Submitted by-

Ayushi Rastogi
B.Tech(CS)
INTRODUCTION
 File and Records are an integral part of
any organisation to store and save the
information and relevant data safely,
which can also be produced as a
discretionary evidence at later times.
 To manage this useful information, each
organisation has a management system,
manual or automated or mixed.
 As the number of files and records grow
in an organisation, it becomes quite
difficult to manage each and every bit
manually while maintaining accuracy
and speed . So here the role of
automation comes into play.
 This system is basically an automation
of the manual system for managing files
and records in an organisation
(specifically RITES Ltd. in this case).
SCOPE
 File and Records management system
has cross browser compatibility owing to
dot net technology used.
 It can be used to handle basic
operations like insertion, deletion,
update of records to a bit more complex
operations like report generation on the
basis of records currently contained in
files.
 It will be supported on Windows
operating system.
ABBREVIATIONS
 ASP - Active Server Pages

 IIS - Internet Information

Services

 SRS - Software
Requirements
Specification
PRODUCT PERSPECTIVE
 File and record management system is
an independent web application
specifically developed for handling the
requirements of RITES Ltd.
 It can run on a variety of web browsers
viz. Internet Explorer, Mozilla Firefox,
Google Chrome etc. and is compatible
with all the Windows operating systems
starting with and later versions after
Windows 98.
HARDWARE AND
SOFTWARE
REQUIREMENTS
DEVELOPMENT:
HARDWARE REQUIREMENTS:
 Processor - Pentium-III
onwards

 Memory - 512 MB and above

 Hard disk drive - 10 GB and above

 Display - SVGA monitor (800
x 600)

 Mouse - Any 2 or 3 button

mouse

 Keyboard - 103 or 108 keystroke

keyboard 
SOFTWARE REQUIREMENTS:

 Web browser - INTERNET

EXPLORER 5.0 & above , other
browsers like Mozilla Firefox, Google
Chrome etc.

 Front-end - Asp.net(C#)

 Back-end - Oracle
 OS requirement - Windows XP

 Web server software - Internet

Information
Services(IIS) .
DEPLOYMENT:
CLIENT SIDE-
HARDWARE REQUIREMENTS:
 Processor - Pentium-II onwards

 Memory - 128MB & more

 Hard disk drive - 2GB & above

 Display - SVGA monitor (800 x
600px)

 Mouse - Any 2 or 3-button

mouse

 Keyboard - 103 or 108 keystroke

Keyboard
SOFTWARE REQUIREMENTS:

 Web browser - INTERNET

EXPLORER 5.0 & above, other
browsers like Mozilla Firefox, Google
Chrome etc.

 OS requirement -Windows 98
and above.
SERVER SIDE:-

HARDWARE REQUIREMENTS:

 Processor - Pentium-III onwards

 Memory - 512MB & more
 Hard disk drive - 10GB & above
SOFTWARE REQUIREMENTS:

 OS requirement - Windows 2000

(all versions- no service pack
required)/Windows XP professional.

 IIS and .NET framework, Oracle

Server.
PRODUCT FUNCTIONS:
A).CREATE USER-
 On registering, new user is authorized
to access the system.
B).LOGIN-
 
 Existing users can login to perform the
assigned tasks. The login is checked for
the unauthorized access to the
database.
C).CHANGE PASSWORD
 
 User is able to change the password for his
existing login anytime.
D).NEW FILE ENTRY
 
 If the user needs to make a new file’s entry
into the system, he/she can use this option.

