Document Management System (DMS)

1.definition of document

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.

3.Definition of DM

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