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Full-Stack Web Application

Open Archive

A comprehensive Django-based document management system built for educational institutions to manage student records, files, and program tracking — with role-based access control, automated backups, external database sync, and a fully customizable interface.

Django Python SQL PostgreSQL SQLite HTML / CSS / JS Full Stack AI Document Classification FERPA Compliant

Notice: All student names, IDs, contact information, and academic records shown in the screenshots below are entirely fictional and generated for demonstration purposes only. No real student data is present anywhere in this showcase.

What it does

Built for real institutional workflows

Document Management

Upload, organize, and search student documents with automated naming, versioning, and folder structure organized by student and term.

Student & Program Tracking

Full student record management with multi-program support, flexible term structures, and automatic student-term assignment tracking.

Role-Based Access Control

Granular permissions for Admin, Supervisor, and Staff roles. Full audit logging of every user action for compliance and accountability.

External Data Sync

Connect to external SQLite, PostgreSQL, or MySQL databases to synchronize student, program, and term data with configurable update modes and dry-run testing.

Automated Backups

Scheduled daily backups of database and media files with configurable retention policies, integrity verification, and one-click restore.

AI Document Classification

A custom two-mode AI system automatically detects document types on upload using filename pattern-matching and content analysis, with confidence scores and batch auto-categorization.

Theme Customizer

Multiple built-in light and dark theme presets (Default, Ocean, Forest, Sunset, Lavender) with support for custom themes — configurable per institution.

Open Archive Dashboard

Dashboard

At-a-glance system overview

The main dashboard surfaces the most important system metrics in one place. Staff can immediately see total students, file counts, active document types, and storage usage — all updated in real time.

  • Live stats for students, files, document types, and storage
  • Quick Action shortcuts for the most common daily tasks
  • Recent Activity feed showing the latest file uploads and record changes
  • System Status panel showing backup state, scheduled tasks, and storage health
Open Archive Students Screen

Students

Complete student record management

The Students screen provides a full searchable, filterable roster of all enrolled students. Each row shows the student's unique ID, name, contact info, active programs, and term counts.

  • Search by ID, name, or email with instant results
  • Filter by program or enrollment status
  • One-click access to any student's full file and record history
  • Bulk upload entry point for adding documents across multiple students
Open Archive Student Files Folder View

Student Files — Folder View

Hierarchical file organization by student and term

Documents are organized in a collapsible tree: student → term → files. Staff can drag and drop files directly into the correct student-term bucket, with automated conflict-safe file naming applied on upload.

  • Expand / Collapse All for quick navigation across many students
  • Drag-and-drop upload zone per student record
  • Filter by document type, term, or student simultaneously
  • Automated file naming convention applied on every upload
Open Archive Files List View

Student Files — List View

Full flat-table view of every document in the system

The list view exposes the complete data model — every file in the system shown as a flat, sortable table with student, term, document type, filename, revision number, program ID, creation date, and document modified date all visible at once.

  • Revision tracking on every file with full version history
  • Program ID column for cross-referencing academic programs
  • Color-coded document type labels for fast visual scanning
  • Comment field per document for staff annotations
Open Archive Bulk Upload

Bulk Upload

Batch-process up to 30 files in a single operation

The Bulk Upload workflow lets staff select a student and academic term, then upload up to 30 documents in one pass. The system handles naming, categorization, and organization automatically after submission.

  • Student and term selection with validation before upload
  • Supports PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, TXT
  • Upload & Add Another and Upload & Continue Editing modes for high-volume workflows
  • File drop zone with click-to-browse fallback
Open Archive AI Document Type Assignment

AI Document Analysis

Intelligent auto-classification on every upload

Open Archive includes a custom AI analysis system that learns from uploaded filenames and file content to automatically detect and assign the correct document type — distinguishing between a Passport, Visa, acceptance letter, enrollment agreement, transcript, and more without staff intervention.

  • Quick Analyze — pattern-matches against the filename and known naming conventions to suggest a document type instantly, displaying a confidence percentage
  • Deep Analyze fallback — when filename analysis is inconclusive, the system reads file content to make a classification decision
  • Auto-Categorize All Files — one-click batch classification across every file in a bulk upload session
  • Auto-escalation flags files where confidence is below threshold, prompting staff review before submission
Open Archive System Activity Log

System Activity Log

Complete audit trail of every action in the system

Every create, update, and delete is recorded in a chronological activity timeline. The log is searchable by object name, action type, user, and content type — providing the full accountability trail required for FERPA compliance.

  • Color-coded diff output showing exact field-level changes
  • Filter by action type, user, and content type simultaneously
  • Timeline and table view modes for different audit scenarios
Open Archive Task Management

Task Management

Centralized scheduling for all automated operations

The Task Management screen provides a unified interface for configuring and monitoring every automated operation — backups, external data synchronization, and custom tasks — all from one place without touching the server.

  • Per-task schedule configuration with time and retention settings
  • Test Run mode for safely validating task configuration before enabling
  • Force Run to execute a task immediately regardless of schedule
  • Active / Disabled toggle and full execution history per task
Open Archive Theme Customizer

Theme Customizer

Institutional branding out of the box

Open Archive ships with a full theme system. Users can switch between curated light and dark presets — Default, Ocean, Forest, Sunset, Lavender — or build fully custom themes to match an institution's brand colors. Saved themes persist per user.

  • 5+ built-in light and dark preset themes
  • Custom theme builder with full color control
  • Themes saved and persisted per user account
  • Configurable labels and field names for institutional branding

Technology

How it's built

Backend

Python Django 4.x Django ORM Management Commands

Database

SQLite PostgreSQL MySQL External DB Sync

Frontend

HTML / CSS JavaScript Django Templates Custom Admin UI

AI & Analysis

Filename Pattern Matching Content Analysis Confidence Scoring Auto-Classification

Security & Ops

RBAC CSRF Protection Audit Logging Automated Backups FERPA Compliance
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