Electronic Document Management System

Expert Electronic Document Management System is developed to offer its users the ability to quickly store, locate, view, edit or print documents no matter where those documents may be located. The most efficient operation is handling of business documentation. We all know that paper documents continue to be the most important source of information in any company. But data searching and retrieval from such documents is a laborious and time consuming task. In the course of their business activities companies produce and receive a multitude of documents that are consequently exchanged, edited and stored in several versions.

The distribution of such documents is especially a problem, as a great deal of time is spent and paper wasted and we have no control over the location and validity of documents. Additionally it is difficult to access documents on remote locations.

Efficient handling of business documentation requires a new, integrated approach that includes all types of business documents, whatever their source or format, while at the same time securing the individual handling of each document. Focused on managing documents, though they are often capable of managing other 'electronic information' such as images, files etc.

Each unit of information (document) is self-contained there are few (if any) links between documents (they may be associated by 'grouping' the items using a classification scheme or taxonomy) focused primarily on storage and archiving and document life-cycle management including document expiry includes powerful workflow for incorporating business processes into the management of the documents. targeted at storing and presenting documents in their native format (not limited to MS-Office products but including many different information types)document access may be restricted at a folder or document level - and other security models may be applied.

Salient Features Of eEDMS

System and Security

Product should have access control list with level of security. It include Fully browser based, Web-based capable, Document-type security, Document permission (view, edit, add, delete etc.),Logging and event viewer(Audit trail),Designated Folder for deleted content, External messaging via Email, Administrative console, configurable session timeout, Unlimited document-type creation, Unlimited group creation, unlimited user creation, document type administrative permission, batch catalogue creation.

Paperwork Transfer

A big expense with a manual system is that of transferring timesheets, Leave Form, OD Form, and Appraisal Form from one person to another.

Capture

There should be a good level of support to capture the metadata associated with the documents automatically. This include paper capture from TIFF,JPEG,PDF or paper capture to PDF, Electronic File Capture(any file type),Single document capture(one-touch scanning)etc.

Coding (Indexing, Data Entry)

Indexing is an ability to organize information using keywords or their content. This include Post-capture coding, Versatile coding (combined pre & post), OCR-only capture, Document coding queue/inbox, Field Types: Text, Numeric, Date, Drop-Down Field-Choice lists, AutoComplete/Type Ahead

Searching and Retrieval

Text-retrieval systems help the user locate the information needed to conduct business. They provide ability to search for documents in a variety of different platforms, ending the need to know what format a document is in or where it is stored. Text-retrieval systems also feature such capabilities as natural language searching, summarization. A critical aspect of search and retrieval capability is the consistent use of index terms. This include Full-Text searching, Document Properties searching(field searching),Filename searching, Drop-Down field choice lists, AutoComplete/ Type Ahead, Display PDFs in Browser, Download Document, Zip and Download Document, Email Documents, Search by Packet(Document Group)

Management

In this it include append document, delete document, workflow systems are designed to automate business processes. It is to define and control all the steps of a business process. There are two types of workflow-

1) Predefined-

This process include three phases in
• uploader(one of the user having authority to upload document) uploads documents and send to Reviewer
• Reviewer (having authority to review document) reviews document if reviewer thinks that it is not enough reviewer can reject document and send back to the uploader’s inbox otherwise send to the approver
• Approver (having authority to approve document) which approves document. If Approver thinks that it is not enough approver can reject document and send back to the reviewer’s inbox otherwise approver approves it.

2) Undefined

In this process, uploader can select multiple reviewers for uploaded documents. Reviewers can reviews document if they think it’s not enough they can send back to uploader’s inbox otherwise they can select multiple approver for approving document if they think it’s not enough then they can send back to the reviewers’ inbox otherwise they can approves document.
Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating.
Check-In / Check-Out when a user wants to edit a document, that document is checked out which ensures that other users cannot also edit it until it has been checked back.

Annotation

System is having inbuilt annotation tool to modify the documents with features like Stamping, Underline, Text Note, Highlights, Image, Page Insertion etc.