Microsoft SharePoint Services

DocuMan (A document Management System) is an enterprise solution in Document Management, Record Management for various Industry verticals.

DocuMan includes features that you can use to control the life cycle of documents in your organization — the way they are created, reviewed, and published, and the way they are ultimately disposed off or archived.

Application of DocuMan

DocuMan’s application can cater to the varied needs in below mentioned areas within an organization, its regional offices and departments

  1. Engineering Drawings Repository – For maintenance of Civil / Structural drawings and other engineering drawings
  2. Compliance Management – e.g. SOX compliance, APQP process compliance, Six Sigma compliance etc
  3. Legal Management- Contracts Management
  4. HR Management – Policies & personal files management
  5. Accounts – Invoice, Bills, Vouchers Document Repository
  6. Contracts Management – Contracts with Vendors / Service providers and their templates / versions
  7. Project Documentation – Various document repositories

Features of DocuMan

Security – Rights Management Module

Document security is vital in document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents.

Workflows

A business process qualifies document as records .Workflows attach business logic to documents and items. In document management, use workflows to route documents from person to person so each of them complete their document management tasks, such as reviewing documents, approving their publication, or managing their disposition, as authorized by the system.

Search & Navigation

Module required for easily locating documents or records using search & navigation techniques. This includes searching, metadata, indexing, retrieval mechanism, categorization etc.

Versioning

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 updates, and also there may be a need to just go back and refer a previous version.

Collaboration

Allow documents to be retrieved and worked on by an authorized user. Access should be blocked to other users while work is being performed on the document. A fall out of this could be a document repository portal for reference, similar to www.wepapers.com

Audit Trail

Detailed audit logs are maintained for the entire life-cycle of the document from creation of a new document to its archival or deletion. The audit logs are maintained for all actions performed on every document like Add, Edit, Delete, Rename, Save as, View, and Print, The system keeps track of the user name, document name, and date & time of each action performed on the document.

Policies

Information management policies enable to control who can access the organizational information, and what rights they have on the documents, and how long the information should be retained. Policies can be implemented to help an organization comply with legally mandated requirements for various departments.

Integration with other systems / Export of information to other systems

This module will be the window that will provide any information / document to any external system. This will have a list of export format for records (base being XML) and also have the necessary security checks in place.

SharePoint Document Management