The Construction of Digital Management Information System of

University Documents and Archives Based on Distributed

Architecture

Anying Jian

Chongqing Vocational Institute of Engineering, Chongqing, China

Keywords: Hadoop, Distributed Architecture, University Archives Management, Management Information System.

Abstract: This paper analyzes the process of digital management of university documents and archives, and develops

a digital management information system of university documents and archives based on distributed

architecture. The system uses java programming language, SSH framework of struct2+spring+hibernate and

web service technology to design the function of the system and develop its application. The data is

processed by HDFS distributed storage and mapreduce computing components in hadoop ecosystem. The

system can realize various management functions of summarizing, classifying and numbering files. The

whole process of digital management and control of archives should be promoted by the process, so that

university organizations can embed scientific archives management system into the electronic process, so

that the system and digital means complement each other and make archives management more

standardized.

https://orcid.org/0000-0002-8984-380X

1 INTRODUCTION

The documents and archives in colleges and

universities are numerous, and the "Measures for the

Management of Archives in Colleges and

Universities" requires that "colleges and universities

should archive paper archives and electronic

archives simultaneously", and defines the scope of

archiving, including more than ten kinds of archives,

including the Party and the masses, administration,

students, teaching, scientific research, capital

construction, instruments and equipment, product

production, publications, foreign affairs, accounting,

etc. So in the digital age, while constructing digital

archives, colleges and universities should "guarantee

the construction of archives informatization and the

construction of digital campus", so as to realize the

integration of university management resources and

promote the unified and comprehensive

development of archives management in colleges

and universities. With the development of the times,

it is the only way to deepen the process of college

archives management that how to use modern

information technology to quickly complete college

archives management. But at present, there are some

problems in the management of documents and

archives in many colleges and universities, such as

huge amount of information, insufficient manual

management and control ability, and insufficient

automation and intelligence. Besides, relying on the

limited storage capacity of local servers, many

campus management systems are difficult to support

the preservation of university data, which makes it

difficult for campus archives management to adapt

to the bottleneck of the development of electronic

archives management in the times. (Zhao, 2021)

To solve the above problems, the author believes

that a digital management information system of

university documents and archives should be

developed based on the distributed architecture of

big data technology. The function involves

automatic filing, quick query and safe authority, so

that all kinds of digital achievements of colleges and

universities can be preserved and checked for a long

time. The design of this system helps colleges and

universities to manage archives uniformly, collect

archives of different functional departments,

departments and systems uniformly, improve the

Jian, A.

The Construction of Digital Management Information System of University Documents and Archives Based on Distributed Architecture.

DOI: 10.5220/0011908100003613

In Proceedings of the 2nd International Conference on New Media Development and Modernized Education (NMDME 2022), pages 155-160

ISBN: 978-989-758-630-9

 2023 by SCITEPRESS – Science and Technology Publications, Lda. Under CC license (CC BY-NC-ND 4.0)

155

efficiency of archives collection and handover, and

reduce the error rate. By the integration and

synchronous management of landing paper archives

and electronic archives, the utilization rate of

university archives can be improved.

2 TECHNICAL OVERVIEW

2.1 Hadoop Ecology

The Hadoop is an open source technology to realize

distributed data storage management and computing

services. The Hadoop Foundation uses JAVA

language to develop and is responsible for the

release, maintenance and management of Hadoop

ecosystem. To solve the background storage

problem of massive archive data in the management

of college documents and archives studied in this

paper, the cloud storage platform of the system

adopts hadoop to build the data distributed platform

architecture at the bottom of the system. Hadoop

ecosystem consists of many components, among

which the core functional components are shown in

Figure 1, including HDFS distributed file system

component, MapReduce distributed computing

component and yarn scheduling management

component. In the research and development of this

system, HDFS distributed file system is used to store

files through the establishment of clusters. During

this period, mapreduce mechanism is used to read

the file business data and support offline computing

operations. (Guan, 2022) Hadoop's information

server nodes are mainly divided into five categories,

of which master is the main server node, which is

usually equipped with namenode maintenance node

of HDFS and JobTracker job scheduling node of

mapreduce. Mapreduce also needs to deploy

tasktracker task processing nodes to process specific

computing tasks. In HDFS, datanode is also needed

to store data blocks in a distributed way.

