs), were
employed to specify and enforce permissions on individual files and documents.
This approach allowed fine-grained control over who could access, modify, or
delete specific files.
Contributions: Access controls ensured that users could only interact with files
and documents they were explicitly authorized to access. ACLs defined which
48
users or roles had permission to perform specific actions on each file, ensuring
that data remained confidential and only accessible to authorized individuals.
5. Audit Trails:
Choice Rationale: To track and monitor system activities, we implemented audit
trails or logging mechanisms. This decision was crucial for identifying security
incidents and maintaining accountability.
Contributions: Audit trails recorded important events, such as login attempts, file
access, and changes in user roles or permissions. These logs were invaluable for
post-incident analysis, compliance auditing, and ensuring that security policies
were enforced.
These security mechanisms collectively formed a robust defense against
unauthorized access, data breaches, and security threats. By implementing RBAC,
encryption, strong authentication, access controls, and audit trails, we aimed to
provide a secure and trustworthy file and document management system with
RBAC, safeguarding user data and maintaining the integrity of our system.
4.3 System Testing
The goal of testing was to demonstrate that the system under control contains
bugs and is at the stage of implementation which is aimed at ensuring that the
system works accurately and efficiently before live operation commences.
49
Testing must not be confused with debugging, which is the process of detecting
and reducing the number of existing errors, but testing is the process of executing
the program with the intent of finding errors and missing operations and a
complete verification to determine whether the objectives are met, and the user
requirements are satisfied.
Testing can never prove that a code is an error but rather verify that errors exist,
therefore, the need to consider the fact that the error might come from the test
itself, while the tested code might be correct. One must know what the results of
the test will show before it has been performed.
The one who is responsible for doing the testing has to be able to define what the
outcome should be, if not this will lead to bugs in either the program or the test or
in both the program and the test.
The good thing about system testing is that it can be carried out without any prior
knowledge about the program design and can thus be performed by "outsiders".
To maintain the quality of a system, it is needed to configure a system testing,
detecting, and fixing the errors in a system is known as one of the main objectives
behind testing a system in a development cycle.
3.5.20 4.3.1 Testing Process
Testing of the application went through five distinct states: Unit, Integration, Sub-
system, System and Acceptance testing.
50
4.3.2 Unit Testing
The software units in a system are modules and routines that are assembled and
integrated to perform a specific function. Unit testing focuses first on modules,
independently of one another, to locate errors.
This enables us to detect errors in coding and logic that are contained within each
module. This testing includes entering data and ascertaining if the value matches
the type and size supported and the various controls are tested to ensure that each
performs its action as required.
4.3.3 Integration Testing
Data can be lost across any interface, one module can have an adverse effect on
another, and sub-functions, when combined may not produce the desired major
functions. Integration testing is systematic testing to discover errors associated
with the interface. The objective is to take unit-tested modules and build a
program structure. All modules are combined and tested as a whole, here the
server module and the client module options are integrated and tested.
The testing assures that the application is a well-integrated functional unit with a
smooth transition of data.
4.3.4 Sub-System Testing
At this stage, the modules are integrated and tested. The modules are a collection
of components. The subsystems that were tested were the business rules, User
Interface, Database access and system dependency.
Business rules are the laws, regulations, policies, and procedures that are encoded
into a computer system.
51
This test was carried out to ensure that the system responded to the business rules
encoded in it. The test on the user interface was to ensure that the user-interface
components could change without damaging the rest of the program.
The database access test was to ensure that the centralized database could operate
without errors to the working data; it was also to ensure that changes to the
database design structure wouldn't affect most of the program.
4.3.5 System Testing
The system is made up of sub-systems. The system is tested to check for how the
sub-systems interact with each other. Of utmost importance was to test if the
systems met their functional and non-functional requirement.
4.3.6 Acceptance Testing
This is the final stage of the testing process before the system is put into
operation. In this test process, the data used was not simulated data but actual data
from selected users who were contracted to test the system.
The test revealed errors relating to the maximum length of names. Acceptance
testing may reveal errors and omissions in the system requirements definition
because the real data exercises the system in different ways from the test data.
Acceptance testing may also reveal requirements problems where the system's
facilities do not meet the user's needs, or the system performance is unacceptable.
4.3.7 User Interface Design
The following snapshots were captured from the application using the Windows
print screen function. The screenshots are grouped into two, pages on the client
side, that is, the home page and the administrator side.
52
1. Login Interface/form
Figure 4. 1. Login Form

Figure 4.1 shows the login interface/form. The login interface/form is the first
interface to be seen when the application is launched. It authenticates the user’s
login credentials before a user can access the system.
2. Database Structure
Figure 4. 2. Database Structure

Figure 4.2 is an illustration of the database structure. Populating the list of tables
used and the basic properties of the table.
53
3. Main Dashboard
Figure 4. 3. Main Dashboard of The System

Figure 4.3 displays the main interface after a successful login to the system. It
shows the navigation to other modules in the system.
4. Home Interface
Figure 4. 4. Home Form

Figure 4.4 presents the home form. The home interface displays activities and
data performed and stored by the user.
5. My Drive
54
Figure 4. 5. Drive of The System.
My drive form displays a list of drive files on the system as shown in Figure 4.5.
The admin or user can upload, share and delete files.
6. All Files Interface/Form
Figure 4. 6. All Files Form

All files form display file records or a list of files that have been uploaded onto
the system as presented in Figure 4.6. Files can be downloaded and can be
deleted.
55
7. Archives
Figure 4. 7. Archives Form

The archives form contains a list of deleted files on the system as displayed in
Figure 4.7. The files can be deleted permanently from the archives form.
8. Reports
Figure 4. 8. My Drive Form

Figure 4.8 shows my drive form. This form allows users to view activities done
on the system. The admin/user can filter to generate reports. The form allows
users to search and generate reports from either My Drive or Shared files.
56
9. Roles and Permissions
Figure 4. 9. Roles and Permissions Form

The Roles and Permissions form allows only the admin to add a person into the
system as displayed in Figure 4.9. The admin can assign roles and permission to a
person as well. The person can be an admin or a user.
10. Audit Trail Form
Figure 4 . 10. Audit Trail Form

The audit trail form allows only the admin to monitor the activities of the system
as presented in Figure 4.10. The form displaces activities such as the time and
date a user logs in, the task he/she performed, files uploaded, and files shared.
57
11. SMS Notification.
Figure 4.11. SMS Notification

