Features needed for a secure document management system
Having a document management system in your organization to handle the incoming documents is a wise decision. Many organizations have it in place; otherwise it would be a complex process to manage them manually. The document management systems offer you a lot of benefits. That is why all the leading organizations are behind it. Even though have a document management system is good; securing it is another task to maintain proper workflow and to see who accesses which document in your system.
Access control system in a document management system is an important component that nobody can neglect. If you do not know who have modified which document part and who is accessing which document, it is going to be a total mess. That is why configuring your document management system with proper rights / permissions for different users is very important. You can set the workflow in your document management system so that the document reaches the right person for approval before it is accessed by another person in the workflow. You can set permissions for different users so that once they login to the system they know which documents are there for their approval.
Any good document management software will have an access control module. This has to be configured by the administrator of the system before the user start using it. You can even change the access permissions at any point of time if you are going to change the policies and thus the workflow too. Having an internet and a central database would allow you access the document from any part of the world. With this you can also allow your clients and vendors to have access to certain documents related to them. Thus you can also save time and money spent on sending the documents across to your clients and vendors.
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