Document Management System. Introduction How to use the Document Management System.
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Transcript of MindCraft Document Management
February 2015
Document Management System
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A Document Management System (DMS) is a repository of
documents allowing structured storage and retrieval based on
associated keywords/properties commonly known as metadata
Typical DMS use cases
Enterprise Document Management: All documents across various
departments/functions are stored in a centralized DMS
Departmental Document Management: Here all the documents of a
particular department within an enterprise can be stored in the DMS
Introduction
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What it offers
Mechanism of safely storing and retrieving documents based on its
properties
Different documents can have different properties
Properties are definable and are in the form of Metadata
To retrieve these documents, a query is run to search for the
document using these properties or keywords
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Document Template Examples
Document categories and metadata
Engineering Drawing– may have properties such as
o Part Name
o Product Code
o Vehicle name
o Company Name
o Version
o Date created
Offer Letter – may have properties such as
o Candidate Name
o Offer Date
o Offer Validity Date
o Designation offered
o Proposed CTC
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XYZ Ltd
Design
Engineering Drawings
Photos
SpreadsheetsMarketing
Sales
Features of DMS
Easy search and retrieval basis metadata and/or keywords
Categorization – Categorize documents clearly by creating folders
with appropriate taxonomy: for e.g.
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Features (Cont...)
Access control – Restrict or allow access to documents to specific
users/groups
Audit history – Maintain an audit of changes made to the
document
Check in/Check out – Prevent multiple users from working on the
same document and overwriting each others changes
Workflow – Allow for review and approval of document added to
document repository
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Workflow
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Workflow
Document Generation-
A new document can be generated within organization like Engineering drawings
and spreadsheets or can be received from outside like mails and Invoices
Store-
Once the document enters into DMS it is captured and stored in version format in
the DMS database
Manage-
Stored documents are grouped and linked as per requirement and are archived
regularly
Retrieve and share-
Stored document can be retrieved from the database in intact form at any time as
per requirement using various user-friendly methods and can further be
downloaded and shared on various platforms
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Technical Representation of DMS
Database
Search Engine
Content Engine
Custom Client application
DMS Client
File System
CMIS/APIs
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DMS Architecture Explained
Electronic copies of documents will be stored on a File System and
pointers to each of these documents will be in a database
Metadata of all documents will be stored in a Database
Content Engine will provide document upload and retrieval
functionalities
Search Engine will provide document search features based on
metadata/keywords
DMS Client will allow user interface for common DMS operations
such as File Upload, Check In, Check Out, Retrieve, Search etc.
Document search and retrieval can also be included in a custom
application using CMIS/APIs
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Confidential | © Copyright 2015 MindCraft Software Pvt. Ltd. All Rights Reserved | www.mindcraft.in
Common DMS
IBM Enterprise Content Management (ECM)
Oracle DMS (formerly Hummingbird)
Alfresco (Open source with community edition)
Omnidocs
Documentum
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MindCraft Services
Document requirements
Prepare document management plan
Decide DMS platform
Install and configure DMS
Develop custom routines
Customise the software as per client requirements
Operate and support the software with on-site resources
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MindCraft is a Software Solutions and Services organization
Established 2002
ISO 9001:2008 certified
Teamsize 450+
Business Vertical Focus
Manufacturing Pharmaceuticals BFSI
Footprint
India Singapore USA
MindCraft Profile
Confidential | © Copyright 2013 MindCraft Software Pvt. Ltd. All Rights Reserved | www.mindcraft.in
Confidential | © Copyright 2015 MindCraft Software Pvt. Ltd. All Rights Reserved | www.mindcraft.in