🗂️ RoloDrawer

Enterprise Document Management System for Physical Files

RoloDrawer is a comprehensive web-based document tracking and management system designed for organizations that need to track physical files and documents. With features like checkout/checkin workflows, QR code labels, archive management, and compliance tracking, RoloDrawer brings modern digital organization to physical document management.

✨ Features

Core Functionality

• 📄 File Management - Track files with UUID backend + custom display numbers
• 📍 Location Hierarchy - Organize by Location → Cabinet → Drawer → File
• 🔍 Advanced Search - Full-text search with filters (tags, entity, sensitivity)
• 🏷️ Tag System - Color-coded tags for cross-referencing
• 🏢 Entity Management - Associate files with organizations/companies
• 👥 User Management - Multi-user with roles (Admin, User, Viewer)

Workflow Features

• 📤 Checkout/Checkin - Track who has files with due dates and overdue alerts
• ⏰ Expiration Tracking - Optional expiration dates with 30/60/90 day alerts before and after expiration
• 📦 Archive Workflow - Compliant archiving with audit trail
• 🗑️ Destruction Workflow - Certificate of destruction for compliance
• 🔄 Movement Tracking - Complete audit trail of file movements

Reporting & Analysis

• 📈 19 Comprehensive Reports - Including inventory reports (by location, entity, tag), activity reports (checkouts, overdue, user activity), expiration reports (expired files, expiring 30/60/90 days, unhandled compliance), organization reports (by owner, sensitivity, unassigned, checkout history, movement history), and compliance analytics

Physical Integration

• 📱 QR Code System - Generate and scan QR codes for physical files
• 🖨️ Label Printing - Avery 5160 compatible labels (30 per sheet)
• 📲 Mobile Lookup - Scan QR codes with any mobile device

🚀 Quick Start

Requirements

• PHP 7.4 or higher
• SQLite support (enabled by default in most PHP installations)
• Web server (Apache, Nginx, or similar)

Installation

1. Clone or download the repository

   git clone https://github.com/AI3I/RoloDrawer.git
   cd RoloDrawer

2. Set up file permissions

   chmod 755 index.php
   chmod -R 777 storage/

3. Access in browser

   http://yourdomain.com/rolodrawer/
   

The database will be created automatically on first access!

First-Time Login

Email: (check storage/database/schema.sql for default admin user)
Password: RoloDrawer2026!

⚠️ IMPORTANT: Change the default password immediately after first login!

Upgrading from Previous Versions

If upgrading to v1.0.6+ with expiration tracking:

php migrate_add_expiration.php

See DEPLOYMENT_GUIDE.md for detailed upgrade instructions.

📖 Documentation

• DEPLOYMENT_GUIDE.md - Deployment and upgrade guide
• EXPIRATION_FEATURE_SUMMARY.md - Expiration tracking feature documentation
• INSTALLATION.md - Detailed installation guide for various platforms
• USER_GUIDE.md - Complete user documentation
• ADMIN_GUIDE.md - Administrator guide
• CHANGELOG.md - Version history and roadmap

🔐 Security Features

• Password hashing with bcrypt
• Session management with activity tracking
• Role-based access control
• Account lockout protection
• File sensitivity levels
• Complete audit trails

📊 Sample Data

Load sample data to try RoloDrawer:

sqlite3 storage/database/rolodrawer.sqlite < sample_data.sql

Sample includes:

• 5 locations with complete hierarchy
• 8 entities (companies/departments)
• 12 color-coded tags
• 10 realistic sample files
• 4 demo users (all password: RoloDrawer2026!)

🤝 Contributing

Contributions are welcome! Please feel free to submit a Pull Request.

📝 License

This project is licensed under the GNU GPLv3 - see the LICENSE file for details.

💫 Acknowledgments

Dedicated to Matthew Ferry, who for decades has sought a solution to herd and tame chaos. May this tool bring order to your filing cabinets and peace to your document management.

🆘 Support

• Issues: Report bugs via GitHub Issues
• Documentation: See the complete guides in this repository

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Version: 1.0.7 | Last Updated: January 2026