SMS notification has been implanted into the system. A quick notification will
be sent to the receiver whom the user shared the file with. It will prompt the
receiver that, he/she has received a new shared file from the system.
4.4 System Deployment
In this section, we'll delve into the deployment phase of our file and document
management system with Role-Based Access Control (RBAC). Effective
deployment is essential to ensure that our system operates reliably and securely in
a production environment.
4.4.1 Deployment Architecture:
1. Deployment Architecture Overview:
 Choice Rationale: We opted for a three-tier architecture for our system
deployment. This architecture separates the presentation layer (frontend),
application layer (backend), and database layer. This choice promotes
scalability, maintainability, and separation of concerns.
58
 Contributions: By structuring our deployment in this manner, we
achieved modularity and flexibility. The front end, responsible for the user
interface, interacted with the backend, which hosted the core application
logic. The backend, in turn, communicated with the database server to
manage data. This separation of layers allowed for efficient scaling of
individual components, reducing potential bottlenecks.
2. Deployment Diagram:
 Choice Rationale: We created a deployment diagram to visually
represent our system's architecture. This diagram was instrumental in
communicating the deployment structure to the development and
operations teams.
 Contributions: The deployment diagram illustrated the relationship
between components, including web servers, application servers, database
servers, and load balancers. It highlighted the flow of data and user
requests, aiding in the understanding of how different parts of the system
interacted and ensuring efficient resource allocation.
4.4.2 Environment and Tools Required for Deployment:
1. Web Servers:
 Choice Rationale: For hosting our PHP-based application, we utilized
Apache HTTP Server. Apache's proven reliability and extensive
documentation made it an excellent choice for serving web content.
59
 Contributions: Apache provided a stable environment for hosting our
PHP application, ensuring that users could access our system with
minimal downtime.
2. Database Management System (DBMS):
 Choice Rationale: We continued to use MySQL as our database
management system (DBMS) in the production environment, mirroring
our development environment.
 Contributions: Consistency in the choice of DBMS minimized potential
compatibility issues during deployment. MySQL efficiently managed
our data and ensured data integrity.
3. Operating System:
 Choice Rationale: Our production environment ran on a Linux-based
operating system (e.g., Ubuntu Server or CentOS) due to its reliability,
security, and compatibility with the selected software components.
 Contributions: Linux provided a robust platform for hosting our system.
Its security features and package management facilitated system updates
and maintenance.
4. Deployment Tools:
Choice Rationale: We employed deployment automation tools such as Ansible
and Docker to streamline the deployment process. Ansible allowed for
configuration management and orchestration, while Docker enabled
containerization for consistency across different environments.
60
Contributions: Ansible and Docker contributed to the efficiency of our
deployment pipeline. Automation reduced manual errors, and containerization
ensured that our application and its dependencies were consistent and isolated,
simplifying deployment and scaling.
4.4.3 Deployment Type
1. Parallel Deployment:
Choice Rationale: We opted for a parallel deployment strategy to minimize
disruption during the transition from the old system to the new one. This approach
allowed both systems (old and new) to run concurrently for a transitional period.
Contributions: Parallel deployment ensured that users could continue to access
the system without interruption while the new system was gradually rolled out. It
provided a safety net, allowing for thorough testing and data migration before full
adoption.
By carefully planning and implementing our deployment strategy, we aimed to
ensure a smooth transition of our file and document management system with
RBAC from development to production. The chosen architecture, tools, and
deployment type were all selected to optimize performance, reliability, and user
experience in the production environment.
61
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
2.4 Summary
File management with a role-based access control system with an SMS
notification alert is a system that allows users to easily share files with others
while also receiving SMS notifications for important updates. This system
provides a convenient and efficient way to collaborate and communicate with
team members or clients.
62
With this system, users can upload files to a central repository, which can be
accessed by authorized individuals. The files can be categorized and organized
for easy navigation and retrieval. Users can also set permissions and access
levels to ensure that only the intended recipients can view or edit the files.
One of the key features of this system is the SMS notification alert. Users can
receive SMS notifications for an event, such as when a file is shared. This helps
users stay updated and informed about the latest activities and changes in the
shared files.
The SMS notifications can be customized to include relevant information, such
as the name of the file, the user who made the update, and a brief description of
the changes.
2.5 Conclusion
File management with a role-based access control system with SMS notification
alerts is a valuable tool for enhancing collaboration and communication. It
allows users to easily share files, set permissions, and receive timely SMS
notifications for important updates. This system streamlines the file sharing
process and keeps users informed about the latest activities and changes. By
utilizing this system, teams and clients can work together more efficiently and
effectively.
63
2.6 Recommendations
Based on the benefits and features of file management with a role-based access
control system with SMS notification alerts, we recommend implementing it in
most organizations or projects. The following are some reasons outlined:
1. Improved collaboration: The file management with a role-based access
control system allows for easy collaboration among team members or clients. It
provides a centralized repository for files, making it convenient to share, access,
and edit files in real-time.
2. Enhanced communication: The SMS notification alert feature ensures that
users stay updated and informed about important updates and changes. This
helps to facilitate effective communication and keeps everyone on the same
page.
3. Increased productivity: With file management with a role-based access
control system, users can easily find and access the files they need, eliminating
the time wasted searching for documents. The SMS notifications also help to
prioritize tasks and ensure that important updates are not missed.
4. Security and control: The system allows users to set permissions and access
levels, ensuring that only authorized individuals can view or edit files. This
helps to maintain data security and control over sensitive information.
5. Customizable notifications: Users can customize the SMS notifications to
suit their preferences and needs. They can choose the events they want to be
notified about and configure the frequency and timing of the notifications.
64
References
Abdulahi, J. . (2014). Introduction to Computer a Management Tool. Nigeria,
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Adam, & Freeman. (2014). Beginning CSS: Cascading Style Sheets for Web
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Al-saedi, F. A. T., & Dheya, Z. (2015). Design and Implementation of File
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Anders, & Hejlsberg Mads Torgersen, Scott Wiltamuth, P. G. (2015). The C#
Programming Language. Fourth Edi.
Bajpai, M., & Agrawal, A. P. (2013). . Integration of 2 D Secure Barcode in
Identity Cards : A New Approach. 1225–1233.
Bjork. (2016). Definition of electronic file or document. Electronic Document.
By, P., & Publishing, W. (n.d.). HTML, XHTML, and CSS Bible,. Fifth Edit.
Egan. (2015). Electronic Document.
Fan, J., Han, F., & Liu, H. . (2014). Challenges of Big Data analysis. In National
Science Review.
Gramlich, N. (n.d.). Android File Browser. V2.0.
Ike, D. U., Engineering, I., & State, O. O. (2013). DESIGN AND
IMPLEMENTATION OF A FILE SHARING APPLICATION. 2(05), 251–
257.
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Kumar, B. D., & Kareemulla, S. (2017). Smart Mobile Attendance System for
Employees Using QR Scanner. 35–39.
Kumar, N., Bansal, A., Singhal, K., & Sharma, P. (2020). File-Management-
System. 8(2), 74–78.
Of, M., & Applications, C. (2011). Submitted by Cochin University of Science
And Technology. April.
Oparah, C. . (2013). Genesis of Computer Science Nigeria; Pradces Books &
Press.
Sean, D. (2015). Seminar On Storage Devices, Texa University.
Shettar, I. M. (n.d.). Codes in Libraries : Case study on the use of QR codes in the
Central Library , NITK.
Sun’s & Aouad’s. (2014). Advantages of electronic document managment system.
66
APPENDIX
PROGRAM SOURCE CODES
<?php
session_start();
include('config/dbcon.php');
if(!isset($_SESSION['auth']))
{
$_SESSION['message'] = "Login to Access Dashboard";
header("Location: ../login.php");
exit(0);
}
else
{
}
?>
<?php
include('authentication.php');
include("ActivityLog.php");
if(isset($_POST['share_file_btn']))
{
$filename = $_POST['filename'];
$file_size = $_POST['file_size'];
$file_type = $_POST['file_type'];
$shared_id = $_POST['shared_id'];
$date = $_POST['date_created'];
$uploader = $_POST['user_id'];
67
$query = "INSERT INTO sharedfile (filename, file_size, file_type,
shared_id, uploader, date_created)VALUES('$filename', '$file_size', '$file_type',
'$shared_id', '$uploader', '$date')";
$query_run = mysqli_query($con, $query);
if($query_run)
{
$sender_id = "St-Thomass";
$phone = "$shared_id";
$key="Yc2NrM9uzJkogvvYLvbKaXsu7";
$message = "Hi Staff, A new file with the name $filename, has been shared
with you on your portal. Kindly login to access it." ;
$url="https://apps.mnotify.net/smsapi?
key=$key&to=$phone&msg=$message&sender_id=$sender_id";
$result=file_get_contents($url); //call url and store result;*/
// log activity
$logger::log(
"(SHARED FILE) $filename was shared with this user (ID) $shared_id",
$filename,
'sharedfile'
);
$_SESSION['message'] = "Shared Successfully";

header('Location: mydrive.php');
exit(0);
}
else{
$_SESSION['message'] = "Something Went Wrong";
68
exit(0);
}}
if(isset($_POST['rst_btn'])) // delete file
{
$rst_btn = $_POST['rst_btn'];
$check_img_query = "SELECT * FROM archives WHERE id='$rst_btn'
LIMIT 1";
$img_res = mysqli_query($con, $check_img_query);
$res_data = mysqli_fetch_array($img_res);
$image = $res_data['image'];
$query = "DELETE FROM archives WHERE id ='$rst_btn' LIMIT 1";
if($query_run)
{
if(file_exists('../uploads/posts/'.$image)){
unlink("../uploads/posts/".$image);
}
/* log activity
$logger::log(
"(Delete) User was deleted",
$userid,
'users'
);*/
$_SESSION['message'] = "Deleted Successfully";
header('Location: archieves.php');
exit(0);
} else
{
69
$_SESSION['message'] = "Something Went Wrong.!";
exit(0);
} }
if(isset($_POST['delete_btn'])) // delete file
{
$userid = $_POST['userid'];
$user_id = $_POST['user_id'];
$check_img_query = "SELECT * FROM d_files WHERE id='$userid' LIMIT
1";
$query = "DELETE FROM d_files WHERE id ='$userid' LIMIT 1";
$query2 = "DELETE FROM sharedfile WHERE uploader= '$user_id'";
$query1 = "INSERT INTO archives (file_id, filename, file_size, file_type,
user_id)VALUES ( '$userid','$filename', '$file_size', '$file_type', '$user_id')";
$query_run2= mysqli_query($con, $query2);
$query_run1 = mysqli_query($con, $query1);
if($query_run)
{
}
// log activity
70
$logger::log(
"(Delete) File was deleted",
$userid,
'd_files'
);

