Components needed to meet the document management requirements of any organization
To meet the document
management requirements of any organization, a document management product
or system should have some basic modules in it. These basic modules
are mandatory so that it is complete as a document management system.
Some of the components that you can expect in a document management
Storage component: This component is responsible for storing the documents in a proper category and in proper format in the document management system. The storage of the documents could in a central repository so that access to it is possible from anywhere in the network or from anywhere in the world. The central repository in which the documents are stored is usually internet enabled so that the documents are accessible from anywhere through web.
The Retrieval Component: Retrieval of the documents should be faster. This component takes care of that. All the data that is stored is indexed properly and hence retrieval is faster. As and when the documents are added to the repository they are indexed.
A search feature is also available in all the document management system and this is an essential feature to meet the document management requirements. The search features searches the document text for the search string entered and retrieves the required document. Metadata stored along with the document are also used in the search.
Access Control is another component that is mandatory in all the document management system. Without proper access control there would be not control in who access which document. Only certain parts of the central repository should be given access to certain users. This is possible only when there is an access control component in the document management system.
Workflow integration with the document management system is one that you can look out for in the latest systems. Archiving of the documents in regular interval save a lot of space in your server for storing files.
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