 
F). ISSUE A FILE

 In case the user needs to issue a file

then this option provides for file issue
provided the file hasn’t been issued
already by any other user.
E).SEARCH A FILE
 
 If a user wishes to search a file in the
system, or to check whether the file is
issued or not he/she may use this option.
G).GENERATE REPORTS
 
 To generate the desired report user can
use this option.
USER
CHARACTERISTICS:
 He/she must have the basic knowledge
of computer.
 He/she must be able to access the
internet.
 He/she must have a login id and
password.
 User must have an expertise in
database management and website
handling.
FLOWCHART
DATA FLOW DIAGRAMS
LEVEL 1 DFD:-
LEVEL 2 DFDs:-
LOGIN
CREATE USER
NEW FILE
ISSUE FILE
SEARCH FILE
GENERATE REPORT
DATABASE DESCRIPTION
HR_RMC_FILE_MAST:
FIELD NAME TYPE SIZE DESCRIPTION CONSTRAINTS

File_division 50 Division or the dept to

Varchar2
which the file belongs.
File_no 100 A unique number Not Null
Varchar2 allotted to identify
each file in the system.
Project_code 20 Code of the project to
which the given file is
related to. Hence more
Varchar2 than one files can have
the same project_code
in case they belong to
the same project.
No_of_noting 10 No of persons who
Varchar2 have given comment on
the file.
No_of_correspondence 10 No of correspondences
Varchar2
on the file.
Subject 50 The subject to which
Varchar2
the file relates to.
Record_class 1 The type of records the Check (takes values
file contains are divided from A,B or C only)
Char
into three categories:
A,B or C.
Prv_ref 50 The reference no with
Varchar2 which the file was
previously referenced.
Later_ref 50 The current reference
Varchar2
given to the file.
Retention_period Number 2 The estimated amount
of time the file has to
be kept in the system.
Destruction_year Number 4 The year in which the
file is to be excluded
from the system.
Proceeding_no 100 It is a unique number
generated by the
system for each file. Its
format is:

RITES/Yr/Month/S_no/
File_division where Yr,
Month and S_no are
fields of the table
Varchar2
proceeding_tab
whereas File_division is
a field of the table
hr_rmc_file_mast.

It’s a foreign key as it

forms the primary key
of the table
hr_rmc_file_issue.
User_id 10 Logged user’s id.
Char
Trans_date Date on which
Date transaction (of file)
occurs ( system date).
Comp_no Number 3 The compartment
number of the rack in
which the file is placed
physically.
Rec_no Number 1 The number allotted to
the rack in which the
file can be found to be
placed manually.
Sent_by 50 The name of the officer
who is responsible for
Varchar2 sending the file to some
officer who has
requested it.
Sent_dt The date of sending the
file from one officer to
Date
the other one for
correspondence.
HR_RMC_FILE_ISSUE:
FIELD NAME TYPE SIZE DESCRIPTION CONSTRAINTS

Proceeding_no Varchar2 50 It is a unique number NOT NULL

generated by the
system for each file.
Its format is:

RITES/Yr/Month/S_n
o/File_division where
Yr, Month and S_no
are fields of the table
proceeding_tab
whereas File_division
is a field of the table
hr_rmc_file_mast.

It’s used as the

primary key for the
table and derives its
values from the
proceeding_no of the
table
hr_rmc_file_mast.
Requested_by Varchar2 50 The name of the
officer who has
requested to issue
the file.
Received_by Varchar2 50 The name of the
person who has
received the file after
it’s issued to escort it
to the officer who
has requested it.
Received_date date The date on which
the file is received by
the officer after being
issued.
Issued_by Varchar2 50 The name of the
person who issues
the file.
Issued_date Date The date on which
the file is being
issued.
Return_date date The date on which an
issued file is returned
back.
Return_by Varchar2 50 The name of the
officer who returns
the issued file.
Return_flag Varchar2 50 This indicates
whether file has been
returned or not.
Return_to Varchar2 50 The name of the
person who is carries
the file to be
returned back to the
original officer from
whom it was issued
i.e. the file’s status is
turned into unissued.
PROCEEDING_TAB
FIELD NAME TYPE SIZE DESCRIPTION CONSTRAINT
Yr Varchar2 4 The year in which
the file’s details are
entered in the
system. It forms a
part of the
proceeding_no
generated by the
system.
Month Varchar2 20 The month in
which the file’s
details are entered
in the system. It
forms a part of the
proceeding_no
generated by the
system.
S_no Varchar2 10 It denotes a serial
number generated
by the system such
that it increments
its value by one for
a file’s entry in a
given month. It
resets its value to 1
for a file’s entry in
every new month.
SCREEN SHOTS
HOME PAGE
WELCOME PAGE
CHANGE PASSWORD
NEW FILE SCREEN
On Clicking Save-
ISSUE FILE
SEARCH FILE
On Clicking Ok:
 1). If the file isn’t yet present in the system
records:
2. If the file is present in the system records but
not yet issued:
3.If the file is present in the system as well as
already issued:
GENERATE REPORTS
1. Report 1 is generated and may be exported to
either pdf or excel:
2.Report being exported to pdf form:
3).pdf file of the report:
4). Report 2:
5). Report3:
5). Report 4:
6). Report5:
LOG OUT PAGE:
  