header('Location: mydrive_delete.php');
exit(0);
}
else
{
exit(0);
}
}
if(!empty($_GET['file']))
{
$image = basename($_GET['file']);
$filepath = "../uploads/posts/".$image;
if(!empty($image) && file_exists($filepath)){
header("Cache-Control: public");
header("Content-Description: File Transfer");
header("Content-Disposition: attachment; filename=$image");
header("Content-Type: application/zip");
header("Content-Transfer-Encoding: binary");
71
//readfile
// log activity
$logger::log(
"(DOWNLOAD) $image was Downloaded",
$image,
'd_files'
);
readfile($filepath);
exit;
}
else{
echo"file not exit";
}}
if(isset($_POST['upload_file'])){
//echo'<pre>';
//print_r($_FILES);
$image = $_FILES['image']['name'];
$fileTmpName = $_FILES['image']['tmp_name'];
$image_size = $_FILES['image']['size'];
$image_type = $_FILES['image']['type'];
$upload_dir = "../uploads/posts/";
$destination = $upload_dir.basename($_FILES['image']['name']);
if
($_FILES['image']['size'] > 100000000){
die("File too Large");
$_SESSION['message'] = "File too Large";
72
header('Location: mydrive_upload.php');
exit(0);
}
$filetype = strtolower(pathinfo($destination, PATHINFO_EXTENSION));
if($filetype!='docx' && $filetype!= 'pdf' && $filetype!='pptx' && $filetype!

='ppt' && $filetype!='xlsx' && $filetype!='zip' && $filetype!='rar' ){
$_SESSION['message'] = "Incorrect File type";
exit(0);
}
query = "INSERT INTO d_files (filename, file_size, file_type, user_id,
date_created)VALUES ( '$image', '$image_size', '$image_type', '$user_id',
now())";

if($query_run)
{
move_uploaded_file($_FILES['image']['tmp_name'], $destination);
// log activity
$logger::log(
"(UPLOADED) $filetype File was Uploaded",
$image,
'd_files'
);
$_SESSION['message'] = "Successfully Uploaded";
73
exit(0);
}
}
/*if(isset($_POST['upload_file'])) // upload file
{
$fileTmpName = $_FILES['file']['tmp_name'];
$path = "../uploads/posts/".$image;
$query = "INSERT INTO d_files (filename)VALUES ( '$image')";
if($query_run)
{
move_uploaded_file($_FILES['image']['tmp_name'], '../uploads/posts/'.
$image);
/* log activity
$logger::log(
"(CREATE) User was created",
$fname . " ". $lname,
'users'
);
exit(0);
}
else
{
}
74
}
*/
// logged
if(isset($_POST['delete_user'])) // delete user
{
$check_img_query = "SELECT * FROM users WHERE id='$userid' LIMIT

1";
$query = "DELETE FROM users WHERE id ='$userid'";
if($query_run)
{
// log activity
$logger::log(
$userid,
'users'
);
$_SESSION['message'] = "Delete Successfully";
header('Location: view_register.php');
exit(0);
}else
{
75
exit(0);
} }
ement, improve collaboration, and enhance data security.
Key Features and Functionality:
User Management: The system allows users to register and create accounts with
different roles (e.g., administrators, managers, employees). User authentication
ensures that only authorized individuals can access the system.
File Upload and Storage: Users can upload files to the system, which are
securely stored in a central repository. Files can be organized into folders or
categories to facilitate easy retrieval.
Role-Based Access Control: The system implements role-based access control,
where each user is assigned specific roles and associated permissions. Access to
files and system functionalities is granted or restricted based on user roles,
ensuring that users only have access to relevant files and actions.
File Sharing and Collaboration: Users can share files with other users or groups
within the system. Permissions can be assigned to control the level of access
(read, write, delete) for shared files. Collaboration features such as commenting,
version control, and real-time editing may be available to facilitate teamwork and
document collaboration.
76
Search and Retrieval: The system provides robust search capabilities, allowing
users to search for files based on various criteria such as file name, tags, or
metadata. This ensures quick and efficient retrieval of files, even in large
repositories.
Notifications and Alerts: Users receive notifications and alerts for relevant
system events, such as file updates, shared file invitations, or access attempts.
This keeps users informed and helps them stay up to date with file activities and
important system events.
Security Measures: The solution prioritizes data security by implementing strong
authentication mechanisms, encryption of stored files, and adherence to access
control policies. User access is monitored and audited to identify any suspicious
activities or violations of access control rules.
Performance and Scalability: The system is designed to handle many users and
files, ensuring optimal performance even under heavy load. It is scalable to
accommodate future growth and increasing storage requirements.
Usability: The user interface of the system is designed to be intuitive and user-
friendly, requiring minimal training for users to navigate and perform tasks
efficiently.
Benefits:
Improved File Organization: The system provides a centralized location for
storing and organizing files, eliminating the need for manual file management,
and reducing the risk of data loss or duplication.
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Enhanced Collaboration: File sharing and collaboration features facilitate
seamless teamwork, allowing users to collaborate on documents, track changes,
and maintain version control.
Increased Security: Role-based access control and robust security measures
ensure that files are accessed only by authorized users, minimizing the risk of data
breaches or unauthorized access.
Time and Cost Savings: The system streamlines file management processes,
reducing the time spent searching for files and enabling efficient document
sharing and collaboration. This leads to increased productivity and cost savings.
Compliance and Auditability: The system maintains an audit trail of user
activities and access attempts, supporting compliance requirements and providing
traceability for file-related actions.
The File & Document Management System with Role-Based Access Control
offers a comprehensive solution for efficient file management, collaboration, and
secure access control within an organization. By implementing this system,
organizations can enhance productivity, improve data security, and streamline
their file management processes.
This section discusses the system requirements. This includes both the functional
and non-functional requirements that make up the system.
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3.2.1 Functional Requirement
Functional Requirements:
1. User Management: The system should allow the administrator to manage user
accounts, including creating, modifying, and deleting user accounts.
2. File Sharing: The system should allow users to share files with other users.
3. Access Control: The system should enforce access control policies to ensure
that users can only access files that they are authorized to access.
4. Role-Based Access Control: The system should implement role-based access
control to define different levels of access based on user roles.
5. Audit Logs: The system should generate audit logs to track user activity,
including file access, file sharing, and changes to user accounts.
6. Encryption: The system should encrypt files during transmission and storage to
protect the data from unauthorized access.
7. SMS notification alert: The system should alert user/receiver when a file is been shared
3.2.2 Non-Functional Requirements:
1. Performance: The system should be able to handle many users and files
without significant performance degradation.
2. Availability: The system should be always available to users, with minimal
downtime for maintenance or upgrades.
3. Security: The system should be secure, with appropriate measures in place to
protect against unauthorized access, data breaches, and other security threats.
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4. Scalability: The system should be scalable, able to handle increasing numbers
of users and files as the system grows.
5. Compatibility: The system should be compatible with a wide range of devices
and operating systems to ensure that users can access the system from any device.
6. Usability: The system should be easy to use, with an intuitive user interface
that requires minimal training for users.
7. Reliability: The system should be reliable, with minimal errors or system
failures that could result in data loss or other problems.
3.3 Design Specification
To build a system that best meets the specific user requirements, prototyping is
under the class methodology of rapid application development.
RAD is a popular software development methodology that was developed in
response to the limitations of traditional software development approaches like
the Waterfall model. It emphasizes a flexible and iterative approach to
development, with a focus on building working prototypes of the system quickly
and getting feedback from users throughout the development process.
One of the key benefits of RAD is that it allows developers to quickly build and
test working prototypes of the system, which can help to identify issues and bugs
early in the development process. This can save time and money compared to
traditional development approaches, where issues may not be identified until
much later in the development process.
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RAD also emphasizes user involvement, which can help to ensure that the system
meets the needs of its users. By getting feedback from users early and often,
developers can make sure that the system is meeting user needs throughout the
development process.
Another benefit of RAD is that it allows for a more flexible and adaptable
approach to development. The iterative nature of RAD means that the system can
be adapted and changed as needed to meet changing requirements or user needs.
Overall, RAD is a popular software development methodology that is well-suited
to this project requires a flexible and iterative approach to development. It
emphasizes rapid prototyping, user involvement, reusability, collaborative
development, flexible architecture, rapid deployment, automated testing, rapid
feedback, and continuous improvement.
Figure 3. 7
3.4 Design Methodology
The prototype methodology is defined as a software development paradigm where
a prototype is built, tested, and then reformulated as needed until an acceptable
prototype is reached. It also establishes a base to produce the final system. There
are four types of prototype methodology, including rapid prototype, evolutionary
prototype, additive prototype, and extreme prototype.
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In developing this system, we chose the method of extreme prototyping. That's
because it is the proper method mostly used for web development. Extreme
Prototyping is an architectural process for developing applications, especially web
systems and applications, in terms of increasingly functional prototyping. At a
high level, it divides web development into three distinct phases. The
first stage is the static prototype, which consists of HTML pages and possibly a
logical data model that supports those pages. The second stage is a coding process
in your chosen web framework where the screens are fully functional using an
emulation services layer. The third stage is where the services are performed.
When designing our system using extreme prototyping methodology, it may
follow the six procedures required in the SDLC prototyping model.
Step 1: Requirement gathering and analysis.
The prototyping model begins with the requirements analysis. In this phase, the
system requirements were defined in detail. During the process, a select group of
users of the system were involved to find out what their expectations of the
system might be, thereby considering system and user requirements.
Step 2: Quick Design
The second phase is a preliminary design or a quick design. In this stage, a simple
design of the
system was created which will give a brief idea of the system.
Step 3: Build a prototype.
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In this phase, an actual prototype was designed based on the information gathered
from the rapid design which was a small work model of the requirement.
Step 4: Initial user evaluation
At this stage, the proposed system was tested and evaluated. This made it possible
to discover the strengths and weaknesses of the working model. Comments and
suggestions were collected from users
Step 5: Refining Prototype
Based on the user’s satisfaction, we refined the prototype according to the user's
feedback and suggestions. This phase was not over until all the requirements
specified by the user were met.
Step 6: Implement product and maintenance.
Once the final system was developed based on the final prototype, it was
thoroughly tested and deployed.
3.4.1 Data Collection
A survey analysis was done for which future ten (10) users will be using the
application, a set of survey interviews was carried out to study their opinion in
terms of usage and functionalities required for the chat application.
3.4.2 System Architecture
At this stage beings the decision-making on how to build and operate the system.
In the other words, its purpose is to create a technical solution that satisfies the
system's functional requirements. The various models will be designed along with
their respective detailed diagrams and flow charts. The system design implements
the one-tier client-server architecture.
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1 Tier Architecture in DBMS is the simplest architecture of a database in which
the client, server, and Database all reside on the same machine. A simple one-tier
architecture example would be anytime you install a Database in your system and
access it to practice SQL queries. But such architecture is rarely used in
production.
Figure 3. 8 tier Architecture System

