Document Management System-Workflow and Document Content Management System that enables organizations to manage the creation, revision, processing, approval, and consumption of electronic documents. It
provides the following major features:
· Capture – Documents are captured by batch scan systems and are automatically entered into the system in either batch mode or by a user in single-document mode. During the capture process, full text indexing is automatically completed by DMS text indexing service
· Webscan – This enables a user to scan documents over the web to a remotely located DMS document repository as a new document, or pages can be appended, inserted or replaced within an existing document.
· Profile – Documents are indexed using configurable templates and organized into folders as defined by the profile.
· Revision Controll –Document revisions are controlled and annotations are stored separately
· Workflow – This collaborative tool allows an organization to create and establish business processes by graphically describing how the tasks are done, by whom, in what order.
· Version control – Multiple versions of documents are maintained and the history of versions is tracked.
· Storage – Documents are stored in magnetic file system repositories or database repositories. The file system repository can utilize networked storage sub systems.
· Search – Folder or document attributes are utilized to search for documents and folders
· Text Search – Powerful document content text search is utilized to quickly find documents
· View – A rich multi-file format viewer is included in the product.
· Security
*Authentication is controlled by using an internal user id and password or with external authentication using LDAP.
*Authorization uses role-based security to control access and modifications to documents and folders
· Integration – An interface to external systems is available to link documents to business processes.
· Utilities – Easy to use utilities provide an interface to administrative functions, email integration, fax servers, printers, and allow users to import and export documents into thesystem.
DMS should provide a central repository of active and archived documents for an entire company with managed and auditable access managed through configurable security controls. Documents can be captured in batch mode from external document scanning subsystems or imported into the system from your business processes using DMS import wizards. Individual documents can easily be added to the system by users or creators of the documents. DMS should provide complete profiling and indexing capabilities, including the ability to assign unlimited field attributes to document and folder templates and to organize documents into folders. DMS should provide the user with the ability to search for documents and folders, view and revise the documents under version control across the entire company while maintaining secure document control. Documents and folders can be found by using any combination of field attributes defined in the document template of by text contained in the document.
Document revision allows documents to be checked out of the repository, revised, and checked back into the repository as a new version. Complete revision history is tracked so that when a document is created, modified, or deleted, the user id, date and time of the revision is recorded.Security is provided using internal authentication or through external authentication using LDAP. Authorization to maintain documents and folders is managed through a powerful role-based security model that maps Access Control Lists to roles and templates. Complete administrative control is provided for rights to read, write, modify, delete, and manage documents and folders.
DMS features should be revolutionary like Universal Document Viewer, a patented system for the progressive rendering of image formats as well as Microsoft Word, Excel, PowerPoint, Project, Visio, Adobe PDF, TIFF, GIF, JPEG, TXT, HTML, CAD files, and many more. DMS should provide, users of the system the ability to view all documents through a Web browser without having to install any documentspecificsoftware locally on their workstations other than the viewer.
Features of the Universal Document Viewer should include:
· High-speed image and thumbnail display of all document types
· Scale-to-gray of black and white images and other display enhancements
· Extensive document annotation capabilities without altering the original document
· Image adjustment features (zoom, rotate, fit, etc.)
· Image transformation (rotate, horizontal/vertical flipping)
· Local save, print and email capabilities
· Detachable document viewer window, detachable thumbnail window
· Local document saving to either TIFF image or the original format
· Thumbnail browsing of documents and images
· Advanced image navigation through browser-like history list
· Annotation editing support with full layer (256 layers) and security control
· Hyperlinking within document pages and between multiple documents
Audit Trail should be always part of DMS.
Author
Braj Bhushan Dangi, Business Development Executive at SoluSoft Technologies, Ahmedabad, India.
We have product call N2WDMS and Recent Updated version N3WDMS meets need of the best Document Management System. For entire Industry
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Go Green With SoluSoft E-Document Management System
Author
Braj Bhushan Dangi
Document & Workflow Management Consultant
Document Management System 