A document is written, but a document can also be
made with pictures and sound.usually adheres to some convention based on
similar or previous documents or specified requirements.
2.information life
cycle
2.1Create: These
are the methods for envisioning, initiating, and collaborating on a new
document’s development .classify、assign rights
2.2Store:access
controls、encryption、content discovery、rights management
2.3Use:activity
monitoring and enforcement、rights
management、logical controls、application
security
2.4Share:encryption、logical controls、application
security
2.5Archive:asset
management, Similar in concept to retention, the differing characteristic is
that archiving is a subset of retention policies. Archiving focuses on the
long-term retention of documents in a readable format after the document’s
active life has ended. Subsumed in this category is the expiration of documents after they no longer need to be retained.
2.6Destroy:cry-shredding、secure deletion、content discovery
Importance of
onformation life circle:
Information is
lifeblood of knowledge
Identify and
develop information to support key knowledge assets to help KM work.
Document management is the
process of applying policies and rules to how documents are created, persisted,
and expired within an organization.
4.How
to do Document Management
4.1
Version control:keep
relatonship between version ,having a role back and trace ability.
4.2
Locking and versionning:locking for avoiding mulyiple editors control who can
view and update the version.
4.3
Roles-security and groups:different roles have different duty and right in DM
Control who has access , such as coordination who can view all
space and contents and new content.
Control the role that they have:customer 、editor、contribution、collaboration、coordination
5.Definition
of Document management system
Document management systems is the
software provides the user with the ability
to access, modify,
and centrally store the documents .the DMS
tasks such as archiving, distribution, and creation
of documents.
Capability of DMS
5.1Find:workers
can search the document or files in a few seconds.
5.2Share:the
creator create document and put it into web storage
；
5.3document
is shared, others worker can check the
document.
5.4Version
control: ability to modification
the document or recovery the changes back to
original document.
5.5Centralization:is gathering the document to the storage area
5.6Security:gives
creator the ability to locking file, keep
the document security.
6.The common features of DMS
6.1Create multiple
sites:allow many workers access to the same document at the same time and
difference place.
6.2Setup workflow: documents are routed from one
stage to the next stage, This describes the
series of steps needed to pass documents from one person to another for various
purposes, such as to gain
6.4Support
online
6.5Connect
document
6.6Document
alerts
6.7Document
search:search the document name in the web search engine,the storage can screen out the document you want.
7.The benefits of DM
7.1Centralized
source of information
7.2Improved
security
7.3Cost
effectiveness
7.4Improved
workflow
7.5Improved
customer satisfaction