3.4.3 Unified Modeling Language (UML)
UML (Unified Modeling Language) is a standard notation for the modeling of
real-world objects as a first step in developing an object-oriented design
methodology. They were used to develop the mobile hospital record management
system.
3.4.4 Use Cases Diagram
User Registration:
Actors: User
Use Case: Register Account
Description: The user creates a new account in the system by providing the
required information, such as username, email, and password.
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User Authentication:
Actors: User
Use Case: Login
Description: The user provides their credentials (username and password) to
authenticate and gain access to the system.
File Upload and Management:
Actors: User
Use Cases:
Upload File: Allows users to upload files to the system.
View File: Enables users to view files and documents stored in the system.
Edit File: Allows users to modify the content of files.
Delete File: Enables users to delete files from the system.
Folder Management:
Actors: User
Use Cases:
Create Folder: Allows users to create new folders to organize their files.
Rename Folder: Enables users to rename existing folders.
Delete Folder: Allows users to remove folders and their contents from the system.
Sharing and Collaboration:
Actors: User
Use Cases:
Share File/Folder: Allows users to share files or folders with other users.
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Set Permissions: Enables users to set access permissions for shared files or
folders.
Collaborate: Allows multiple users to work together on a shared file or document.
Role Management:
Use Cases:
Create Role: Enables administrators to create new roles with specific permissions.
Assign Role: Allows administrators to assign roles to users based on their
responsibilities.
Update Role: Enables administrators to modify existing roles, including
permissions and responsibilities.
Remove Role: Allows administrators to delete roles that are no longer needed.
System Administration:
Use Cases:
User Management: Allows administrators to manage user accounts, including
creation, deletion, and modification.
Permission Management: Enables administrators to define and manage
permissions associated with roles.
Audit Trail: Provides administrators with the ability to track and review user
activities for security and compliance purposes.
Register Account
Collaborate
Login
Upload files86
View files
Edit files
Figure 3. 9 Use case function for the User
Create role
Administrators
Assign role
Update role
Remove role
User Management
Permission management
-
Audit trail
Figure 3. 10 Use case Function for the Administrators
In this use case diagram, the main actors are the "User" and "Administrator." The
User actor can perform actions such as registering an account, logging in,
managing files and folders (uploading, viewing, editing, deleting, creating,
renaming, and deleting), sharing files or folders, setting permissions, and
collaborating with others.
3.4.5 Data Flow Diagrams
Data Flow Diagrams (DFDs) are graphical representations that depict the flow of
data within a system or process. They illustrate how data moves from one process
to another, how it is stored or transformed, and how it interacts with external
entities. DFDs are useful for understanding the system's data flow and identifying
the processes, data stores, and external entities involved.
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In this high-level DFD, the User interacts with the System, which represents the
various processes and functionalities of the File & Document Management
System.
+-----------------+
| User |
+--------+--------+
+--------v--------+
| System |
+--------+--------+
+--------v--------+
| Data Store |
+--------+--------+
Figure 3. 11 Data flow of the system

