Signature Assignment: EDMS Business Requirements Document
Journey50
Katherine_Askew_Week3_BSA525_EDMS1.pptxelectronic Document Management System (eDMS)
Katherine Askew
BSA 525
October 26. 2020
Iwona Rusin
eDMS Explained
Key Features
Manage Creation
Manage Storage
Manage Retrieval
Manage Control – Security & Distribution & IS Electronic
Document Management Concepts
Creation & Distribution
Filing & Storage
Indexing, Search & Retrieval
Business Process Management
Disaster Recovery & Security
Paper-based Document Creation & Distribution
High Operating Cost due to continuous printing & photocopying at different locations.
Multiple Copies of the same document are circulated to multiple recipients just for information sake.
The Quantity of Documents continue to increase as comments, notes and remarks are made on existing documents and reproduced for more recipients.
Manual & Complex Distribution System leading to delays in information circulation & tracking.
Paper-based Filing & Storage
Paper-based Filing & Storage usually start with a neat and tidy arrangement.
As the volume of document increases and structured storage space reduces, the arrangement begins to break down into nonstandard, make-shift locations.
Paper-based Indexing, Search & Retrieval
Storing documents is very important, but if it becomes too difficult or takes too much time to locate & retrieve a stored document, then the aim of storing the document is defeated.
Manual Index may be sufficient for a small archive, but it cannot be sustained for large, distributed archives.
With the best indexes, it still takes time to locate and retrieve documents from archives.
Multiple access to the same document is not possible within a physical archive.
Paper-based Business Process Management
Business Processes rely on people’s prerogative and convenience to be initiated and completed.
There is always the possibility of missing or skipping steps in the Business Process either because it is undefined, complex or due to other factors.
Manual execution of business processes wastes precious man hours and resources that can be devoted to many other productive tasks.
There must be continuous training and re-training for participants anytime there is a personnel change in the system.
Paper-based Disaster Recovery & Security
There is a false sense of security in physical archives.
Anyone with access to the archive can easily access other confidential data.
It is complex to separate confidential documents from non-confidential documents.
It is expensive to implement the right level of security for different category of documents.
When disasters strike, it is usually difficult to recover lost documents.
It is expensive to implement backup/redundancy in a physical archive.
Documents degrade when exposed to varying weather conditions.
Life cycle
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Capture and Manage Scanned Images, Reports, and Forms
Capture scanned image documents
Manage forms captured via Web Forms
Archive reports for online access
View documents from any web browser
Secure by department or user groups
Version control to track document change
Supports any PC file or document format TIFF, PDF, Word, Excel, PowerPoint, Outlook Emails, Audio and Video Files
Disaster Recovery
Disasters will always strike because they are accidents.
The recovery plans we have in place for disaster is what separates us from the pack.
eDMS allows you to quickly recover from any disaster using simple backup & restore procedures.
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Security
Digital Archiving and Automated Deletion
Digital archiving is not only a feature of the document management system – it is also in and of itself one of the greatest benefits DMS offers for several reasons:
If an administrator using a new document management system is uncertain about when a document should be deleted to uphold legal compliance or knows a document will be ‘evergreen’ and useful for long periods of time, the digital archive feature will help store these files without consuming greater amounts of physical space.
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2. The Web Portal
Information interchange’s history has brought communication from snail mail to email, and ultimately, client-sharing and web portals—these portals being integral features of the best DMS products. These web portals transcend the breach-susceptible aspects of email plaguing modern work environments.
Client-sharing portals are the most secure, encrypted, and fitting way for organizations interchanging sensitive information, whether from organization to client or client to organization, to ensure the lowest possible chance of data breach or interception by unwelcomed third parties.
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3. Automated Backup
Automated backup ensures retention of an organization’s database structure and files on a regular basis; it is a high-level data destruction-resistant feature for organizations operating in earthquake, hurricane, or other natural disaster-prone areas.
As a standard for automated backup cycles, DMS should back up data and information every 24 hours. In addition to automated backup, it’s worth noting that an online, cloud-based document management system makes this data accessible from anywhere there is an internet connection. In the event of a catastrophic event, this enables organizations to restore backed up data with little if any interruption or organizational loss.
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4. Role Based User Permissions
Start here. Role-based user permissions differentiate standard users from users with permission to access certain files within a DMS, and these permissions can be specified quickly, efficiently, and without error to a DMS administrator or manager’s liking.
Depending on how hierarchy is structured with the role-based user permissions feature, administrators can call support teams to assign auditor licenses to external auditors, which are different than the user licenses an organization has with a document management system.
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5. WORM (Write Once Read Many) Compliance
This feature is simply a DMS’s ability to preserve digital records exclusively in a non-rewritable, non-erasable format of the role-based user permissions. This feature is beneficial for both external and internal auditors, as well as files that all employees must view but are not given permission to alter.
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