Computers, Materials & Continua Tech Science Press

DOI:10.32604/cmc.2021.014371
Article

Research on Electronic Document Management System Based on

Cloud Computing
Jin Han1, Cheng Wang2, Jie Miao3, Mingxin Lu3, Yingchun Wang4 and Jin Shi3,*

1
Nanjing University of Information Science & Technology, Nanjing, 210044, China
2
Research Institute of State Grid Hunan Electric Power Company Limited, Changsha, 410007, China
3
Nanjing University, Nanjing, 210093, China
4
Waterford Institute of Technology, Waterford City, X91 K0EK, Ireland

Corresponding Author: Jin Shi. Email: [email protected]
Received: 16 September 2020; Accepted: 08 October 2020

Abstract: With the development of information technology, cloud computing tech-

nology has brought many conveniences to all aspects of work and life. With the con-
tinuous promotion, popularization and vigorous development of e-government and
e-commerce, the number of documents in electronic form is getting larger and larger.
Electronic document is an indispensable main tool and real record of e-government
and business activities. How to scientifically and effectively manage electronic docu-
ments? This is an important issue faced by governments and enterprises in improving
management efficiency, protecting state secrets or business secrets, and reducing
management costs. This paper discusses the application of cloud computing technol-
ogy in the construction of electronic file management system, proposes an architec-
ture of electronic file management system based on cloud computing, and makes a
more detailed discussion on key technologies and implementation. The electronic file
management system is built on the cloud architecture to enable users to upload,
download, share, set security roles, audit, and retrieve files based on multiple modes.
An electronic file management system based on cloud computing can make full use
of cloud storage, cloud security, and cloud computing technologies to achieve uni-
fied, reliable, and secure management of electronic files.

Keywords: Cloud computing technology; electronic file management system;

cloud security

1 Preface
With the continuous promotion, popularization and vigorous development of e-government and
e-commerce in China, the number of documents in electronic form is increasing. Electronic documents
are the indispensable main tools and real records of e-government and business activities. To realize the
scientific management of electronic documents and avoid the huge losses caused by improper
management, strengthening the theoretical research and practice of electronic document management is
particularly urgent and important.

This work is licensed under a Creative Commons Attribution 4.0 International License, which
permits unrestricted use, distribution, and reproduction in any medium, provided the original
work is properly cited.
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The electronic document management system is built on the cloud architecture, making full use of cloud
storage, cloud security, and cloud computing technologies to achieve unified, reliable, and secure
management of electronic files. Through the development of an electronic file management system based
on cloud computing, users can perform file uploading, downloading, sharing, security role setting,
auditing, and file retrieval based on multiple modes. Based on this, this paper proposes an electronic
document management system architecture based on cloud computing, discusses the corresponding key
technologies, and analyzes the advantages of cloud-based electronic file systems.

2 Cloud Computing Technology and Electronic File Management System Overview

At present, the academic circles have different opinions on the definition of cloud computing, and each
has its own merits. According to the definition of NIST of the National Institute of Standards and
Technology: Cloud computing is a kind of rapid provision and release, ubiquitous, convenient, on-
demand distribution with minimal management capabilities or interaction with service providers. Access
patterns to configurable computing resource shared pools such as networks, servers, storage, applications,
and services [1]. At the moment, cloud computing has been widely used [2,3].
In his doctoral thesis, Feng Huiling pointed out that electronic records (Electronic Records/Documents)
are the product of the development of computer technology, and have three characteristics: computer
generated and read, digital information recorded, and “file requirements” [4]. With the continuous
development of electronic documents, the number of documents is increasing, and the content of
documents is more and more extensive. In order to realize the scientific and effective management of
electronic documents, electronic document management systems have emerged. Establishing an inclusive
management system, receiving and storing electronic documents, and ensuring the authenticity, reliability,
integrity and availability of electronic documents is an important part of management [5,6]. Cloud
computing is a new direction in the development of information and communication technology, which is
bound to have an unprecedented impact on the development of electronic document management [7]. Liu
explained all the typical styles of document security management products [8]. Juris proposed NoSQL
Document-oriented database technology and its implementation in Enterprise Content Management area
[9]. Hsu implemented a Ubiquitous Location-based Service System (ULSS) who solved the problem that
cloud computing to inefficient development and a low potential reuse [10]. All of these make it possible
to manage electronic documents in cloud computing architecture.
The advantages of cloud computing for electronic file management are: unified management of
electronic files, cloud storage of electronic files, resolution of electronic file transfer and exchange, and
implementation of electronic file integration services [11]. Brent Gatewood pointed out that the research
focus of electronic files in the era of cloud computing should focus on how to apply file management
rules to cloud computing information storage solutions [12]. According to Tshepho, Lungile and Olefhile,
search engines are the guarantee of storage space, and unlimited space and semantic web search bring
great opportunities for future digital file and file management [13–16].