The System can involve processes such as User Registration, User Authentication,
File Upload and Management, Role Management, and System Administration.
The Data Store represents the storage of files, documents, user information, roles,
and permissions.
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Figure 3. 12 Flowchart diagram of the system
This phase allows individuals units and modules to be tested to determine if the
system solution meets the set of business goals and if it performs as exported. The
researchers first tested each module for its functionality and later brought together
all components and subsystems of the development modules and made the whole
integrated system alive.
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3.4.8 System Implementation
This stage concludes the product into productive environment after it is given a
green light from System tester. During this stage, the project is released to be used
and or installed by the end users.
3.4.9 System Maintenance
This is the final phase of the SDLC where end user fine-tunes the system as
necessary to increase performance. Add new features and capabilities, or meet
new requirements brought to the table by the client or user. The researcher must
make sure that the system remains relevant and usable.
Before implementing the File & Document Management System with Role-Based
Access Control (RBAC), it is important to define the system requirements. These
requirements outline the hardware, software, and network components necessary
to ensure the smooth functioning of the system. Here are the key system
requirements:
3.5.1. Hardware Requirements:
Processor: Minimum dual-core processor (recommended quad-core or higher for
better performance).
Memory: Minimum 4GB RAM (recommended 8GB or higher for improved
efficiency).
Storage: Adequate storage capacity to accommodate the files and documents
being managed.
Network: Stable network connectivity to enable user access and data transfer.
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3.5.2. Software Requirements:
Operating System: the supported operating systems (e.g., Windows, macOS,
Linux) and their versions.
Web Server: Install a web server (e.g., Apache, Nginx) to host the system.
Database: A suitable database for the system is MySQL, for data storage and
retrieval.
Programming Language: Specify the programming language that will be used
for system development (e.g., Java, Python, PHP).
Frameworks and Libraries: specific frameworks or libraries used in the system's
implementation (e.g., Django, Laravel, Spring).
3.5.3 User Interface Requirements:
Web Browser Compatibility: Ensure that the system supports major web
browsers (e.g., Chrome, Firefox, Safari, Edge) and their latest versions.
3.5.4 Security Requirements:
Authentication Mechanisms: Implementing secure user authentication methods,
such as username and password, multi-factor authentication, or integration with
external identity providers.
Encryption: Employing encryption techniques (e.g., SSL/TLS) to secure data
transmission over the network.
Access Control: Ensuring robust access control measures, such as RBAC, to
restrict unauthorized access to files and documents.
Audit Trail: Implementing a logging mechanism to track user activities and
detect any suspicious or unauthorized actions.
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Backup and Recovery: Setting up regular backups of files and documents to
ensure data integrity and establish a recovery plan in case of data loss.
3.5.5 Non-Functional Requirements
Non-functional requirements define the characteristics and qualities that a system
should possess rather than specific functionalities. They are often related to
performance, usability, reliability, security, and other aspects that impact the
system as a whole. Here are some examples of non-functional requirements for a
File & Document Management System with Role-Based Access
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CHAPTER FOUR
SYSTEM DEVELOPMENT, TESTING AND DEPLOYMENT
PROGRAM DEVELOPMENT
4.0 Introduction
In today's digital age, effective management of files and documents is paramount
for organizations of all sizes and domains. The need to maintain order, security,
and accessibility of critical data has never been more essential. In this section, we
delve into the intricacies of our system's approach to file and document
management, enriched with the robust framework of Role-Based Access Control
(RBAC) This chapter throws light on the description of the Program design and
structure this includes modules, forms etc.), the real implementation of the
solution (programming language(s) and coding processes), Testing and
Evaluation of the software product and showing how it arises from the design,
then the researcher will demonstrate some of the interesting elements of the
system, illustrating examples from the output, and some snapshots from the
system. The system will be successful if it delivers the expectations and functions
that have been built to the users according to specified requirements.
4.1 Program Development Tools and Structure
The project development is structured into two major components. These
components are client-side and server-side. These two major components contain
various modules and components that communicate with each other to make the
chat application work. The client-side also known as the front-end component is
responsible for all the technologies and frameworks that make up the graphical
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user interface (GUI) with which the user sees and interacts with. The other major
component is the server-side also known as the backend component which is
responsible for all the backend processes and protocols that will facilitate the
sending and receiving of user messages and handling the video streaming
processes.
4.1.2 Programming Languages
Certainly, if you used both PHP and JavaScript (specifically, client-side
JavaScript) for your project, you can specify their roles as follows:
2. PHP (Server-Side):
PHP served as the core server-side scripting language for our project. Its
primary responsibilities included handling server-side operations, such as user
authentication, file uploads and downloads, RBAC logic, and database
interactions. PHP was chosen for the following reasons:
 Web Development Focus: PHP excels in web development and was
instrumental in creating dynamic and secure web-based interfaces for
users to access and manage their files and documents.
 Server-Side Logic: PHP was utilized to execute server-side logic,
ensuring that sensitive operations occurred securely on the server,
reducing potential security vulnerabilities.
 Database Integration: PHP seamlessly integrated with our chosen
database management system (DBMS), allowing efficient data storage,
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retrieval, and management of user profiles, file metadata, access control
lists (ACLs), and audit trail information.
 Community Support: PHP benefits from a vibrant developer
community, providing extensive resources, documentation, and libraries
that accelerated development and troubleshooting.
 Scalability and Performance: With the appropriate web server
configuration and caching mechanisms, PHP demonstrated scalability
and met the project's performance requirements, ensuring responsiveness
under increased user activity.
2. JavaScript (Client-Side):
JavaScript was instrumental in enhancing the user experience by providing
dynamic and interactive elements in the system's web-based interface. Its role
included:
 User Interface Enhancement: JavaScript was used to create an engaging
and responsive user interface, facilitating smooth interactions with the
system's features.
 Client-Side Validation: JavaScript enabled client-side validation of user
inputs, enhancing data integrity and reducing the need for unnecessary
server requests.
 Asynchronous Requests: Through technologies like AJAX
(Asynchronous JavaScript and XML), JavaScript allowed for
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asynchronous communication with the server, improving the system's
performance and responsiveness.
 Integration with Libraries and Frameworks: JavaScript was leveraged
in conjunction with popular libraries and frameworks (e.g., React.js) to
streamline frontend development and ensure a modern and user-friendly
UI.
 Real-time Updates: Real-time updates and notifications were
implemented using JavaScript, enhancing collaboration and user
engagement within the system.
By utilizing both PHP and JavaScript, we achieved a balanced approach to system
development. PHP handled critical server-side functions, ensuring data security
and reliability, while JavaScript contributed to a dynamic and user-centric
frontend experience. This combination of server-side and client-side technologies
was chosen to deliver a comprehensive file and document management system
with Role-Based Access Control.
I see, thank you for the clarification. If you didn't use the Laravel PHP framework
and instead used PHP for your project, you can adjust your description
accordingly. Here's an updated description without Laravel:
4.1.3 Development Frameworks and Libraries
In the development of our file and document management system with Role-
Based Access Control (RBAC), we utilized several development libraries and
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technologies to streamline the development process and enhance system
efficiency. Each of these tools played a crucial role in different aspects of our
project:
3. PHP:
 Choice Rationale: PHP served as the primary server-side scripting
language for our project. Its versatility in web development made it a
suitable choice for handling server-side operations, including user
authentication, file management, RBAC logic, and database interactions.
 Contributions: PHP played a central role in executing server-side logic
and managing interactions with our chosen database management system
(DBMS). It facilitated user authentication, file uploads and downloads,
RBAC rule enforcement, and data retrieval. PHP's server-side capabilities
ensured data security and reliability, aligning with our project's core
requirements.
2. JavaScript and jQuery:
 Choice Rationale: We employed JavaScript and the jQuery library for
their significance in enhancing the client-side user experience.
JavaScript enabled dynamic and interactive features, while jQuery
simplified DOM manipulation and cross-browser compatibility.
 Contributions: JavaScript and jQuery were instrumental in creating a
responsive and engaging user interface. JavaScript provided real-time
updates, client-side validation, and interactivity, enhancing overall user
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experience. jQuery simplified specific DOM tasks and cross-browser
compatibility, contributing to a consistent user interface.
3. React.js JavaScript Library:
 Choice Rationale: React.js was selected for its ability to create dynamic
and modular user interfaces. Its component-based architecture and virtual
DOM offered an efficient way to build interactive frontend components.
 Contributions: React.js played a pivotal role in elevating the user
experience by enabling the creation of modular and responsive UI
components. It enhanced the system's performance through virtual DOM
updates, and real-time notifications and updates were efficiently
implemented using React.js, fostering a collaborative and responsive user
interface.
4. Bootstrap CSS Framework:
 Choice Rationale: Bootstrap was integrated into our project to
streamline frontend development and ensure a consistent and visually
appealing user interface.
 Contributions: Bootstrap's responsive design components and CSS
styling enhanced our system's UI by providing a responsive and visually
appealing layout. Its grid system and pre-designed UI elements ensured
a consistent user experience across various devices and screen sizes.
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These development libraries and technologies collectively expedited our project's
