Understanding common components of document management program
A document management program is the one that is used to store the documents in an organization in an electronic format. Hardware and software are involved in it. You need to have sufficient storage space to store all the documents using the document management program.
Apart from that there are several components that make up the document management program. Knowing all these components would help you know how to go about the document management process itself.
The most common components of any document management program are
* the storage component that store the captured documents,
* the retrieval engine that is used to retrieve the required document faster,
* the search module that allows you to search the repository for any document in any format using the key phrases used for search,
* the backup component to take backup of data from the database periodically,
* the security component to control access to the features of the document management program, and
* the workflow component that helps you to control the work flow rules of any business.
The documents stored in the repository have to be indexed as and when they are added to enable to search for the documents faster. Access control being an important aspect of the document management program should be given due priority.
Otherwise the documents could be mishandled by unauthorized personnel and might even be destroyed. To prevent this proper authentication should be implemented by restricting the access to the groups of users to certain features of the document management program based on their grade in the organization.
Any document would go through the hands of multiple people before it goes into the database as a record. This multiple steps should be in order for the transaction to be completed. This workflow is also controlled by the workflow component. The rules of the business workflow are taken care of by the administrator of the document management program who should be well versed with the business process too.
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