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.
- 📄 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)
- 📤 Checkout/Checkin - Track who has files with due dates and overdue alerts
- 📦 Archive Workflow - Compliant archiving with audit trail
- 🗑️ Destruction Workflow - Certificate of destruction for compliance
- 🔄 Movement Tracking - Complete audit trail of file movements
- 📈 10 Comprehensive Reports - System statistics, file inventory, checkout status, overdue files, archive summary, movement history, files by location, files by entity, tag usage, and user activity
- 📱 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
- PHP 7.4 or higher
- SQLite support (enabled by default in most PHP installations)
- Web server (Apache, Nginx, or similar)
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Clone or download the repository
git clone https://github.com/AI3I/RoloDrawer.git cd RoloDrawer -
Set up file permissions
chmod 755 index.php chmod -R 777 storage/
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Access in browser
http://yourdomain.com/rolodrawer/
The database will be created automatically on first access!
Email: admin@rolodrawer.local
Password: RoloDrawer2026!
- 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
- Password hashing with bcrypt
- Session management with activity tracking
- Role-based access control
- Account lockout protection
- File sensitivity levels
- Complete audit trails
Load sample data to try RoloDrawer:
sqlite3 storage/database/rolodrawer.sqlite < sample_data.sqlSample includes:
- 5 locations with complete hierarchy
- 8 entities (companies/departments)
- 12 color-coded tags
- 10 realistic sample files
- 4 demo users (all password: RoloDrawer2026!)
Contributions are welcome! Please feel free to submit a Pull Request.
This project is licensed under the GNU GPLv3 - see the LICENSE file for details.
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.
- Issues: Report bugs via GitHub Issues
- Documentation: See the complete guides in this repository
Version: 1.0.5 | Last Updated: January 2026