3 Cloud-Based Electronic File Management System Architecture

3.1 Technical Architecture Design in Cloud Computing Platform
Cloud computing includes three service models, namely software as a service, platform as a service and
infrastructure as a service. Platform as a Service and Software as a Service can provide services to platform
users directly through SOA, or indirectly to end users as a support platform for software as a service model.
The cloud-based services for electronic file management are defined at the infrastructure-as-a-service
layer, and the physical environment includes the data center physical environment and the network
CMC, 2021, vol.66, no.3 2647

environment. Switches, routers, and load-balanced network infrastructure devices are set up in the network
cloud. In the storage pool, you can choose three mainstream storage solutions: SAN, NAS, and distributed
storage. In the computing pool, you can choose three main virtual server devices: PC server, blade server and
minicomputer. In the infrastructure-as-a-service platform, it includes interactive functions such as user
interfaces, automated services, resource scheduling, virtual computing, operations management, virtual
storage, process management, and virtual networks for virtualized applications.
Dedicated platforms and tools for supporting business applications are defined at the platform as a service
layer. It includes relational database, middleware, digital signature, layout curing, data encapsulation, data
management, directory services, etc., but also includes a variety of platform-based application support
engines, such as business collaboration processes, data capture, specification document generation,
information sharing, Search, etc. The various application databases supported by the electronic file data
management are also set up at the platform as a service layer, including electronic file databases, metadata
databases, long-term preservation databases, thematic databases, and search databases.
In the software-as-a-service layer, various applications for electronic document management are
provided, including an electronic document formation processing system, an electronic document
management system, an electronic document handover reception, and a long-term storage system. A key
issue in cloud computing systems is security, so in a cloud-based electronic file management system, a
secure cloud is built. The security cloud should conduct comprehensive security services from different
levels, including management, services, data, applications, services, networks, systems, physics and
external security management, as shown in Fig. 1.

ED Cloud Application ED Formation and Coordination Service Electronic

ED Cloud application

SaaS Cloud
Document(ED)
Application ED Management Cloud ED Transfer Acceptance Cloud Service Management security
service

Management
security
Function engine module Database module
PaaS
Service Business
Data management module Full-text indexing module
security

Data
security

Electronic file interface Software Electronic seal Software

PaaS Application
Software security
Electronic file retrieval Software Electronic file exchange Software

Service
security
ED Cloud application service

User Interface Operation management Data monitoring

IaaS
Complete
platform Resource Scheduling Virtual computing Virtual storage network

System
security
SAN Distributed
switch Load balancing PC server Minicomputer storage storage

Blade NAS Physical

router Network cloud server Computing pool storage
Storage pool
security

External
security
IaaS
data center WAN line
Environment

Figure 1: Cloud platform electronic file management technology architecture

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3.2 Electronic Document Management Application Architecture Design

