Documents Managment Systems, we create the problem...

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Documents Managment Systems, we create the problem...

  1. 1. ©2013 ARDIZ Consulting – All rights reservedDMS Technology overview - Specially prepared for DOCSLOADER
  2. 2. ©2013 ARDIZ Consulting – All rights reservedPrepared by Armando-José Díaz PhD MBM MBADocument Management System (DMS) is a computer system (or set of computerprograms) used to track and store electronic documents. It is usually also capable of keepingtrack of the different versions modified by different users (history tracking). The term has someoverlap with the concepts of content management systems. It is often viewed as a componentof enterprise content management (ECM) systems and related to digital asset management,document imaging, workflow systems and records management systems.Core Product Functions & Features — we evaluate the overall ease of use and intuitiveness ofthe application and how well it can be adapted or configured for your unique processes.Specifically, we look at the methods available for getting documents into the system and howthey are organized. We also want to make sure you have the ability to customize theconfiguration of the metadata values that are used to index the documents and files in a modelthat is consistent with your organization. Management reporting tools are also a part of thiscategory.StandardizationMany industry associations publish their own lists of particular document control standardsthat are used in their particular field. Following is a list of some of the relevant ISO documents.Divisions ICS 01.140.10 and 01.140.20.[6][7] The ISO has also published a series of standardsregarding the technical documentation, covered by the division of 01.110.[8]ISO 2709 Information and documentation — Format for information exchangeISO 15836 Information and documentation — The Dublin Core metadata element setISO 15489 Information and documentation — Records managementISO 21127 Information and documentation — A reference ontology for the interchange ofcultural heritage informationISO 23950 Information and documentation — Information retrieval (Z39.50) — Applicationservice definition and protocol specificationISO 10244 Document management — Business process baselining and analysisISO 32000 Document management — Portable document formatDocument Management SystemDocument management system, also known as an open source DMS. Here are some of the keyfeatures of the document software.
  3. 3. ©2013 ARDIZ Consulting – All rights reservedHaving a centralized location to store files is not enough to call your product a documentmanagement system. A simple folder on your computer can allow files to be stored, but limitingaccess to specific individuals becomes more of a problem. A good DMS will allow fine-grainedaccess to each and every file.Document Workflow — The flow of documents throughout an engagement has emerged as themore important aspect of DMS in recent years. This decade is shaping up to be the decade ofbusiness process optimization. In this section, we evaluate the integration with core tax andaccounting applications, as well as the primary MS Office 2010 applications: Excel, Word andOutlook. Strong integration is critical to achieving true workflow automation.We also take into account any features that enable the automatic routing of individualdocuments or binders with engagement management features such as scheduling, checklists,review note management and more.Document Control — This category gets a little more technical in nature. Specifically, weevaluate the document security features to control who has access to which documents andwhat they can do with them. This includes retention management tools that automate thearchiving and purging process, version control to keep track of the various versions ofdocuments and files as they evolve through their life cycle and, finally, check-in/check-outfeatures that manage the integrity of documents as various people throughout the organizationare viewing and editing them.Special Features — Here, we identify the features that help extend the system beyonddocument management. We evaluate whether or not the vendor provides an integratedscanning solution and/or an integrated client portal application.We also determine whether or not the system is browser-enabled, which can provide for amore consistent interface across multiple infrastructure platforms with a better likelihood ofbeing compatible with all the various appliances like smartphones, iPads, etc. The availability topurchase the solution in a SaaS model is evaluated, as more and more accounting and taxapplications make the move to the proverbial cloud.We have simplified the presentation of these reviews, with a snapshot of each product thathighlights key factors you’ll want to consider when looking for a DMS product. Comprehensivereviews of each product are available at the designated URLs and support the ratings providedhere.
  4. 4. ©2013 ARDIZ Consulting – All rights reservedTracking ChangesLimiting access to the DMS files is a good step in the right direction but does no good if the filescan be changed, added, removed without tracking of those actions. A good documentmanagement software system will add on change tracking for the files so that changes can benoted, and reversed if need be.No Changing of Business Rules RequiredUnlike most DMS’s that require you to change your business rules in order to manage yourdocuments, allows you to integrate your current rules. Through supporting multiple file types,to departmental review, lets you concentrate on the business at hand, document management.Free document management software is good to find.Documentso Add any file type to the systemo Not FTP required. Upload directly from your browser.o Meta data fields for each fileo Assign a department/category to each fileo Check-out feature to prevent over-writing of editso Revision historyo Documents are stored physically on the servero File expirationo Create custom document properties to match your companies needsWorkflowo Automated document review processo Automated file expiration processo Reviewer can approve or reject a new document or a changed documento E-mail notification options prior to and after a reviewSearcho Quick-browse search by author, department, or categoryo Full search by meta-data, author, department, category, file name, comments, etc.o No external indexing processes requiredRequirementso Very lightweight and easy to installo PHP 5/MySQL 5o Apache/IIS
  5. 5. ©2013 ARDIZ Consulting – All rights reservedo Automatic installer and updaterSecurityo Secure URL feature to obfuscate URL parameterso Fine grained user access control for each fileo Departmental access control for each fileo Three user types: User, Admin, and Super-Admino Control the size limit of files independent of higher server limitsMultiple Language Supporto Chineseo Croatiano Englisho Dutcho Germano Portugueseo Turkisho SpanishPricing StrategyA simple hosted, support, installation monthly charges (Saas)FeaturePriceDetailInstallationSetup feeSupportHostingBug fixesEnd-user trainingMinor code modifications, (logo’s, text changes, etc.)Reviews of DMS Systems - CompetitorsAcct1st Technology Group - Acct1stCabinet NG, Inc. - CNG-SAFE
  6. 6. ©2013 ARDIZ Consulting – All rights reservedCCH, a WoltersKluwer business - ProSystem fx Document (SaaS)Conarc, Inc. - iChannelDoc.It - Doc.It SuiteDoculex - Archive Studio Software SuiteNetDocuments - NetDocumentsThomson Reuters - FileCabinet CSThomson Reuters - GoFileRoomTreeno Software - Treeno Enterprise Document ManagementInternet Positioning – Key wordsCMS - Content Management SystemConstruction collaboration technologyData proliferationDocument automationDocumentationInformation repositoryInformation scienceIntelligent documentLibrary scienceProduct Data ManagementRevision controlTaxonomyARDIZ Business Consulting specializes in creative consultancy services which achieve growth - often inhighly competitive and difficult markets.We work with clients large and small, young and old. Our services are competitively priced, whilstbringing real return on investment. These include business planning, business development, businessstrategy, mentoring, sales, marketing, legislation and technology.Our clients are based in the US and internationally and include commercial businesses, public sectoragencies, non for profit companies, social enterprises and charities.Our business consultants are highly experienced in both private and public sectors and adhere to theInstitute of Business Consulting Code of Professional Practice, ensuring client expectations are met infull and we operate with integrity, objectivity and independently. Our approach is relationship driven.info@ardiz.com – www.ardiz.com

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