SecureDoc Enterprise

What is SecureDoc Enterprise?

SecureDoc Enterprise is a secure institutional document workflow system that allows universities and organizations to upload, route, approve, release, and audit highly sensitive documents. It ensures end-to-end security with OTP verification, chain-of-custody logging, and SHA‑256 integrity checks.

All documents are stored encrypted and can only be accessed by authorized recipients after the proper approval chain.

User Roles

Every user has a specific role that determines what they can do:

• Super Admin – Full system access, can manage users, departments, release documents, and view audit logs.
• Institution Admin – Similar to Super Admin but limited to institution-wide actions.
• Department Admin – Manages documents within their department, can approve/reject.
• Document Sender – Uploads documents, submits them for approval, and can view their own documents.
• Approver – Reviews and approves/rejects documents submitted for their attention.
• Recipient / Viewer – Can view and optionally download released documents after OTP verification.
• Auditor – Can view the audit trail and all documents but cannot change statuses.

Document Workflow

Documents follow a strict lifecycle:

1. Draft – The document is uploaded but not yet submitted.
2. Submitted – The sender submits it for approval. Approvers are notified.
3. Under Review – An approver has started reviewing; additional approvers may also need to act.
4. Approved – All required approvers have approved.
5. Released – An admin releases the document to recipients. They can now securely view/download it.
6. Revoked – Access is permanently removed (can be done at any time by an admin).

Uploading Documents

Only users with the Document Sender role (or admins) can upload documents.

1. Click Upload New in the sidebar.
2. Fill in the document title, description, and select a file (PDF, DOCX, XLSX, images).
3. Choose the department, confidentiality level, access mode (View Only, OTP Verified, etc.).
4. Select the Recipients who will ultimately receive the document and the Approvers who must approve it.
5. Click Upload Document.
6. The document is saved as a Draft. You can then submit it for approval from the document view page.

Approvals

Approvers can see documents waiting for their action under Pending Approvals in the sidebar.

• Click the Review button to see details.
• You can Approve or Reject the document.
• If rejected, the document returns to Draft for the sender to revise.
• If approved by all required approvers, the document moves to Approved status.

Receiving Documents

When a document is released, recipients can access it securely:

1. Go to My Documents in the sidebar.
2. Released documents will have a Secure View button.
3. If the document requires OTP verification, you'll be prompted to generate a 6‑digit OTP (sent via email or displayed on screen).
4. After entering the correct OTP, you can view the document in the secure viewer or download it (if allowed).

The secure viewer prevents printing, right‑click, and displays a watermark with your email and IP address for audit purposes.

Security Features

• OTP Verification – Highly confidential documents require a time‑limited OTP before access.
• SHA‑256 Integrity Check – Every uploaded file is hashed; the system verifies the hash before displaying it to ensure the file hasn't been tampered with.
• Chain of Custody Audit – Every action (upload, approve, view, download, deny) is logged with timestamp, user, IP address, and browser info.
• Controlled Downloads – Access can be restricted to view‑only, single‑download, or OTP‑verified download.
• Automatic Expiry – Documents can be set to expire on a specific date, after which they become inaccessible.