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Hi All,
= One way to increase the overall efficiency of your document management is simply to use your existing file-system tools in an agreed upon, standardized fashion. Arranging documents on a computer or file server in standard subfolders, with meaningful names and topics, can also be useful when managing documents.
= One huge advantage of DMS is that it names and stores your documents using a standardized, organization-wide convention, something that can be difficult to maintain otherwise, especially given a typical nonprofit's turnover rate and dependence on volunteers. What's more, a DMS will track not just the date the file was last modified (as Windows does), but also the date the document was originally created — which is often more useful in finding a particular document.
= A good DMS allows the document creator to define which co-workers can read, edit, or delete his or her work via the document profile. On most networks, this type of document protection is handled by network access rules, and making exceptions to them requires a call to the help desk for assistance.
= For example, Global work culture, demand for saving planet earth and processes which are efficient, fast & accurate, are the biggest reasons why a well-organized DMS solution is required. Moreover, a DMS solution also secures documents against loss due to natural calamities such as flood, fire, earthquake etc., where the paper documents and files can get destroyed easily whereas the electronic versions of the same documents would be safe somewhere else (read cloud) as back-up files even if the server in your office building gets destroyed.
= DMS include many features, and the main features which are closely correlated to provide document protection are:
-1- Security:
1- Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents.
2- For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements.
3- Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people.
4- Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.
-2- Workflow Processing:
5- There are different types of workflow. Usage depends on the environment to which the electronic document management system (EDMS) is applied. Manual workflow requires a user to view the document and decide whom to send it to.
6- Rules-based workflow allows an administrator to create a rule that dictates the flow of the document through an organization: for instance, an invoice passes through an approval process and then is routed to the accounts-payable department.
7- Dynamic rules allow for branches to be created in a workflow process. A simple example would be to enter an invoice amount and if the amount is lower than a certain set amount, it follows different routes through the organization.
8- Advanced workflow mechanisms can manipulate content or signal external processes while these rules are in effect.
-3- Collaboration:
9- Collaboration should be inherent in an Electronic DMS (EDMS). In its basic form, a collaborative EDMS should allow documents to be retrieved and worked on by an authorized user.
10- Access should be blocked to other users while work is being performed on the document.
11- Other advanced forms of collaboration allow multiple users to view and modify (or markup) a document at the same time in a collaboration session.
12- The resulting document should be viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.
When working in an environment that requires document control, the following procedures are useful to document:
Reviewing and approving documents prior to release
Reviews and approvals
Ensuring changes and revisions are clearly identified
Ensuring that relevant versions of applicable documents are available at their “points of use”
Ensuring that documents remain legible and identifiable
Ensuring that external documents like customer supplied documents or supplier manuals are identified and controlled
Preventing “unintended” use of obsolete documents
DMS means document management system which is used for formatting your large data in organized manner. As we know data is the part of any company’s daily life. As much as this data is important their structuring and managing is also equally important. Management of document can be done by DMS software which can be found from many companies available now days. I am also a user of DMS and using software of Inceptico because I found them best in this field, whereas you can choose any of your trusted company.
What Mr. Binod mentioned about DSM so nice
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