Document Management System is used to track, store and find documents usually with one or many of following features
- Content Management
- Workflow
- Collaboration
- User access control
- Version control etc
However this amount of complexity is not required for all implementations hence we usually find out need and suggest solution based on requirement.
Simplest of the implementations can involve document upload with user access control and tagging.
Document Content Management
- Easy way of creating, viewing, editing and deleting files, notes, images and documents,
- Integration with popular office suites – Microsoft Office and OpenOffice.org,
- Content annotation management – adding, viewing, editing and deleting additional document files,
- Content relation management – adding, viewing and editing relation between appropriate documents,
- Document publishing,
- Change history view.
- Document life cycle management by establishing stages and tasks (from creation to archive),
- Configuration of chains of users, who are responsible for completing tasks of established stages,
- Management of users, who participate in a document life cycle – establishing tasks, automatic e-mail notifications with the list of activities for each participant, possibility of controlling own tasks with a help of dashboards.
- Collaborative workspaces – areas, where users can collaborate on common documents with colleagues and team members; users can share their best practices, work together on projects, discuss revisions to content, in a secure organized collaborative space,
- Forum – a tool for discussions and exchanging the views,
- Gallery – allows for sharing and editing image files,
- E-mail integration – allows for automatic synchronization with each mailbox, what simplifies sharing the documents attached to e-mails,
- Possibility of creating shared web document summary of collaborative workspaces,
- Advanced document searching by eg. its author or group,
- Notification system by e-mail or RSS.
- Management of domain, collaborative workspaces, templates, access rights and document recovery,
- Personalization – user interface can be customized to users needs,
- User and group management,
- Categories – possibility of categorizing similar documents.
Workflow
- Document life cycle management by establishing stages and tasks (from creation to archive),
- Configuration of chains of users, who are responsible for completing tasks of established stages,
- Management of users, who participate in a document life cycle – establishing tasks, automatic e-mail notifications with the list of activities for each participant, possibility of controlling own tasks with a help of dashboards.
Collaboration
- Collaborative workspaces – areas, where users can collaborate on common documents with colleagues and team members; users can share their best practices, work together on projects, discuss revisions to content, in a secure organized collaborative space,
- Forum – a tool for discussions and exchanging the views,
- Gallery – allows for sharing and editing image files,
- E-mail integration – allows for automatic synchronization with each mailbox, what simplifies sharing the documents attached to e-mails,
- Possibility of creating shared web document summary of collaborative workspaces,
- Advanced document searching by eg. its author or group,
- Notification system by e-mail or RSS.
Administration
- Management of domain, collaborative workspaces, templates, access rights and document recovery,
- Personalization – user interface can be customized to users needs,
- User and group management,
- Categories – possibility of categorizing similar documents.
Some of the document intensive businesses which can benefit from document management systems are
- CA
- Lawyers
- Publishers