Figure 1: Hadoop core functional framework

2.2 Web Technology

The Web development technology is a core

technology that combines the development of web

interactive pages with the development of

background servers. It can organize and publish the

functions of web service application software

system, and usually uses the distributed network

mode of B/S structure.The Web development

technology usually includes static web page

technology, dynamic service script technology and

web service technology. The client of Web

application software system is a web browser, while

the server uses the tools published by web services

to schedule tasks. The client and the server need

network communication, and most of the

communication protocols are HTTP or HTTPS. The

development technology structure of Web also

facilitates the deployment and function release of the

software system in the wide area network

environment, and has strong support ability for

multi-users. Moreover, by using the existing highly

mature Web browser and Web service publishing

tools, the functional reliability of the whole software

system is also relatively high. (Zhao, 2022)

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2.3 Development Environment

The development environment of digital

management information system of university

documents and archives is introduced in two parts,

one is the construction of hadoop big data cluster,

the other is the application environment of Javaweb

technology. According to the required amount of

data, this paper builds a hadoop cluster composed of

four nodes. The node is named as the master node

namenode, and three slave nodes datanode01,

datanode02 and datanode03. These clusters are

stored based on HDFS distributed storage pairs, and

are built with other hadoop ecosystem components,

such as flume, hbase and hive. The hadoop server

cluster is developed on four clients installed with

Linux system. This paper selects Centos7.8 Server

release version of Linux operating system.

The Java development tool used in the JavaWeb

application of this system is my eclipse, the

development environment is JDK 1.8, the

development language is Java, and Apache Tomcat

9.0 is selected for server construction. This system is

implemented in B/S mode. The browser side uses

the dynamic web page technology of

HTML+CSS+JaVaScript, and uses AJAX

technology to communicate with the server side. The

development of the system is based on MVC pattern.

The SSH framework of struct2+spring+hibernate is

used as the framework, and sqlsever database is used

to help manage data. Through the introduction of the

above key technical theories, the overall

environment, the configuration of related software

and tools for the development of digital management

information system of university documents and

archives are determined, and the technical feasibility

of the overall project is also clarified. (Liao, 2022)

3 DEMAND ANALYSIS

3.1 Functional Requirements

The user end of the digital management information

system of documents and archives in colleges and

universities is provided with the common user end

and the administrator user end. Ordinary users

include teachers and students, and ordinary user end

functions mainly include borrowing, returning,

booking and file retrieval. The administrator end

mainly includes two main functional modules:

application processing, file management and user

management. (Yu, 2018) At the same time, the

system has the function of electronic archives. With

the increasing content and types of archives,

electronic archives will become the main work of

future archives management. The electronic archives

in this paper need to be consulted by users in a

targeted way, so as to improve the user experience

and the management efficiency of archivists.

The performance requirements of the system

require that when the system processes the operation

request of the foreground interactive interface, it

should ensure that all functions of the business logic

layer are processed within 5 seconds in the normal

communication network environment, and the

processing results of the operation instructions are

returned in time. At the same time, considering the

scale of archives management business in colleges

and universities, the system should support the

instruction processing of concurrent operation access

of at least 100 users. (Li, 2020)

3.2 Overall Design

The overall design of digital management

information system of documents and archives in

colleges and universities is divided into two parts:

application design and data processing. This paper

divides the data processing of the system into six

layers. The first layer is the data source layer. The

data comes from the local database server and the

audit data in the information management system, as

well as other data entered inside the organization,

which can be divided into structured data and

unstructured data. In the data transmission layer,

sqoop transmits the data from the storage layer and

the source layer, and flume collects the unstructured

log data from the server. The data storage layer of

the system consists of HDFS file storage, MySQL

database and hbase database. The resources built on

hadoop cluster are managed by yarn. The interaction

of data query function is completed by Hive

component, and the scheduling of distributed cluster

needs to be completed by Oozie.

