Signature Assignment: EDMS Business Requirements Document

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Running head: EDMS

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EDMS

EDMS

Katherine Askew

BSA 525

October 19. 2020

Iwona Rusin

An Electronic Document Management System is a software service that allows users to create, store, manage, index, protect, retrieve, and organize various documents online. Having an EDMS typically saves on space, time, resources, and money. EDMS mainly concentrates on managing structured documents such as word documents, excel spreadsheets, pdf files, power points, etc. It includes the storage and provision of expansion of the same documents, condition of security, team sharing, and picking the documents for storage with little to no disruptions. EDMS serves different functions, from content and records management to file conversion and digital imaging (Rosa et al., 2019).

Some types of e-documents are:

Types of e-documents	Definition	Examples that may exist in the Hollywood Organic Co-op organization
Website	This page or a group of pages on the world wide web containing precise information provided by an entity and traces back to a standard URL.	Homepage - to act as the site's central hub and serve as the brand's face.
Emails	An email is a digital message sent electronically from one person to another as long as they have an email address.	Newsletter emails could inform customers about the organization's news, strengthen the brand's reputation, and share the company's latest content.
Digital Purchase receipts	This is a proof of purchase for goods or services via documentation.	The company could use a digital receipt with a subject line: Hollywood Organic e-Receipt.
Text messages	A text message is an electronic communication sent and received through a mobile phone.	Reminder text messages could be used to remind people of an upcoming session, appointment, or meeting.
Databases	A database is a structure of data that stores organized information usually stored electronically in a computer system.	The organization could create a cloud database such as DBaaS.

These e-documents provide many benefits for technical communication, including the almost instantaneous transmission of information, easier distribution to many recipients, and the ability to link a single text to many others.

Document retention policy explains how a company should guide its employees or set the ground rules for maintaining and managing company data right from creating it to craping it. Some of the main components behind this are:

· For whom and up to when this policy applied

· The right audit team and management to ensure the implementation of the rules

· Period of retention for each document

· Each document's location and from where each document type is retrieved like LAN/WAN, etc.

· The exact time when the document should be scrapped and have a written procedure to scrap

· Knowledge to be provided to employees about policy and procedures above (Stakutis & Stearns, 2018)

The recommended framework of the document life cycle is:

The creation of documents-collaboration and connection-reviewing against the company policies-approval-publishing across teams-checking for expiry-archiving documents

Policies, standards, and procedures

Most firms publish their procedures and policies, but ISO has established some common standards that explain and include a format for information exchange, retrieval of information, management of information security, etc.

The central accepted policies include unit testing and documents' review before getting approval, correct documentation of any thoughts and changes, availing all document versions, and scrapping old obsolete records. Customer provided papers are also available, for instance.

Some of the primary EDMS providers include:

· Synergis software

· Mayan EDMS

· MaxxVault

· Master control compliance accelerated.

· DocStar

· OpenKM-Knowledge management

Key personnel involved:

Any EDMS will primarily encompass metadata capture of the agency's individuals that give raw data, then providing security for the same security people version control- the central manager who agrees of all the above flow. Therefore, the key personnel involved are managers, resource managers, peers, and internal customers, including the contractors, government, suppliers, and subcontractors (Guo, Jahren & Turkan, 2019).

References

Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019). Concept of the electronic document management system (EDMS) as an efficient tool for storing document. Journal of Critical Reviews, 6(5), 85-90.

Stakutis, C. J., & Stearns, K. M. (2018). U.S. Patent No. 9,984,080. Washington, DC: U.S. Patent and Trademark Office.

Guo, F., Jahren, C. T., & Turkan, Y. (2019). Electronic Document Management Systems for the Transportation Construction Industry. International Journal of Construction Education and Research, 1-16.