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The Document Management System (DMS) is
intended to store the relevant details of
important documents and produce various reports
based on it.
Document Repository
The system provides a repository of documents
within the organization. It can include the
details of the documents entered, scanned
documents, electronic documents etc
Media Database
Besides documents, it can include any other
media which the organization wants to keep
track. It can be Books, CD-ROMs, Audio/Video
Tapes, Drawings, Maps, Catalogs, Samples etc
Categorization
Documents & Media could be categorized as
required. For example, documents can be
classified as Company documents, Employee
documents, Asset related documents etc. It could
be further Sub grouped based on the nature of
the document.
Document Details
The details can include the Document Title,
Description, Keywords, Owner, Date, Document
Number, Expiry date if it is valid only for a
specific period and Image name if scanned image
is available.
Expiry Reports
Expiry reports could be generated
category/group wise as on any specified date
showing the documents due for expiry on or
before that date.
Renewals
While renewing expired documents, the renewed
document details can be entered and marked
against the parent document
Document History
While renewing expired documents, the renewed
document details can be entered and marked
against the parent document
Scanned Images
Documents can be scanned to generate an image
while during entry or if scanned images are
available it can be linked with the document
information by specifying the image name and
path. The document types supported are PDF, JPG,
TIF, BMP, etc.
Query for Documents
User will be able to search for a particular
document based on the details provided in the
Document Title entry. The image of the document
will be displayed on the screen.
View Documents
If images are available, users can view the
documents on screen/print without the need to
search for the original
Access Permissions
If required, document wise / category wise
permissions settings can be provided to ensure
that only authorized personnel are allowed to
view the documents.
Movement of Documents
Documents Issues/Returns The issue of
documents and the return of the same to the
records room can be logged into the system.
Document Movement Register Prints the
documents inflow and outflow related with the
selected Category during the given period.
Customization
Further customization in the system could be
discussed in order to ensure that the Document
Management System suits the specific
requirements of the users.
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ProMIS