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
- ⏰ Expiration Tracking - Optional expiration dates with 30/60/90 day alerts before and after expiration
- 📦 Archive Workflow - Compliant archiving with audit trail
- 🗑️ Destruction Workflow - Certificate of destruction for compliance
- 🔄 Movement Tracking - Complete audit trail of file movements
- 📈 19 Comprehensive Reports - Including inventory reports (by location, entity, tag), activity reports (checkouts, overdue, user activity), expiration reports (expired files, expiring 30/60/90 days, unhandled compliance), organization reports (by owner, sensitivity, unassigned, checkout history, movement history), and compliance analytics
- 📱 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: (check storage/database/schema.sql for default admin user)
Password: RoloDrawer2026!
If upgrading to v1.0.6+ with expiration tracking:
php migrate_add_expiration.phpSee DEPLOYMENT_GUIDE.md for detailed upgrade instructions.
- DEPLOYMENT_GUIDE.md - Deployment and upgrade guide
- EXPIRATION_FEATURE_SUMMARY.md - Expiration tracking feature documentation
- 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 under the terms of the GNU Affero General Public License v3.0 or later.
RoloDrawer is open source software licensed under the GNU Affero General Public License v3.0 or later.
See LICENSE for the full license text.
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: 1.0.7 | Last Updated: January 2026