Use the SOA architecture method to build an electronic file management related system, divide the
application function into fine-grained, stateless components, package the components into services, and
spread different instances of the same service to multiple instances to run, thereby improving the overall
service. Availability.
The electronic file management application architecture design includes a presentation layer, a business
application layer, a service plug-in support layer, an infrastructure layer, and a standard support layer. The
presentation layer is the business system involved in the application, including the document receiving
and dispatching system, the document circulation system, the document retrieval system, the unified
authentication, the single sign-on and other business systems; the business application layer is the
platform supporting various business applications of the project. Software, including file capture,
classification scheme, authentication processing, file retrieval, data storage, data management, rights
management, log management, system users, statistical reports, interface management, system
management, etc.; service plug-in layer is a variety of tools Software products are mainly software
support tools for securing system security for application systems. Including electronic official seal,
identity authentication, layout curing, digital signature, data encapsulation, spreadsheet, copyright
protection, privilege role, tool support; infrastructure layer includes cloud computing IAAS equipment
and IAAS services; standard bearer layer lists the needed Industry standard specification, see Fig. 2 below.

3.3 Cloud-Based Electronic File Management System Deployment

Fig. 3 shows the overall deployment of the system. The system is composed of multiple electronic file
management subsystems. Each subsystem realizes the shared connection by means of the cloud platform
network. The upper system and the lower system can communicate in real time through the network,
realizing the logical concentration and physical distribution of electronic file management, and improving
the electronic Document management efficiency, see Fig. 3 below.

3.4 Key Technologies of Electronic Document Management System

3.4.1 Data Processing and Storage Services
The most important module in electronic management is the data processing and storage of electronic
files. The electronic files have the characteristics of large amount of data and small files (less than 64M).
Electronic file data consists of entity data and metadata. Therefore, it is necessary to focus on solving the
electronic document entity data as the planning goal, and describe the relational data represented by
metadata as the starting point in the database construction scheme.
In the data storage construction, the whole cloud storage is mainly used, and an electronic file library and
an electronic file temporary library are separately established, and the stable electronic files and the electronic
files to be processed are respectively stored. Providing a secure and reliable data storage center in the cloud
computing mode, the data management platform performs unified resource allocation on all data storage
resources, load balancing, deploying software, and security management of the data therein. At the same
time, in terms of data sharing, policy management is performed according to different security rights, and
data security is guaranteed from the network level. When the data is stored in the terminal, it is marked
with the corresponding application system category and security level. When passing through the cloud
network, the security level of the data is checked by the network layer, and if the high security level data
is sent to the low security level. In the area, the discard operation is performed according to the security
policy and alarm processing is performed to ensure data security at the circulation level.
CMC, 2021, vol.66, no.3 2649

Document formation File storage management

Presentation Single point of
Layer Document transfer and management
Document retrieval
long term management

Classification scheme System user Permission management

component component component
Business
Data management Data storage Log management
application
component module component
layer
System management Business Interface management
module applications component

Electronic form Format rules A digital signature

Plug-in
Permissions to
support Tools support Electronic official seal
roles
layer
Copyright The identity
Data encapsulation
protection authentication

Infrastructure layer

Hardware devices System software Database Application server

Generic metadata specification for Electronic document management

electronic files system function requirements

Standard XML electronic file encapsulation Electronic file storage and exchange
layer specification format

Long-term storage format for

Specification for electronic filing
electronic documents

Figure 2: Electronic document management application architecture

3.4.2 Backup Management

Based on the importance and criticality of electronic documents, backup management of electronic files
is very important. The cloud computing system itself has a strong backup mechanism. For electronic file
service code and electronic file metadata, a full backup is performed each time a service is updated or a
new service is installed. For electronic document libraries, daily data updates are large, and full backups
are scheduled every other month or week. On this basis, incremental backups are made every other short
interval. It is also an essential part of managing the media that has already been backed up.

3.4.3 Operation and Maintenance of the System

In the implementation process of the system, it is necessary to prevent data loss, damage, tampering and
leakage to the greatest extent, improve the safety, reliability and stability of the system operation, and ensure
the safe operation of the system. It is necessary to monitor and manage the system, timely grasp the current
status and configuration information of the network information system resources, reflect the availability and
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health status of the information system resources, and create a controllable IT environment to ensure various
business application systems of the user information system. It can operate reliably, efficiently, continuously
and safely.

