Document Management is the idea of how to manage documents in a good way to be able to easily find them, find information in them, track changes in documents, share them with other people and still only show them to the people who should be able to see them. Included in the security part is also to be able to control what kind of information others should see and if they should be able to change the content of the document.
In the past all documents were written on paper and stored in safe places where only the people with rights to the documents had keys to. It could be some kind of file cabinet. This method is still used at some places, but usually it is combined with having the documents in some kind of Document Management System, sometimes shortened DMS. In the beginning these were called Electronic Document Management Systems (EDM).
Today you are able to find Document Management Systems that are specifically used for document management, but there are a lot of collaboration software or project management software that include a lot of the functionality needed in a lot of companies. This makes it even harder to find what you are looking for since you are able to install one system with multiple purposes.
There are a lot of different functionality you are able to get with a Document Management System and it is therefore important that you think through what you may need.
Some areas you need to consider are:
* Security
Security is usually very important for most companies and most documentation.
There are different kind of security that needs to be considered.
The first is the external security. With below requirements on accessibility it is important to set up the system in a way so that external parties cannot take part of the documents you do not want to share.
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