The minimal document management features required
Almost all the document management systems, whether it is commercial or freeware, consist of some common document management features that are mandatory to make it complete as a document management system. The following are the minimal document management features that are needed in any document management system.
Storage is an important aspect and it has to be in a central repository where all the documents are stored. This enables all the other users to access it anytime and from anywhere. An internet enables repository is the one that many prefer now-a-days.
This allows them to access the documents in the repository from anywhere in the world. Backup of the stored document have to taken at regular intervals. This ensures restoring of the database when there is a disaster. Backup of data is very important in any document management system as it will affect the business to the core if it is not proper.
Retrieval of the documents has to faster in any organization. For this purpose the data stored is indexed as and when a document is added to the repository. Indexing enables fast retrieval of documents. A search feature is always available so that documents can be search based on keywords extracted from the document through OCR software or using the metadata that is stored along with the document.
Workflow integration that is line with the core business is an added feature that would benefit the employees using it. This enhances the productivity of the organization. A company can look out for this module in a document management system.
Access control is another aspect that is mandatory in any document management system. Not all users might require access to all the documents. Privileges need to be set for a group of users to access certain folders. This type of access control is mandatory in any organization’s document management system.
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