Document Management System

Overview

Management of documents in today’s business world is faced by many issues in all kinds of systems, whether informal (paper-based) or formal (computer-based). Document Management System is a comprehensive and integrated solution which controls the complete life cycle of documents, providing fast and security-controlled access throughout. It is complete production ready enterprise software that electronically stores, collaborates and manages a business’s critical documents.
Supporting standards like SOX and HIPAA, it is a powerful security model incorporating full-text indexing technology which allows search within document contents. DMS serves as a document repository with version control and provides the benefit of sophisticated document authoring management and workflows.

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Specifications
Metadata Generation Module
DMS can extract metadata from the document automatically or prompt the user to add metadata. This assists users in locating documents by identifying probable keywords or providing for full text search capability. OCR is also embedded to extract the text from the documents.
Application Integration (API)/External Interfaces
A wide range of API will be used on open standards such as SOAP to allow integration with other software and compliance with internal controls. DMS can fully integrate with the other NFS systems.
Capturing Module
Scanner or multipurpose Printers can be used outside of the system to convert paper documents into electronic format.
Indexing Support
Indexing may be as simple as keeping track of unique document identifiers; it will provide classification through the documents' metadata and word indexes extracted from the documents' contents.
Storage Medium
In DMS, electronic documents can be stored into database or on any secure file system.
Retrieval/Searching
DMS incorporates both simplicity and flexibility in document retrieval and searching. Simple retrieval is done by specifying the unique document identifier whereas flexible retrieval involves the document identifier and/or parts of the expected metadata.
Security
DMS 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.
Workflow
DMS supports extensible workflow to support day to day tasks. Manual workflow allows a user to view the documents and send to others. Rules-based workflow allows an administrator to create rules that dictates the flow of the document through an organization.
Versioning
The System allows versioning which is useful for documents that change over time and require updating, but it may be necessary to go back to a previous copy.
Audit Trail / SOX & HIPAA Compliance
DMS also allows to track every time a document is accessed and by whom. It complies with Sarbanes-Oxley Act (SOX) to ensure financial reports security and HIPAA to ensure patient confidentiality.

Benefits

• Document repository with version control
• Sophisticated document authoring management and workflows
• Full-text indexing technology allowing search within document contents
• Powerful security model and supports standards like:
  • SOX (for financial reports security)
  • HIPAA (for patient confidentiality)