Document & Inventory Monitoring System (DMS IMS): Relational Database-Driven Intranet System for High-Integrity Asset Tracking in Educational Institutions

Managing institutional stockrooms through manual spreadsheets routinely produces phantom inventory, untraceable edits, multi-user update collisions, and a complete loss of accountability. To address these failures, this study designed, developed, integrated, and evaluated the Document & Inventory Monitoring System (DMS IMS), a secure, high-integrity web application built for local intranet deployment. Developed through an Agile Scrum process across seven two-week sprints, the system pairs a Laravel 9.x model-view-controller (MVC) backend with a MariaDB schema normalized to Third Normal Form (3NF) and a Bootstrap 5.3 frontend using asynchronous JavaScript and XML (AJAX). Core features include automated stock-keeping unit (SKU) generation, bcrypt credential hashing (work factor 12), an append-only audit trail, and ACID-compliant (Atomicity, Consistency, Isolation, Durability) Stock-In/Stock-Out transactions. Evaluation followed a two-stage protocol: developer-led unit and integration testing, then a ten-case system suite (ST-001 to ST-010) on an isolated local area network (LAN) simulating up to 50 concurrent connections. Initial runs achieved a 70% pass rate; three defects (a concurrency lock failure, a search-latency breach, and a valuation rounding error) were resolved through column indexing, transactional retries, and strict decimal types, yielding a 100% final pass rate. Under peak load, live-search latency fell from 1.9 seconds to 0.4 seconds, exceeding the 1.2-second requirement. DMS IMS offers public institutions a low-cost, locally hosted asset-tracking platform that keeps institutional data under institutional control without internet dependence. The findings support further pilot deployment and usability validation with actual staff.