Superior user

Electronic
document Electronic file
formation and interchange
processing system
system

Electronic Electronic
document
interface document
system management
system

Cloud platform
network

Electronic Electronic
document Electronic file document Electronic file
formation and interchange formation and interchange
processing system processing system
system system

Electronic Electronic Electronic Electronic

document document document document
interface management interface management
system system system system

Subordinate user Subordinate user

Figure 3: Cloud-based electronic file management system deployment

3.5 Cloud Computing Security Service System

The cloud computing security service system consists of a series of cloud security services and is an
important technical means to achieve system security goals. According to their different levels, cloud
security services can be further divided into three levels: Secure cloud infrastructure services, cloud
security infrastructure services, and cloud security application services.
CMC, 2021, vol.66, no.3 2651

3.5.1 Secure Cloud Infrastructure Services

Secure cloud infrastructure services provide secure data storage, computing and other services for upper-
layer cloud applications, and are the cornerstone of the entire cloud computing system security. The security
here includes two aspects: On the one hand, the cloud platform should analyze the security problems faced by
traditional computing platforms and adopt comprehensive and strict security measures. For example,
consider plant security at the physical layer, consider integrity and file/log management, data encryption,
backup, disaster recovery, etc. at the storage layer. Denial of service attacks, DNS security, network
reachability, and data transmission secrets should be considered at the network layer. The system layer
should cover security issues such as virtual machine security, patch management, system user identity
management, etc. The data layer includes database security, data privacy and access control, data backup
and cleaning, etc., and the application layer should consider the program integrity. Sex testing and
vulnerability management. On the other hand, the cloud platform should prove to users that they have
some level of data privacy protection. For example, the storage service proves that user data is stored in a
compact state, and the computing service proves that the user code is running in protected memory. Due
to differences in user security requirements, cloud platforms should have the ability to provide secure
cloud infrastructure services at different levels of security.
3.5.2 Cloud Security Basic Services
The cloud security basic service belongs to the cloud basic software service layer and provides common
information security services for various cloud applications. It is an important means to support cloud
applications to meet user security goals. The typical cloud security services include cloud user identity
management service. In the cloud environment, identity aggregation and single sign-on can support more
convenient sharing of user identity information and authentication services between partners in the cloud,
and reduce duplicate authentication zones. Operational overhead; cloud access control services, the
implementation of cloud access control services depends on how to properly implement traditional access
control models (such as role-based access control, attribute-based access control models, and mandatory/
autonomous access control models) and various authorization policy language standards (such as
XACML, SAML, etc.) are extended and ported into the cloud environment; cloud audit service, cloud
audit service must provide all the evidence to meet the list of audit events and the credibility of the
evidence. In addition, the cloud audit service is also an important way to ensure that cloud service
providers meet various compliance requirements; cloud password service, due to the widespread data
encryption and decryption computing requirements among cloud users, the emergence of cloud password
service is also very natural. In addition to the most typical encryption and decryption algorithm services,
key management and distribution, certificate management and distribution in cryptographic operations can
be regarded as the form of basic cloud-based security services. The cloud password service not only
simplifies the design and implementation of the cryptographic module for the user, but also makes the use
of the cryptographic technology more centralized, standardized, and easier to manage.
3.5.3 Cloud Security Application Service
Cloud security application services are closely integrated with the needs of users. Typical examples are
DDOS attack protection cloud services, Botnet detection and monitoring cloud services, cloud web filtering
and antivirus applications, content security cloud services, security event monitoring and alert cloud services,
cloud spam filtering and prevention.