development, simplified complex tasks, and contributed to a cohesive and
engaging user interface. Their selection was based on their suitability for specific
development needs, ultimately enhancing the efficiency and success of our file
and document management system with RBAC.
4.1.4 Development Environment
Based Access Control (RBAC), we carefully selected our development
environment to maximize productivity, collaboration, and code quality. Our
chosen tools were instrumental in facilitating efficient development and ensuring
code consistency and reliability.
1. Code Editor - Visual Studio Code (VS Code):
 Choice Rationale: Visual Studio Code (VS Code) emerged as our
primary code editor due to its versatility, extensive extension support, and
an active developer community. Its lightweight yet feature-rich nature
made it an ideal choice for our project.
 Contributions: VS Code provided a clean and user-friendly interface for
writing code. Its built-in support for PHP, JavaScript, and various other
programming languages ensured a seamless coding experience. We
leveraged a range of extensions to enhance our development workflow,
including syntax highlighting, code formatting, Git integration, and real-
time collaboration tools. VS Code's rich ecosystem allowed our
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development team to maintain code consistency and facilitate efficient
code reviews.
2. Version Control - Git and GitHub:
Choice Rationale: Git, in combination with GitHub, served as our version
control system (VCS). Git's distributed nature and GitHub's collaboration features
made them an obvious choice for managing our project's source code.
Contributions: Git enabled our team to work concurrently on different aspects of
the project while maintaining code integrity. We could track changes, merge
contributions, and resolve conflicts seamlessly. GitHub served as a centralized
platform for hosting our code repository, enabling efficient collaboration, issue
tracking, and documentation.
3. Web Server and Database Server:
Choice Rationale: For local development and testing, we utilized Apache as our
web server and MySQL as our database server. These choices mirrored our
production environment for consistent testing and debugging.
Contributions: Apache provided a stable environment for hosting our PHP-based
system locally. We could simulate real-world scenarios and test server-side
functionalities effectively. MySQL allowed us to manage our database locally,
enabling efficient data manipulation and debugging.
Operating System - Windows and Linux:
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Choice Rationale: Our development team used a combination of Windows and
Linux operating systems based on individual preferences and requirements. This
diversity allowed us to ensure cross-platform compatibility of our system.
Contributions: Developers could work in their preferred environments while
ensuring that the system's codebase remained compatible across different
operating systems. This approach supported a broader user base and ensured
robustness in our application.
By carefully selecting our development environment and tools, we aimed to create
an environment that fostered collaboration, maintained code consistency, and
supported efficient development workflows. Visual Studio Code, Git/GitHub,
Apache, MySQL, and our choice of operating systems collectively contributed to
the success and reliability of our file and document management system with
RBAC.
4.1.5 Security Mechanisms
Based Access Control (RBAC), robust security mechanisms were a top priority to
safeguard sensitive data and ensure authorized access. The chosen security
mechanisms and their rationale are as follows:
1. Role-Based Access Control (RBAC):
Choice Rationale: RBAC was a fundamental security mechanism employed to
manage and control user access to files and documents within our system. This
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choice was driven by the need to enforce granular access permissions based on
user roles, ensuring that only authorized users could perform specific actions.
Contributions: RBAC allowed us to define roles (e.g., admin, manager, user) and
assign corresponding permissions (e.g., read, write, delete) to each role. By
adhering to the principle of least privilege, RBAC minimized the risk of
unauthorized access or data breaches. Access control decisions were determined
by the user's role, making it a versatile and effective mechanism for regulating
access.
2. Encryption:
Choice Rationale: Encryption was implemented to protect data both at rest and
during transmission. We utilized encryption algorithms for sensitive data to
ensure confidentiality and data integrity.
Contributions: By encrypting data, we added an extra layer of security. For data
at rest, file contents and user credentials were encrypted within the database. For
data in transit, we employed secure communication protocols (e.g., HTTPS) to
encrypt data transferred between the client and ser ver. Encryption measures
mitigated the risk of data interception and unauthorized access.
3. Authentication Mechanisms:
Choice Rationale: To verify user identities, we implemented robust
authentication mechanisms. This choice was made to ensure that only legitimate
users could access the system.
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Contributions: User authentication required valid username-password
combinations, and we also incorporated multi-factor authentication (MFA) to
enhance security. MFA added an extra layer of verification by requiring users to
provide a second factor, such as a one-time code from a mobile app or a hardware
token, in addition to their password. This mechanism protected against
unauthorized access even if login credentials were compromised.
4. Access Controls:
Choice Rationale: Access controls, including access control lists (ACLs), were
employed to specify and enforce permissions on individual files and documents.
This approach allowed fine-grained control over who could access, modify, or
delete specific files.
Contributions: Access controls ensured that users could only interact with files
and documents they were explicitly authorized to access. ACLs defined which
users or roles had permission to perform specific actions on each file, ensuring
that data remained confidential and only accessible to authorized individuals.
5. Audit Trails:
Choice Rationale: To track and monitor system activities, we implemented audit
trails or logging mechanisms. This decision was crucial for identifying security
incidents and maintaining accountability.
Contributions: Audit trails recorded important events, such as login attempts, file
access, and changes in user roles or permissions. These logs were invaluable for
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post-incident analysis, compliance auditing, and ensuring that security policies
were enforced.
These security mechanisms collectively formed a robust defense against
unauthorized access, data breaches, and security threats. By implementing RBAC,
encryption, strong authentication, access controls, and audit trails, we aimed to
provide a secure and trustworthy file and document management system with
RBAC, safeguarding user data and maintaining the integrity of our system.
2.0 System Testing
The goal of testing was to demonstrate that the system under control contains
bugs and is the stage of implementation which is aimed at ensuring that the
system works accurately and efficiently before live operation commences.
Testing must not be confused with debugging, which is the process of detecting
and reducing the number of existing errors, but test is the process of executing the
program with intent of finding errors and missing operations and also a complete
verification to determine whether the objectives are met, and the user
requirements are satisfied.
Testing can never prove that a code is error but rather verify that errors exist
therefore need to consider the fact that the error might come from the test itself,
while the tested code might be correct. One must know what the results of the test
will show before it has actually been performed.
The one who is responsible for doing the testing has to be able to define what the
outcome should be, if not this will lead to bugs in either the program or the test or
in both the program and the test.
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The good thing about system testing is that it can be carried out without any prior
knowledge about the program design and can thus be performed by "outsiders".
To maintain the quality of a system, it is definitely needed to configure a system
testing, detecting and fixing the errors in a system is known as one of the main
objectives behind testing of a system in a development cycle.
4.2.1 Testing Process
Testing of the application went through five distinct states: Unit testing,
Integration testing, Sub- system testing, System testing and Acceptance testing.
4.2.2 Unit Testing
The software units in a system are modules and routines that are assembled and
integrated to perform a specific function. Unit testing focuses first on modules,
independently of one another, to locate errors.
This enables us to detect errors in coding and logic that are contained within each
module. This testing includes entering data and ascertaining if the value matches
the type and size supported and the various controls are tested to ensure that each
performs its action as required.
4.2.3 Integration Testing
Data can be lost across any interface, one module can have an adverse effect on
another, sub-functions, when combined may not produce the desire major
functions. Integration testing is a systematic testing to discover errors associated
within the interface. The objective is to take unit tested modules and build a
program structure. All modules are combined and tested as a whole, here the
server module and the client module options are integrated and tested.
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The testing provides the assurance that the application is well integrated
functional unit with smooth transition of data.
4.2.4 Sub-System Testing
At this stage the modules are integrated and tested. The modules are the collection
of components. The subsystems that were tested were the business rules, User
Interface, Database access and system dependency.
Business rules are the laws, regulations, policies, and procedures that are encoded
into a computer system.
This test was carried out to ensure that the system responded to the business rules
encoded in it. The test on the user interface was to ensure that the user-interface
components could undergo changes without damaging the rest of the program.
The database access test was to ensure that the centralized database could operate
without errors to the working data; it was also to ensure that change to the
database design structure won't affect most of the program.
The system is made up of sub-systems. The system is tested to check for how the
sub-systems interact with each other. Of utmost importance was to test if the
systems met its functional and non-functional
requirement.
4.2.6 Acceptance Testing
This is the final stage of the testing process before the system is put into
operation. In this test process, the
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data used was not simulated data but actual data from selected users who were
contracted to test the system.
The test revealed errors relating to the maximum length of names. Acceptance
testing may reveal errors and omissions in the system requirements definition
because the real data exercise the system in different ways from the test data.
Acceptance testing may also reveal requirements problems where the system's
facilities do not really meet the user's needs, or the system performance is
unacceptable.
4.2.7 User Interface Design
The following snapshots were captured from the application using the windows
print screen function. The screen shots are grouped into two, pages on the client
side that is home page and the administrator side.
12. Login Interface/form
Figure 4 . 11 Login Form

