The increasing volume of personal and professional documents creates practical difficulties in secure storage, retrieval, expiry tracking, and renewal management. This paper presents PingVault, a web-based document storage and expiry reminder system that centralizes important files and reduces dependence on manual tracking. The system provides a digital vault for uploading, organizing, retrieving, and managing documents with or without expiry dates. Its principal functions are encrypted document storage, expiry-date tracking, automated email reminders, permanent document storage, responsive navigation, theme customization, and an analysis dashboard. A Python backend built with Django and SQLite3 is combined with a frontend implemented in HTML5, CSS3, JavaScript, and Bootstrap. The reminder component uses SMTP-based email delivery and Windows Task Scheduler to issue notifications before documents expire, and ApexCharts visualizes document categories, reminders, uploads, and expiry activity. Qualitative testing covered document upload, expiry management, reminder delivery, dashboard behavior, responsive layouts, and cross-browser compatibility. The platform offers a practical foundation for organized document management; future work should evaluate performance, security controls, usability with representative users, and scalability.
Keywords
document management; expiry reminders; digital vault; encrypted storage; Django; SMTP; web application; data visualization
This paper presented PingVault, a secure document storage and expiry reminder system that improves the organization and lifecycle management of important files. The platform centralizes documents, associates files with expiry metadata, supports permanent storage, sends automated email reminders, and visualizes document activity through an analysis dashboard. Its implementation combines Python, Django, SQLite3, HTML5, CSS3, JavaScript, Bootstrap, SMTP, Windows Task Scheduler, and ApexCharts [13]–[16], [18]. Qualitative testing covered core functionality, major browsers, and multiple device classes; because numerical performance and security measurements are not yet available, further empirical evaluation is needed to establish production readiness.
References
G. P. Johnston and D. V. Bowen, “The benefits of electronic records management systems: A general review of published and some unpublished cases,” Rec. Manag. J., vol. 15, no. 3, pp. 131–140, 2005. [2] M. K. Bizi, A. Mohammed Ghazali, and M. N. Yunus, “The adoption of electronic records management system in an organization: A systematic literature review approach,” J. Inf. Knowl. Manag., vol. 15, no. SI2, pp. 280–292, Aug. 2025. [3] Government of India, “Digital Locker technology specification (DLTS),” ver. 2.3, Mar. 2015. [4] A. Anas and T. A. Salim, “Tinjauan literatur sistematis pemanfaatan electronic document management system bagi organisasi dalam menunjang manajemen pengetahuan,” Berkala Ilmu Perpustakaan dan Informasi, Dec. 2022. [5] R. Kumar and A. Baghel, “DigiLocker (Digital Locker – A better India for tomorrow),” Int. J. Adv. Res., Jun. 2019, doi: 10.21474/IJAR01/9265. [6] C. T. Huang, L. Huang, Z. Qin, H. Yuan, L. Zhou, V. Varadharajan, and C.-C. J. Kuo, “Survey on securing data storage in the cloud,” APSIPA Trans. Signal Inf. Process., vol. 3, p. e7, 2014. [7] P. Yang, N. N. Xiong, and J. Ren, “Data security and privacy protection for cloud storage: A survey,” IEEE Access, vol. 8, 2020, doi: 10.1109/ACCESS.2020.3009876. [8] P. V. Maitri and A. Verma, “Secure file storage in cloud computing using hybrid cryptography algorithm,” in Proc. Int. Conf. Wireless Commun., Signal Process. Netw. (WiSPNET), 2016, pp. 1635–1638. [9] National Institute of Standards and Technology, “Advanced Encryption Standard (AES),” Federal Inf. Process. Stand. Publ. 197, 2001. [10] A. K. Dalal et al., “Impact of an automated email notification system for results of tests pending at discharge: A cluster-randomized controlled trial,” J. Am. Med. Inform. Assoc., vol. 21, no. 3, pp. 473–480, 2014, doi: 10.1136/amiajnl-2013-002030. [11] A. K. Dalal et al., “The impact of automated notification on follow-up of actionable tests pending at discharge: A cluster-randomized controlled trial,” J. Gen. Intern. Med., vol. 33, no. 7, pp. 1043–1051, Jul. 2018, doi: 10.1007/s11606-018-4393-y. [12] K. Murat, I. Koshim, N. Kelessov, and A. Ormanov, “Automated notification system for document expiration management,” CSCI 409 Senior Project II Final Rep., Nazarbayev Univ., Spring 2025. [13] Django Software Foundation, “Sending email,” Django Documentation, ver. 6.1. [Online]. Available: https://docs.djangoproject.com/ [14] Python Software Foundation, “smtplib — SMTP protocol client,” Python 3.15.2 Documentation. [Online]. Available: https://docs.python.org/3/library/smtplib.html [15] SQLite Consortium, “SQLite documentation.” [Online]. Available: https://www.sqlite.org/docs.html [16] The Bootstrap Authors, “Get started with Bootstrap,” Bootstrap Documentation, ver. 5.3.8. [Online]. Available: https://getbootstrap.com/docs/5.3/getting-started/introduction/ [17] E. Marcotte, “Responsive web design,” A List Apart, no. 306, May 25, 2010. [18] ApexCharts, “Documentation.” [Online]. Available: https://apexcharts.com/docs/ [19] A. Sarikaya, M. Correll, L. Bartram, M. Tory, and D. Fisher, “What do we talk about when we talk about dashboards?,” IEEE Trans. Vis. Comput. Graph., vol. 25, no. 1, Jan. 2019, doi: 10.1109/TVCG.2018.2864903.
📋 How to Cite This Paper
Dr. R. Amutha (2026). A Secure Document Storage and Expiry Reminder System. International Journal of Computer Science Engineering Techniques, 10(6), 467–471. ISSN: 2455-135X. DOI: https://doi.org/10.5281/zenodo.24200903
