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Document Management Requirements

Story Prefix: DOC Feature Area: Document Management System Overview: university-reg-features.md Related docs: Student Registration (holds) → student-registration-requirements.md | Academic Records → academic-records-requirements.md | Transfer Credit → transfer-credit-requirements.md | Graduation → graduation-commencement-requirements.md | Security & Privacy → security-privacy-requirements.md

DOC-001: Submit an Official Document​

As a Student I want to upload and submit official documents to the university So that I can fulfill requirements (immunization records, transfer transcripts, program applications) without visiting an office in person

Acceptance Criteria​

  • Students can upload documents in PDF, JPEG, or PNG format; maximum file size is 20 MB per document
  • Each submission requires: document type (selected from a configurable list: Official Transcript, Immunization Record, Proof of Residency, Program Application, Other), issuing institution or authority, and an optional note to the reviewer
  • Upon submission, the student receives a confirmation notification with a unique submission reference number (see notifications-requirements.md)
  • Submitted documents are stored securely and access is restricted to the student, their Advisor, and authorized staff per document type (AUTH-007)
  • Students can view all previously submitted documents and their review status (DOC-003)

DOC-002: Review and Process Submitted Documents​

As an Academic Staff member I want to review documents submitted by students and record a processing decision So that student requirements are fulfilled and records are updated accordingly

Acceptance Criteria​

  • Academic Staff see a document review queue filterable by: document type, submission date, status (Pending / Under Review / Accepted / Rejected / Additional Information Requested), and student
  • Reviewers can accept, reject (with a required reason), or request additional information for each submitted document
  • Accepting a document updates any linked requirement (e.g., clears an immunization hold — REG-006; advances a transfer credit request — XFER-001)
  • Rejected submissions include a student-facing reason explaining what was wrong and whether resubmission is permitted
  • All review actions are logged with the reviewer's identity and timestamp (AUTH-010)

DOC-003: Track Submitted Document Status​

As a Student I want to see the current status of every document I have submitted So that I know whether my submission is complete or whether action is needed from me

Acceptance Criteria​

  • A "My Documents" page lists all submissions with: document type, submission date, reference number, and status (Pending / Under Review / Accepted / Rejected / Additional Information Requested)
  • Clicking a submission shows the full detail: uploaded file preview, reviewer notes (if shared), and the linked requirement it was submitted to fulfill
  • Students receive a notification whenever a submission status changes
  • Submissions in "Additional Information Requested" status display the reviewer's request message and a button to upload supplementary documents

DOC-004: Generate and Download Official University Documents​

As a Student I want to generate official documents issued by the university So that I can provide proof of enrollment, academic standing, or other official information to third parties

Acceptance Criteria​

  • Students can generate the following official documents on demand: Enrollment Verification Letter (PROF-006), Unofficial Transcript (REC-003), and GPA/Good Standing Letter
  • Each generated document is produced as a tamper-evident PDF including: a unique document ID, generation timestamp, and a verification URL that third parties can use to confirm authenticity
  • Generation is blocked if the student has an active financial or administrative hold that restricts record access (REG-006)
  • Administrators can generate official university documents on behalf of any student
  • A log of all generated documents (type, date, generated by) is retained on the student's record and accessible to Administrators

DOC-005: Configure Document Types and Retention Rules​

As an Administrator I want to configure which document types the system accepts and how long they are retained So that the system meets institutional policy and legal data retention requirements

Acceptance Criteria​

  • Administrators can create, edit, and deactivate document types with: type name, description, allowed file formats, maximum file size, which staff roles can review it, and whether student resubmission is allowed after rejection
  • Each document type has a configurable retention period (in years); documents past their retention date are flagged for deletion review (SEC-005)
  • Deactivating a document type prevents new submissions of that type but preserves all existing submissions and their history
  • Retention policy changes apply only to documents submitted after the change takes effect; existing documents are governed by the retention period in effect at submission time
  • Administrators receive a monthly report listing documents approaching or past their retention date, pending their deletion decision