Figure 4.1 shows the login interface/form. The login interface/form is the first
interface to be seen when the application is launched. It authenticates the user’s
login credentials before a user can access the system.
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13. Database Structure
Figure 4 . 12 Database Structure

Figure 4.2 is an illustration of the database structure. Populating the list of tables
used and the basic properties of the table.
14. Main Dashboard
Figure 4 . 13 Main Dashboard of the system

Figure 4.3 displays the main interface after a successful login to the system. It
shows the navigation to other modules in the system.
108
15. Home interface
Figure 4 . 14 Home form

Figure 4.4 presents the home form. The home interface displays activities and
data performed and stored by the user.
16. My Drive
Figure 4 . 15 Drive of the system.

My drive form displays list of drive files on the system as shown in Figure 4.5.
The admin or user can upload, share and delete files.
109
17. All Files Interface/Form
Fiqure 4 . 16 All files form

All files form displays files record or a list of files that has been uploaded onto the
system as presented in Figure 4.6. Files can be downloaded and can be deleted.
18. Archives
Figure 4 . 17 Archives Form

The archives form contains list of deleted files on the system as displayed in
Figure 4.7. The files can be deleted permanently from the archives form.
110
19. Reports
Figure 4 . 18 My Drive Form

Figure 4.8 shows my drive form. This form allows users to view activities done
on the system. The admin/user can filter to generate reports. The form allows
users to search and generate reports from either My Drive or Shared files.
20. Roles and Permissions
Figure 4 . 19 Roles and Permissions Form
111
The Roles and Permissions form allows only admin to add person into the system
as displayed in Figure 4.9. The admin can assign roles and permission to a person
as well. The person can be an admin or a user.
21. Audit Trail Form
Fiqure 4 . 20 Audit trail Form

The audit trail form allows only admin to monitor the activities of the system as
presented in Figure 4.10. The form displaces activities such as, the time and date a
user logs in, task he/she performed, files uploadted and files shared.
112
22. SMS Notification Alert.
SMS notification has been implanted into the system. A quick notification will
be sent to the receiver whom the user shared the file with. It will prompt the
receiver that, he/she has received a new shared file from the system.
4.3 System Deployment
In this section, we'll delve into the deployment phase of our file and document
management system with Role-Based Access Control (RBAC). Effective
113
deployment is essential to ensure that our system operates reliably and securely in
a production environment.
4.3.1 Deployment Architecture:
1. Deployment Architecture Overview:
 Choice Rationale: We opted for a three-tier architecture for our system
deployment. This architecture separates the presentation layer (frontend),
application layer (backend), and database layer. This choice promotes
scalability, maintainability, and separation of concerns.
 Contributions: By structuring our deployment in this manner, we
achieved modularity and flexibility. The frontend, responsible for the user
interface, interacted with the backend, which hosted the core application
logic. The backend, in turn, communicated with the database server to
manage data. This separation of layers allowed for efficient scaling of
individual components, reducing potential bottlenecks.
2. Deployment Diagram:
 Choice Rationale: We created a deployment diagram to visually
represent our system's architecture. This diagram was instrumental in
communicating the deployment structure to the development and
operations teams.
 Contributions: The deployment diagram illustrated the relationship
between components, including web servers, application servers, database
servers, and load balancers. It highlighted the flow of data and user
114
requests, aiding in the understanding of how different parts of the system
interacted and ensuring efficient resource allocation.
4.3.2 Environment and Tools Required for Deployment:
1. Web Servers:
 Choice Rationale: For hosting our PHP-based application, we utilized
Apache HTTP Server. Apache's proven reliability and extensive
documentation made it an excellent choice for serving web content.
 Contributions: Apache provided a stable environment for hosting our
PHP application, ensuring that users could access our system with
minimal downtime.
2. Database Management System (DBMS):
 Choice Rationale: We continued to use MySQL as our database
management system (DBMS) in the production environment, mirroring
our development environment.
 Contributions: Consistency in the choice of DBMS minimized potential
compatibility issues during deployment. MySQL efficiently managed
our data and ensured data integrity.
3. Operating System:
 Choice Rationale: Our production environment ran on a Linux-based
operating system (e.g., Ubuntu Server or CentOS) due to its reliability,
security, and compatibility with the selected software components.
115
 Contributions: Linux provided a robust platform for hosting our system.
Its security features and package management facilitated system updates
and maintenance.
4. Deployment Tools:
Choice Rationale: We employed deployment automation tools such as Ansible
and Docker to streamline the deployment process. Ansible allowed for
configuration management and orchestration, while Docker enabled
containerization for consistency across different environments.
Contributions: Ansible and Docker contributed to the efficiency of our
deployment pipeline. Automation reduced manual errors, and containerization
ensured that our application and its dependencies were consistent and isolated,
simplifying deployment and scaling.
4.3.3 Deployment Type
1. Parallel Deployment:
Choice Rationale: We opted for a parallel deployment strategy to minimize
disruption during the transition from the old system to the new one. This approach
allowed both systems (old and new) to run concurrently for a transitional period.
Contributions: Parallel deployment ensured that users could continue to access
the system without interruption while the new system was gradually rolled out. It
provided a safety net, allowing for thorough testing and data migration before full
adoption.
116
By carefully planning and implementing our deployment strategy, we aimed to
ensure a smooth transition of our file and document management system with
RBAC from development to production. The chosen architecture, tools, and
deployment type were all selected to optimize performance, reliability, and user
experience in the production environment.
117
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
10.1 Summary
The file sharing system with SMS notification alert is a system that allows users
to easily share files with others while also receiving SMS notifications for
important updates. This system provides a convenient and efficient way to
collaborate and communicate with team members or clients.
With this system, users can upload files to a central repository, which can be
accessed by authorized individuals. The files can be categorized and organized
for easy navigation and retrieval. Users can also set permissions and access
levels to ensure that only the intended recipients can view or edit the files.
One of the key features of this system is the SMS notification alert. Users can
receive SMS notifications for an event, such as when a file shared. This helps
users stay updated and informed about the latest activities and changes in the
shared files.
The SMS notifications can be customized to include relevant information, such
as the name of the file, the user who made the update, and a brief description of
the changes.
10.2 Conclusion
The file sharing system with SMS notification alert is a valuable tool for
enhancing collaboration and communication. It allows users to easily share files,
set permissions, and receive timely SMS notifications for important updates.
118
This system streamlines the file sharing process and keeps users informed about
the latest activities and changes. By utilizing this system, teams and clients can
work together more efficiently and effectively.
10.3 Recommendations
Based on the benefits and features of the file sharing system with SMS
notification alert, I would recommend implementing this system in your
organization or project. Here are some reasons why:
1. Improved collaboration: The file sharing system allows for easy
collaboration among team members or clients. It provides a centralized
repository for files, making it convenient to share, access, and edit files in real-
time.
2. Enhanced communication: The SMS notification alert feature ensures that
users stay updated and informed about important updates and changes. This
helps to facilitate effective communication and keeps everyone on the same
page.
3. Increased productivity: With the file sharing system, users can easily find
and access the files they need, eliminating the time wasted searching for
documents. The SMS notifications also help to prioritize tasks and ensure that
important updates are not missed.
4. Security and control: The system allows users to set permissions and access
levels, ensuring that only authorized individuals can view or edit files. This
helps to maintain data security and control over sensitive information.
119
5. Customizable notifications: Users can customize the SMS notifications to
suit their preferences and needs. They can choose the events they want to be
notified about and configure the frequency and timing of the notifications.
120
References
Abdulahi, J. . (2014). Introduction to Computer a Management Tool. Nigeria,
Victory Publishers.
Adam, & Freeman. (2014). Beginning CSS: Cascading Style Sheets for Web
Design. Second Edi.
Al-saedi, F. A. T., & Dheya, Z. (2015). Design and Implementation of File
Sharing Server Design and Implementation of File Sharing Server.
November. https://doi.org/10.14445/22312803/IJCTT-V29P106
Anders, & Hejlsberg Mads Torgersen, Scott Wiltamuth, P. G. (2015). The C#
Programming Language. Fourth Edi.
Bajpai, M., & Agrawal, A. P. (2013). . Integration of 2 D Secure Barcode in
Identity Cards : A New Approach. 1225–1233.
Bjork. (2016). Definition of electronic file or document. Electronic Document.
By, P., & Publishing, W. (n.d.). HTML, XHTML, and CSS Bible,. Fifth Edit.
Egan. (2015). Electronic Document.
Fan, J., Han, F., & Liu, H. . (2014). Challenges of Big Data analysis. In National
Science Review.
Gramlich, N. (n.d.). Android File Browser. V2.0.
Ike, D. U., Engineering, I., & State, O. O. (2013). DESIGN AND
IMPLEMENTATION OF A FILE SHARING APPLICATION FOR. 2(05),
251–257.
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Kumar, B. D., & Kareemulla, S. (2017). Smart Mobile Attendance System for
Employees Using QR Scanner. 35–39.
Kumar, N., Bansal, A., Singhal, K., & Sharma, P. (2020). File-Management-
System. 8(2), 74–78.
Of, M., & Applications, C. (2011). Submitted by Cochin University of Science
And Technology. April.
Oparah, C. . (2013). Genesis of Computer Science Nigeria; Pradces Books &
Press.
Sean, D. (2015). Seminar On Storage Devices, Texa University.
Shettar, I. M. (n.d.). Codes in Libraries : Case study on the use of QR codes in the
Central Library , NITK.
Sun’s & Aouad’s. (2014). Advantages of electronic document managment system.
122
APPENDEX
PROGRAM SOURCE CODES