The application part of this system is divided into

three layers, namely presentation layer, business

layer and data layer. The whole system adopts B/S

mode combined with MVC thought and uses SSH

architecture of struct2+spring+hibernate for

development. The web layer is the middle part

between the view layer and the control layer, which

is handled by struct2, in which action is used to

handle all kinds of access requests and access

feedback instructions, such as HttpRequest and

HttpResponse from the network. In this process, the

request parameters need to be repackaged and

various functions of page navigation are needed. The

The Construction of Digital Management Information System of University Documents and Archives Based on Distributed Architecture

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security permission control of this system is

deployed in the presentation layer by using CAS

technology, which can restrict the specific content

accessed by users according to the level of users'

permission, and improve the security of information

and data of the system. The business layer is mainly

composed of the service of spring. spring tools can

effectively integrate hibernate in the data layer and

struct in the presentation layer, which can efficiently

solve the coupling problem of various levels in the

application system. The business logic layer needs to

receive the business information instruction from

structaction for data processing, and at the same

time, complete the related logic operations for the

functional business and process business of the

system. The logic layer needs to set the interface of

the presentation layer, i.e., Iservice layer, which can

interact the information of the action layer and the

service layer, and standardize and encapsulate the

interface of data interaction between the two layers.

The data persistence layer is processed by hibernate,

which needs to package all kinds of data interfaces

JDBC lightly to simplify the persistence layer code

and further improve the development efficiency of

the system. While the business logic layer and data

persistence layer need to set up the IDAO layer to

build the corresponding data interface to the service

layer and DAO layer, which is responsible for the

data circulation and access. Database relational

database of data layer adopts SQL Server to realize

related data storage control. The overall design

framework diagram of the system application is

shown in Figure 2.

Figure 2: Overall architecture of application design

4 FUNCTION REALIZATION

4.1 Ordinary User End

The common users include teachers and students, for

example, past (due) students can apply for access to

their own student files through this system. After

ordinary users log in to the system according to their

account numbers, they can see that the functions of

ordinary clients mainly include borrowing,

returning, booking and file searching. You need to

click the reservation function to submit the file

borrowing application and reserve the borrowing

time to get the borrowing information. In the file

retrieval function, users can search the required files

according to attributes such as time, keywords,

categories, etc. When the files involved do not have

access rights, the system will send out a pop-up

reminder to refuse access and ensure the security of

the files (Liu, 2022).

4.2 Administrator End

The administrator end mainly includes two main

functional modules: application processing, file

management and user management. The

administrator needs to review the file borrowing

applications of ordinary users and approve and reject

them. The archives management includes the

collection, statistics, destruction and modification of

archives. In the collection of archives, administrators

need to import files from various channels into the

archives management information system of

colleges and universities and number them. The

implementation code of file import function is

shown in Figure 3. This paper uses Apache's file

upload component and creates DiskFileItemFactory

to realize related functions, and uses file upload

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parser to judge whether the data quality meets the

requirements. When the system generates new files

and sets aside records, the system synchronizes the

records to the data interface of the university

document archives information management system.

If the information addition is unsuccessful, the

system will try to connect to the new record database

for three times and write the failed records into the

abnormal information data table, and scan them

every five minutes for daily processing. (Ma, 2021)

Figure 3: File import function implementation code

The user management functions include role

management and permission management. The

administrator needs to classify the rights of users at

all levels to realize the security of data access. The

administrator can also manage the account

information of teachers and students on campus. The

function of the administrator calling and browsing

the specified information of each user is realized by

the BusinessManager class, which completes the

actual work by encapsulating the business logic

code. The getSelfMessages class is the class used by

the system to call the data of the data persistence

layer. The getSelfMessages function code is shown

in Figure 4. The Hibernate can use java classes such

as "SelfMessages" and "user_id" in query statements

to determine the mapping relationship between

classes and database tables, and then obtain the table

and field parameters in the corresponding database

information. By this mapping relationship, Hibernate

automatically synchronizes the objects with the data

table records, without requiring developers to write

corresponding codes.

Figure 4: getSelfMessages function code

5 CONCLUSIONS

The informatization management of university

archives is very important to the improvement of the

overall management level of universities, so I have

built a digital management information system of

university archives based on distributed architecture

to support the informatization management of

university industries. But my technology is limited,

and I didn't combine the efficient cloud computing

technology of the current era to rationalize and

improve the storage capacity and response efficiency

of the document archives management information

system. We hope that there will be experts and

scholars in the follow-up to improve this research.

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