4 Implementation of Electronic File Management System Based on Cloud Computing

4.1 Prerequisites
The electronic file management system based on cloud computing is a comprehensive, wide-ranging and
high-tech system. In the implementation process of the system, establishing a sound organization and doing a
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good job of personnel distribution management is the basis for the normal operation of the system. Before
implementing the system, it is necessary to improve the implementation environment of the system and
formulate an appropriate implementation plan.
The implementation environment of the system mainly includes the system specification. In addition to
the traditional specifications that need to be directly configured in the system, it is also necessary to formulate
a cloud-based electronic document management process and a system of division of responsibilities, system
operation and maintenance, etc.; personnel distribution, including systems User manuals for different roles,
professionally trained personnel settings, etc.; Cloud-based systems require third-party software support,
which requires ensuring that the software can be installed and configured with the system software. The
implementation plan of the system should clearly define all the information from the birth of the system
in advance to ensure the completeness of the system in practical applications.

4.2 Implementation Method

The implementation method of cloud-based electronic document management system has direct
replacement of traditional systems, simultaneous operation of new and old systems, replacement of
traditional systems in stages, pilot implementation, etc. The specific implementation methods depend on
the business needs of the organization, technical environment, project budget, and project. Cycle and the
impact of management culture. Generally speaking, under the premise of allowing, the gradual
implementation method of piloting and post-promotion should be considered as much as possible, so as
to give users time to accept and master new technologies and methods.

4.3 System Implementation

In the actual system implementation, it is preferred to configure the software to ensure that the system
can be used normally. Perform functional and integrity tests on the system, test the user interface, input and
output, and response and recovery time of the system to verify whether the system can be installed and
operated under normal or emergency conditions. Test to verify that the system can run the design
specification in normal or emergency situations. When applying cloud-based electronic document
management systems, organizations need to consider a comprehensive migration strategy, and output
legacy files from traditional systems to new systems at the right time to ensure the authenticity, integrity,
reliability and reliability of the files. The migration process and results should be fully documented.

5 Features and Advantages of Cloud-Based Electronic File System

5.1 Reduce Costs, Hardware and Software Become Resources
Cloud-based electronic file management abstracts both software and hardware resources and provides
them in the form of services over the network. In the traditional IT operation mode, each unit of the same
level needs to build its own hardware infrastructure, and also includes some related management
personnel to meet the needs of electronic file management. In the cloud computing mode, the application
unit only needs to use the hardware and software resources in the cloud computing to meet the electronic
file management requirements, without having to construct a data center separately, and reducing the
input cost of each application unit. The management of the same level of electronic files only needs to
build a cloud computing center and be uniformly maintained by the cloud computing center, which
greatly reduces the operation and maintenance burden and reduces the cost.

5.2 Realize Unified Management of Resources and Facilitate Business Integration

The electronic file management system based on cloud computing integrates electronic file resources on
the cloud platform to facilitate unified management of resources. The management unit configures the
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corresponding access rights according to the electronic file management requirements of each application
unit, reduces unnecessary links, and improves work efficiency. In this way, when the business system and
the electronic file management system are docked and integrated, the unified implementation of the cloud
computing architecture standard can be implemented.

5.3 Electronic Files are Logically Concentrated and Physically Distributed

Cloud-based electronic file management, due to the uniformity and standardization of cloud computing,
can achieve physical distribution among users at different levels, but logically centralized and unified. In this
way, the requirements for unified management can be truly achieved, and the standardization of electronic
document management is greatly improved.

6 Conclusion
This paper analyzes the electronic file management system from the perspective of cloud computing, and
proposes an electronic file management system architecture based on cloud computing. This architecture has
both software and hardware as resources to reduce costs; unified management of resources to facilitate
business integration. To achieve the characteristics and advantages of electronic file logical concentration,
physical distribution, etc. At the same time, this paper discusses the key technologies and implementation
of electronic file management system based on cloud computing. The next step of this paper will be an
in-depth study of the key technologies and implementations of the system presented in this paper.
Funding Statement: This research is financially supported by research Grants from the National Social
Science Foundation of China (Grant No. 18FTQ005). The author of the grant is Shi Jin. The URL of the
sponsor site is http://www.npopss-cn.gov.cn/.

Conflicts of Interest: The authors declare that they have no conflicts of interest to report regarding the
present study.

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