<?php
session_start();
include('config/dbcon.php');
if(!isset($_SESSION['auth']))
{
$_SESSION['message'] = "Login to Access Dashboard";
header("Location: ../login.php");
exit(0);
}
else
{
}
?>
<?php
include('authentication.php');
include("ActivityLog.php");
if(isset($_POST['share_file_btn']))
{
123
$shared_id = $_POST['shared_id'];
$date = $_POST['date_created'];
$uploader = $_POST['user_id'];
$query = "INSERT INTO sharedfile (filename, file_size, file_type,
shared_id, uploader, date_created)VALUES('$filename', '$file_size', '$file_type',
'$shared_id', '$uploader', '$date')";
if($query_run)
{
$sender_id = "St-Thomass";
$phone = "$shared_id";
$key="Yc2NrM9uzJkogvvYLvbKaXsu7";
$message = "Hi Staff, A new file with the name $filename, has been shared
with you on your portal. Kindly login to access it." ;
$url="https://apps.mnotify.net/smsapi?
key=$key&to=$phone&msg=$message&sender_id=$sender_id";
$result=file_get_contents($url); //call url and store result;*/
// log activity
$logger::log(
"(SHARED FILE) $filename was shared with this user (ID) $shared_id",
$filename,
'sharedfile'
);
$_SESSION['message'] = "Shared Successfully";
124
exit(0);
}
else{
$_SESSION['message'] = "Something Went Wrong";
exit(0);
}}
if(isset($_POST['rst_btn'])) // delete file
{
$rst_btn = $_POST['rst_btn'];
$check_img_query = "SELECT * FROM archives WHERE id='$rst_btn'
LIMIT 1";
$query = "DELETE FROM archives WHERE id ='$rst_btn' LIMIT 1";
if($query_run)
{
}
/* log activity
$logger::log(
$userid,
'users'
);*/
125
exit(0);
} else
{
exit(0);
} }
if(isset($_POST['delete_btn'])) // delete file
{
$check_img_query = "SELECT * FROM d_files WHERE id='$userid' LIMIT
1";
$query = "DELETE FROM d_files WHERE id ='$userid' LIMIT 1";
$query2 = "DELETE FROM sharedfile WHERE uploader= '$user_id'";
$query1 = "INSERT INTO archives (file_id, filename, file_size, file_type,
user_id)VALUES ( '$userid','$filename', '$file_size', '$file_type', '$user_id')";
$query_run2= mysqli_query($con, $query2);
$query_run1 = mysqli_query($con, $query1);
if($query_run)
126
{
}
// log activity
$logger::log(
"(Delete) File was deleted",
$userid,
'd_files'
);

exit(0);
}
else
{
exit(0);
}
}
if(!empty($_GET['file']))
{
$image = basename($_GET['file']);
$filepath = "../uploads/posts/".$image;
if(!empty($image) && file_exists($filepath)){
127
header("Cache-Control: public");
header("Content-Description: File Transfer");
header("Content-Disposition: attachment; filename=$image");
header("Content-Type: application/zip");
header("Content-Transfer-Encoding: binary");
//readfile
// log activity
$logger::log(
"(DOWNLOAD) $image was Downloaded",
$image,
'd_files'
);
readfile($filepath);
exit;
}
else{
echo"file not exit";
}}
if(isset($_POST['upload_file'])){
//echo'<pre>';
//print_r($_FILES);
$fileTmpName = $_FILES['image']['tmp_name'];
$image_size = $_FILES['image']['size'];
$image_type = $_FILES['image']['type'];
$upload_dir = "../uploads/posts/";
128
$destination = $upload_dir.basename($_FILES['image']['name']);
if
($_FILES['image']['size'] > 100000000){
die("File too Large");
$_SESSION['message'] = "File too Large";
exit(0);
}
$filetype = strtolower(pathinfo($destination, PATHINFO_EXTENSION));
if($filetype!='docx' && $filetype!= 'pdf' && $filetype!='pptx' && $filetype!

='ppt' && $filetype!='xlsx' && $filetype!='zip' && $filetype!='rar' ){
$_SESSION['message'] = "Incorrect File type";
exit(0);
}
query = "INSERT INTO d_files (filename, file_size, file_type, user_id,
date_created)VALUES ( '$image', '$image_size', '$image_type', '$user_id',
now())";

if($query_run)
{
move_uploaded_file($_FILES['image']['tmp_name'], $destination);
// log activity
$logger::log(
"(UPLOADED) $filetype File was Uploaded",
129
$image,
'd_files'
);

exit(0);
}
}
/*if(isset($_POST['upload_file'])) // upload file
{
$fileTmpName = $_FILES['file']['tmp_name'];
$path = "../uploads/posts/".$image;
$query = "INSERT INTO d_files (filename)VALUES ( '$image')";
if($query_run)
{
move_uploaded_file($_FILES['image']['tmp_name'], '../uploads/posts/'.
$image);
/* log activity
$logger::log(
"(CREATE) User was created",
$fname . " ". $lname,
'users'
);
exit(0);
130
}
else
{
}
}
*/
// logged
if(isset($_POST['delete_user'])) // delete user
{
$check_img_query = "SELECT * FROM users WHERE id='$userid' LIMIT

1";
$query = "DELETE FROM users WHERE id ='$userid'";
if($query_run)
{
// log activity
$logger::log(
$userid,
'users'
);
131
$_SESSION['message'] = "Delete Successfully";
exit(0);
}else
{
exit(0);
} }
132

Design and Implement of File and Document Management With Role-Based Access Control For ST Thomas Jhs.

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SUNYANI TECHNICAL UNIVERSITY

FACULTY OF APPLIED SCIENCE AND TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE

DESIGN AND IMPLEMENT OF FILE AND DOCUMENT

MANAGEMENT WITH ROLE-BASED ACCESS CONTROL FOR ST

OPOKU KYEREMEH GODFRED

presented from any degree elsewhere.

STUDENT NAME INDEX NUMBER SIGNATURE DATE

ANTWI KINGSFORD 06201076 ……………. …………..

KUMI CHARLES 06201166 ………………

YEBOAH EVANS 06201229 ………………

OPOKU KYEREMEH GODFRED 06201198 ………………

OF FILE & DOCUMENT MANAGEMENT SYSTEM WITH ROLE-

BASED ACCESS CONTROL FOR ST THOMAS JHS” is an authentic record

HIGHER NATIONAL DIPLOMA in INFORMATION AND

COMMUNICATION TECHNOLOGY in Computer Science department of

Sunyani Technical University (STU).

MR. JOHN TENGVIEL ……………………... …………………..

(Supervisor) Signature Date

DR. Ben B.K Ayawli ……………………. …………………..

Head of Department Signature Date

We are grateful to everyone who in different phases of this project work

according to his riches, Amen.

Figure 3. 2 tier Architecture System......................................................................................................

Figure 3. 3 Use case function for the User.............................................................................................

Figure 3. 4 Use case Function for the Administrators..........................................................................

Figure 3. 5 Data flow of the system........................................................................................................

Figure 3. 6 Flowchart diagram of the system........................................................................................

Fiqure 4 . 1 Login Form 48

Fiqure 4 . 2 Database Structure..............................................................................................................

Fiqure 4 . 3 Main Dashboard of the system...........................................................................................

Fiqure 4 . 4 Home form...........................................................................................................................

Fiqure 4 . 5 Drive of the system..............................................................................................................

Fiqure 4 . 6 All files form........................................................................................................................

Fiqure 4 . 7 Archives Form.....................................................................................................................

Fiqure 4 . 8 My Drive Form....................................................................................................................

Fiqure 4 . 9 Roles and Permissions Form..............................................................................................

Fiqure 4 . 10 Audit trail Form................................................................................................................

ACL: Access control list----------------------------------------------------------------------------------

DAC: Discretionary Access Control---------------------------------------------------------------------

DMS: Database Managment System--------------------------------------------------------------------

DRBACS: Distributed Role-Based Access Control-------------------------------------------------

EDMS: Electronic document management system--------------------------------------------------

FMS: File Management System--------------------------------------------------------------------------

GDPR: General Data Protection Regulation-----------------------------------------------------------

GUI: Graphical User Interface---------------------------------------------------------------------------

HIPAA: Health Insurance Portability and Accountability Act------------------------------------

HTML: Hypertext Markup Language-----------------------------------------------------------------

MAC: Mandatory Access Control----------------------------------------------------------------------

MySQL: My Structured Query Language------------------------------------------------------------

NFSv4: Network File System version 4----------------------------------------------------------------

NIST: National Institute of Standards and Technology--------------------------------------------

PHP: Hypertext Preprocessor---------------------------------------------------------------------------

RAD: Rapid Application Development----------------------------------------------------------------

RBAC: Role-Baesd Access Control----------------------------------------------------------------------

SSL: Secure Sockets Layer-------------------------------------------------------------------------------

TLS: Transport Layer Security-------------------------------------------------------------------------

SMS notification alerts to improve organization and accessibility of files. The

system aims to provide efficient and convenient management of files and

documents. Customizable notification settings are provided, giving users the

information, implementing robust security measures to prevent unauthorized

access or data breaches. Integration with other communication channels, such as

email or instant messaging, is also supported. The system features a user-friendly