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Document Management System

DMS (Document Management System) is an effective system for the administration of documents in electronic form, especially since it ensures a quick and clear access to the needed documents, their creation, the search for them and their editing.

DMS allows subsequent archiving of the data, their maximum accessibility and the definition of individual rights to the documents for authorized persons only – while preserving high-security of course. One important function is the so-called workflow - a circulation of documents in electronic form, typical of approving received invoices, contracts and alike.

The introduction of the DMS solution, especially if it is integrated with ERP, data boxes and other key applications of the company will result in a significant reduction of work with original or copied documents in hard copy – at any point of the document editing process the user works with the document in electronic form only. This significantly boosts the work effectiveness and lowers the expenses for office aids and space. DMS also creates space for sharing information, gives tools so that events and documents can be easily found and thus makes all processes transparent.

Examples of Utilization

the intranet portal of a company
Document management and administration
Engineering data management

Microsoft SharePoint

The solution is based on the Microsoft Windows SharePoint Services product, in case of robust solutions on MS SharePoint Portal Server.

It uses the 3-layer-architecture client-server, where the internet browser is the client; the application server is the IIS service on a Windows server and a MS SQL server is the database.

Integration with other applications

An important factor is the usage of a flexible open solution by the help of which the system can be easily set to administration and management of all the company’s digital documents. Direct integration with Microsoft applications both on the client (MS Office) and on behalf of the servers is a matter of course. Apart from that, especially thanks to .NET technology, it is possible to integrate many other applications such as CAD systems.

Technology

MS SharePoint is a universal technology by the help of which organizations can increase the effectiveness of business processes and improve the team productivity thanks to easy access to information and also thanks to the option to stay in contact regardless of the limits of the organization or geographical aspects.

General Overview of Basic Characteristics

Portal (intranet) solution
Helps to complexly administer information content
Manages document and information creation and sharing as well as their archiving
System notification of changes
Integrated workflow (managed document circulation authorization)
Meeting centers for effective sharing of data from meetings
Interactive web forms make data collecting easier
Publication portals for web content creation
Search portal making data from different data sources accessible
Flexible lists
Personalization and personal employee webs
Integration of MS Office, MS Exchange and MS Outlook, if necessary also other information systems

Basic characteristics in the field of DMS

Document revision control
In the field of DMS the solution enables document administration, creation including the possibility to demand document reservation, monitoring and management, version administration, search and acquisition of archived data and documents, and the creation of workgroups.
Each document can be described by the help of descriptive data, it is possible to enforce this on the user.
Documents can be edited directly in the Microsoft Office environment.
Documents are secured by access rights. The access privilege can be applied to other items as well.
Ducuments can be searched for in full-text or by the help of forms and descriptive data.
Above each document it is possible to run work flow, for example the authentication process

SharePoint - Advantages

increase of employee productivity
document administration and monitoring
easy Microsoft office usage and integration
solution development according to one’s own needs
possibility to create one’s own collaborative environment
clearer information control and administration
access privilege settings and securing on different levels

This system can be upgraded to the MS Office Server 2007 server solution, usually when the customer demands specific functions but especially for performance reasons. In contrast to SharePoint Services it is possible to distribute the load to more servers in MS Office Server 2007.

Overview of module extension examples

Registry - serves the import of hard-copy documents to DMS. Each document is provided with a bar code, scanned and placed to an adequate folder in DMS; sometimes workflow runs above it.
Data boxes - complete management of incoming or outgoing messages
Contracts - contract records in electronic form
Orders - orders of materials and services from supplying companies. It is possible to send orders
Record - keeping a records which are inserted as entries and contain descriptive data. It is possible to file
Lending office - record of lent possessions (cars, projectors, rooms…)
Project documentation in progress - shared storage with active revision control of project documentations in project and related documents

Common Stages of Implementation

Project definition

Analysis

Realization

Necessary activities and support on behalf of the customer

Test and production operation