TESTING
TEST CASES USED-
1). LOGIN PAGE:
a). If the user enters a valid username as well
as password at the login page, then he/she
will be redirected to the welcome page
indicating successful login.
b). If the user enters a wrong username or
password, an error message is displayed as:
Either the username or the password is
incorrect.
2). WELCOME SCREEN:
a). Here user has to select an operation he
wants to perform out of the given possible
options given to him:
 New File- Directs the user to New file page.
 Issue File- Directs the user to Issue file
page.
 Search File- Directs the user to Search file
page.
 Generate Reports- Directs the user to
Generate reports page.
3). CREATE USER:
 If the user enters a username that already
exists in the system, an error message is
displayed:
 Error: The username is already in use.
 If the user enters a password not
according to the default system’s
configurations, message is displayed as:
 Error: The password supplied is invalid.
Passwords must confirm to the password
strength requirements configured for the
default provider.
4). NEW FILE:
S.No. INPUT BY USER ERROR MESSAGE

1. File_no which preexists in the system The file_no already exists in the
system.
2. File_no is left empty. File_no can’t be left empty. It’s a
mandatory field for each file.
3. Comp_no entered has more than 3 digits. Comp_no can’t be greater than 999

4. Record_class value other than A, B or C Invalid input for record_class. It can’t

take inputs other than A, B or C.
5. Rec_no entered has more than one digit. Rec_no can’t be greater than 9.

6. Retention_period entered has more than 2 digits. Retention_period can’t be greater

than 99.
7. Destruction_year is variant from having 4 digits. Destruction_year is invalid. Please
input 4 digits for the
Destruction_year.
8. Delete request when the referred data doessn’t exist. Request can’t be completed.

9. Trans_date is not of the format DD-MONTH-YYYY or Invalid input for trans_date. Date
DD-MON-YYYY. must be in the format DD-MONTH-
YYYY or DD-MON-YYYY.
10. Sent_date is not of the format DD-MONTH-YYYY or DD- Invalid input for sent_date. Date
MON-YYYY. must be in the format DD-MONTH-
YYYY or DD-MON-YYYY.
5). ISSUE FILE:

S.No. INPUT BY USER ERROR MESSAGE

1. Proceeding_no that doesn’t exist in the system. Proceeding_no doesn’t exist.

2. Proceeding_no is left empty. Proceeding_no can’t be left empty.

3. Return_date is not of the format DD-MONTH-YYYY or Invalid input for return_date. Date
DD-MON-YYYY. must be in the format DD-MONTH-
YYYY or DD-MON-YYYY.

4. Issued_date is not of the format DD-MONTH-YYYY or Invalid input for issued_date. Date
DD-MON-YYYY. must be in the format DD-MONTH-
YYYY or DD-MON-YYYY.

5. Proceeding_no enterd already exists in the Issued_files’ Request can’t be completed. This file
details. has already been issued.

6. Delete request when the referred data doessn’t exist. Request can’t be completed.
 BIBLIOGRAPHY
  and VB.
  Wrox Professional ASP.NET 3.5 In C Sharp

 -By Bill Evjen, Scott Hanselman, Devin Rader

 Software Engineering - By Roger S.

Pressman, 5th Edition (TMG).

 Search engine-Google (Wikipedia).

THANK YOU