A Lightweight Architecture for Efficient Multi-User File Sharing

Abstract

Nowadays more people share files online. Because of this, better ways to send data safely are needed. Email and USB drives? They struggle with big files. Central control is missing there too. Security tends to be thin. Cloud tools made saving stuff easier. Even so, who really controls your data stays unclear. Access by outsiders happens. Trusting outside companies comes up again and again. Out here begins a thing called Docsera - a place where people handle files together online, safely and without clutter. Built on the MERN trio, it leans on MongoDB to hold data tight, while Express and Node team up behind the scenes to manage operations smoothly. React steps in to shape how things look and move, making sure clicks and scrolls just work, no fuss. Moving around inside? Users stash files, pull them back, sort folders, send links - all from phones, laptops, anywhere with connection. Each piece fits, even when teams stretch across time zones or commute separately. Security begins with JWT tokens, each request checked before access granted. Passwords sit safe through Bcrypt, scrambled beyond recognition. One role fits one set of powers - no more, no less - keeping data behind tight gates. Watching over it all, an admin space tracks who does what, handles stored files, checks system health without pause. One big plus? This setup grows easily without spending too much. Because people can work together better when files move safely between them. Smooth access control keeps things tidy behind the scenes. Even with lots of users jumping in at once, it holds up fine. What sets Docsera apart comes down to three quiet strengths - tight protection, simple use, solid speed. School projects fit just right alongside office tasks or family photo swaps. No need to twist older tools into doing what they were never built for. Performance doesn’t dip while keeping everything locked down properly. File handling feels lighter, faster, less tangled than before. In the end, it fills gaps others leave open by design.

Introduction

The document discusses the need for a secure, centralized, and scalable file-sharing system (Docsera) to overcome limitations in traditional and cloud-based file transfer methods.

Currently, file sharing relies on emails, USB drives, and cloud platforms like Google Drive and Dropbox, but these systems face issues such as weak security, limited access control, dependency on third-party servers, poor privacy, inefficient management, and lack of real-time collaboration.

To address these problems, the proposed system Docsera is developed using the MERN stack (MongoDB, Express.js, React.js, Node.js) and focuses on combining usability with strong security. It introduces:

• JWT-based authentication and Bcrypt encryption for secure login and password protection
• Centralized file management with role-based access control
• Admin monitoring dashboard for system oversight
• Efficient, scalable architecture supporting large file handling and collaboration

The literature review highlights previous work in secure file sharing, cloud computing, cryptography, software architecture, and web frameworks, showing that while progress has been made, existing systems still suffer from:

• Weak authentication and privacy issues
• Limited access control and admin oversight
• Poor scalability and user experience
• Lack of real-time collaboration
• Dependence on external cloud providers

The study identifies key research gaps such as inadequate security integration, fragmented file management, lack of unified systems, and poor usability.

Conclusion

Looking at how people share files shows gains made so far, yet gaps remain. Old ways like sending attachments through email or using flash drives work simply but fall short on growth potential, safety, strong performance. Handling big amounts of information becomes tough, teamwork happening live nearly impossible - both now matter a lot online. What works once doesn’t fit current needs any longer. Getting work done from anywhere got easier because cloud tools keep files in one online spot. Take Google Drive or Dropbox - these let people save documents and pass them around using phones, tablets, or laptops. Still, handing over files to outside companies means less say over who sees what. Private details sit on servers managed by others, opening doors to leaks or spying. Even with strong features, trusting another business with your data comes with unseen downsides. Most current setups just don’t hold up when it comes to real protection. Poor login checks, shaky encoding of information, along with loose rules on who gets in - these open doors to leaks or tampering. Even when strong defenses exist, they tend to weigh down how easily people can use them. The harder something is to operate safely, the less likely it works as intended. Most tools miss a clear way to oversee users from one spot. Without strong admin powers, watching actions or handling access gets messy. Tracking who did what becomes harder without oversight built in. Some setups struggle just to sort files well. Finding things takes too long when smart search isn’t there. Large amounts of data make these flaws stand out more. Not having structure slows everything down. Out here, fresh web tools like the MERN Stack are showing real potential against old hurdles. Not only do they support smooth app growth, but also keep operations lean and interfaces simple. Starting strong with responsive front layers, while linking smart server logic and adaptable data storage - results often land faster, feel cleaner, run quieter. The full picture? Systems work harder behind scenes so users notice less friction. Docsera isn’t just another file hub. Built after spotting gaps in existing tools, it pulls everything into one place - safe, steady, growing when needed. Security kicks in right away, thanks to JWT checks that confirm identity before entry. On top of that, passwords get scrambled with Bcrypt so they stay hidden even if breached. Access shifts depending on who you are; roles decide what you see or change. That way, control stays tight without slowing work down. File handling gets simpler with Docsera, thanks to tools that let you move documents in and out smoothly while keeping them sorted. Oversight becomes easier when admins have a dashboard showing activity across the platform. Navigating the interface feels natural, even if someone has never used such a tool before. What stands out is how little training it takes to start using core functions. What stands out is how the setup grows smoothly as demands rise, managing many people along with heavy data loads without slowing down. It fits well across different scenes - colleges rely on it, companies find it useful, even individuals get value. Starting from fresh tech paired with tight safeguards, better speed shows up, operations stay steady, tasks move quicker. One thing becomes clear after looking at current tools - they work okay but fall short when it comes to mixing strong protection, ease of use, and room to grow. What stands out about the new design is how it fills those gaps without overcomplicating things. Instead of piling on extras, it focuses on what matters most today. Over time, with thoughtful updates, this setup could become something more - sharper, smarter, ready for heavier loads.

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Copyright

Copyright © 2026 Mayank Giri, Divyanshu Gupta, Samiksha Singh , Himanshi Singh . This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.