Document Management System

21. 11. 14
posted by: Super User
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System Overview

  • Document Management System (DMS) is an automated software solution  for organizing, securing, capturing, digitizing, tagging, approving, and completing tasks with your business files. The system is much more than just storage, DMS handles large amounts of paper flowing into your business.
  • Document management systems today range in size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience.  DMS provides means to incorporate standard physical document filing practices electronically. These include:
  • Storage location
  • Security and access control
  • Version control
  • Audit trails
  • Check-in/check-out and document lockdown

Key Features

Using Document Management System, organizations can:

  • Easy to use user interface.
  • A robust search feature
  • Version control
  • Multi-level security
  • Reduce physical storage and space
  • Lower costs
  • Higher level of productivity
  • OCR - All Languages
  • Bilingual. English & Arabic




System Features

  • Web Application working on Internet/Intranet
  • User friendly interface with responsive screens that fit in any screen size
  • Using Microsoft SQL Server database
  • Multiple-level security system
  • System integration capabilities (API)
  • Email notifications

Storage Structure

  • ImageStore library structure closely resembles a physical filing cabinet where there are cabinets, drawers, and folders. This familiar structure aids in defining separation between the various departments or functional areas within an organization. It also helps users who are more visual and/or are used to a Windows folder structure become more familiar with the library.
  • Users of ImageStore will place documents into the structure you have created. You will need to take into consideration the security at the cabinet and folder levels.

Document Index (Metadata)

  • Metadata is data that describes other data. You can create the metadata that you want to use for a document group in order to further define documents in the system.
  • Using metadata allows you fine tune your searches for information. For example, if you are using metadata for your invoice type documents, not only can you search by document name but also the document status, type, date, invoice number, or other important information. You can also use metadata for describing images, graphics, maps, schematics, or offline documents which do not contain any information. Assigning metadata to your documents makes searching and retrieving information considerably faster and easier.

Document Metadata Fields

  • Metadata data fields can be of various types. Each type has a unique set of properties associated with it.
  • The different types of metadata fields are as follows:
  • Text box (Free Text – Numbers)
  • Drill drop down menu
  • Date
  • Check Box
  • For each meta data field you can set if this field is mandatory or optional

Document Scanning

  • The main purpose of document management software is to digitize documents and reduce paper clutter in the office. This is why it is important your software provides advanced scanning tools that allows you to scan high volumes of paper at a fast pace. You can scan text, images and drawings and convert them to PDF. This reduces paper clutter and dependence on traditional filing structure.
  • Once digitized, your documents need to be made fully searchable and this is where OCR comes into the picture.

Document Scanning

  • ImageStore built scanner interface is much easier to use than conventional scanner interface and gets work done quickly. It can allow integration with more than one scanner in your organization, so you can choose the scanner you want to perform the job with. ImageStore will automatically detect all TWAIN-based scanners installed on your computer.

Optical Character Recognition

  • OCR or Optical Character Recognition is a process that allows you to make your paper documents fully text searchable. It does so by recognizing and converting the image of the text on the file into a text document. This is the most important feature for any document management system because this feature makes all your files searchable by the content within.

Content Annotation

  • Annotations are post-its or comments placed on the content of documents. You can annotate documents as soon as you can access them, just select the text inside and put your comment. Annotations are really useful when you need to collaborate with other persons in your team and may be used to point the attention of your colleagues to specific parts of the document.

Audit Trail

  • Audit trail is the complete history or log of any activity being performed on a document inside ImageStore. These activities can be creation, modification, copying, moving, deletion and so forth. Administrators or managers can view the audit log and identify each step in the process the document goes through.