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Techwriting Limited |
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Document ManagementA document management system (DMS) is a computer system used to track and store electronic documents and/or images of paper documents. The term has some overlap with the concepts of Content Management Systems and is often viewed as a component of Enterprise Content Management Systems and related to Workflow systems and Records Management systems. If your company handles large volumes of Documentation and you have no DMS in place it is likely that you use a shared drive to store documents. While the system works well a shared drive is open to abuse as anyone can access the documents and do what they want with them including deleting them or altering content. With a DMS in place your documents are secure and access is limited to those who require access. OverviewA document management system will typically address some or all of the following areas: |
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| Location and Time | The document repository refers to a secured and searchable collection of document, whether stored on a file systems, within a database, or in a special format on a storage device. | ||||||
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| Retrieval | Typically, retrieval involves a built in search engine, and a database (most often a relational database. The database stores and provides access to metadata, that is data describing the documents, such as (date, time, tags, document type, etc.). Using one, or both technologies in tandem, enables documents to be retrieved. | ||||||
| Filing | Organisation? Strategy? | ||||||
| Security | Protection against loss, tampering or destruction of documents? How to deal with sensitive information? | ||||||
| Retention | This is an organizational policy and practice that defines what information, or documents, are to be retained; for what length of time; and and what point in time the information must be removed or deleted. Retention rules are usually based on organizational practice of Records Management | ||||||
| Archiving | Archiving is the removal from the active repository of documents and related metadata that have, by organisational definition, reached the end of their active lifespan, and are required to be stored, or archived, in a separate area. Usually archiving entails movement of documents, whether paper or electronic to a separate storage facility, be it an archival warehouse, or offline storage device. | ||||||
| Readability | How can we protect our documents against fires, floods or natural disasters? | ||||||
| Distribution | People? Cost of distribution? | ||||||
| Workflow | If documents need to pass from one person to another, what are the rules for how their work should flow? | ||||||
| Creation | Number of people and logistics of collaboration? | ||||||
| Authentication/Approval | How do we provide needed requirements for legal submission to government and private industry that the documents are original and meet their standards for authentication? | ||||||
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