Archiving Business Documentation
MEET THE hivergen dms
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The document management system can be called any system that controls certain processes on the documents in the minds of their organization. Thus, we can find DMS alone under different names and forms of performance:
– Document Management System (Documentation)
– Document archive
– Document flow (Workflow)
– Knowledge management
– Quality control
The basic part of digital document management is the conversion of paper documents into files on your computer. Once on a computer, and then on a computer network, these documents are available without much effort per second. Thousands of organizations around the world use document management systems instead of paper archives. The reason for that change is simple:
– Prevents data loss
– Reduces the need for space
– Facilitates document management
– Quickly find documents
– Documents are centrally available
– The office business is considerably more transparent
Documents are scanned or downloaded by electronic documents (e documents). The system saves those files to disk or disk system, and then the user indexes the document. Indexing is a description of the document to terms that these documents will later be searchable. A search engine that is embedded in the system is used to access documents. Which documents can be read and which actions can be made over them depends on the rights that the user or group of users assigned to the administrator.
The complete DMS consists of the five most important elements:
– Scanning: Progress in the scanning technology field enables fast, easy, and inexpensive scanning.
– Storage: The storage system provides documents of loss and can also be upgraded with additional capacity.
– Indexing: Provides a good document description and a quick and easy future approach.
– Dock: The system keeps track of file allocation on the media and allows quick access to the index.
– Access: Documents must be accessible to those who need access restricted to authorized users. A good system allows access to either the workplace or via the Internet.
Server: Windows Server (2003, 2008)
Client: Windows XP, Windows Vista, Windows 7
Microsoft SQL server full or Express edition, Oracle
When we talk about a document in the context of an information system, we mean a file or array of logically related files that are stored under a common description under that expression. Depending on user needs, the descriptive descriptive fields can be arbitrarily defined in order to describe the document as precisely as possible and later find it easier to find.
Black and white documents are stored in TIF format and color documents in JPG (compression with loss) or PNG (no loss). If the system already has electronic documents, they remain in the same format.
The system can display almost all image formats and all others are opened with arbitrary external applications.
The files accessed through the system are actually stored on the server, and in the database there are only metadata (ie the content of descriptive fields) that occupy very little space. Therefore, the base fills very slowly even with large amounts of documents.
Full text search refers to document search by content. As a result of the search, all documents that appear in the content of the file have the search word or phrase displayed. When a document opens, files that contain the word or phrase you want are highlighted in green. Search can also be used by logical operators AND, OR and NOT and quotes to find a specific expression.
Full text search searches all current versions of the document with the current version, so even if the search term is deleted from the document once, it will still appear in the search results, as all the document versions remain in the system.
Yes, the web version is used by the vast majority of users. The Windows version is only needed for administration, all other users can only use the web version if they so wish. The advantage of such a mode is multiple:
- no installation is required
- the user only needs a web browser
- it does not matter which operating system the user is working on
- access from remote locations – eg work from home