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Physical records

Physical Records Tracking

In production Standalone application

Locates and controls the group's physical records: where each document is stored and who has custody of it.

Problem

The group retains a large volume of physical documents to meet record-retention requirements. Finding a document depended on staff knowledge, and there was no record of loans or returns.

Solution

Each document records its current status and location within a storage hierarchy. Every movement is written to an audit log with the responsible person and date.

Outcome

Each document can be found by classification and location, with loans, returns, responsible person, and date recorded.

My role

I designed the flexible storage hierarchy and movement log, and built the application and its branch-level permissions.

How it works

Classification and physical location make each document easy to find and provide control over loans, returns, and history.

Scroll horizontally to view the full diagram.

Physical document location, loan, and return process A cataloged document becomes available at a physical location. Viewing it does not change its status; lending it changes the status to Loaned, and a return changes it back to Available. Both movements are recorded in the audit log. CATALOG AND AVAILABILITY LOAN CYCLE AUDIT HISTORY CLASSIFY STORE LOCATE VIEW ONLY LOAN LOANED STATUS RETURN AVAILABLE RECORD RECORD RECORDS Catalog document Branch, period, and types STORAGE Assign location Physical storage path STATUS Available Ready to view or loan USER View or loan? Permission and branch RECORDS Record loan Changes to Loaned STATUS Loaned Prevents another loan RECORDS Record return Returns to Available AUDIT HISTORY Audit log Action, user, and date MOVEMENT RETURN TO AVAILABLE MARK AS LOANED
The document only alternates between Available and Loaned. Viewing it does not change its status; a loan and return do, and both are recorded in the audit log.

Key functions

Technical details

Backend
NestJS 11 · TypeORM · PostgreSQL
Frontend
React 18 · Vite · Tailwind CSS · TanStack Query
Infrastructure
Elastic Beanstalk · RDS PostgreSQL · S3