Electronic Document Management System Final Business Requirement Document

5 Oct No Comments

Electronic Document Management System (EDMS), Final Business Requirement Document

name

BSA/525

08-May-18

Electronic Documents Management System (EDMS) is a management system that is employed by organizations to secure and quickly retrieve their documents. The system aims at ensuring that documents crucial to the organization do not fall into the wrong hands. The system as well aims at ensuring that employees and management can access any documents needed easily and hence eliminate issues such as loss of records (Pitman, Shipman, & BSI Business Information, 2008).

EDMS is a replacement of the traditional filling system that utilizes physical files and storage of the files in a cabinet. It provides for greater accountability in file storage (Weisinger, 2011). 

Document types Text Documents Spreadsheets HTML Documents Software Documentation Scanned Documents
Components of the documents -File FormatThere are several formats of text documents depending on the operating system used to create them hence they need to indicate -DateDate of creation of the document should be given -Date CreatedCreation date for the report should be noted -Software Type The software whose documentation has been stored should be given -DateThe date of creation of the document should be shown
  -IdentifierThe document has to have a title and number -Access PermissionsThe rules for access control should be indicated -Site Name The location that the HTML documents belong to should be given -Date The date that the documentation was created should be shown -Number The files should be given numbers to identify them
  -Date CreatedThe date that the document was created should be indicated -Identifier The spreadsheets should contain a number and name -DatabaseThe site should have a database to ensure easy retrieval of the documents -Permissions The access control rules should be indicated -File FormatThe format that the scan was stored in should be shown e.g. Jpg or pdf
  -Access PermissionsThe access permissions for the document should be indicated as per the access control rules – CheckoutThe record should include the name of person who accessed it last – ConverterThe converter from one language should be given -CommentsAny modifications or additional information can be given -File name The name of the file should be given
  -EncodingEncoding to ensure document security -ModificationAny change should be indicated -File ViewerThe type of browser to view the files should be provided -CheckoutThere should be a log that shows the person who last accessed the document -CommentsAny additional details about the file can be shown

-Document management is highly critical depending on what line of industry you currently work at. It is highly recommended to have a management information system that can leverage sorting and categorizing your documents. Self-containment of documents is highly important ensuring containment to which whom can access the documents. Each document should be linked if required to ensure proper guidance of document management. Any documents that need to be archived shall be properly archived in accordance with the organizations policies and procedures. The lifecycle of document management shall be held in accordance with the lifecycle policies and procedures, step by step rules. Narrative format for each document shall be in accordance with the company’s guidelines (policy and procedures). Permissions and security controls shall need to be in accordance with the companies “need to know” basis.

This stage should reside and be stored at the code level and should be stored at the trade secret level. An information at the capture stage needs to be stored at the application layer. This information is at the index stage should be stored at the application layer, this ensures the highest level of application security. At the managerial stage, all documents should be stored, upper management should be in charge of handling all documentation as professional as possible. Access stage is the stage of documents beings transported right before it approaches the network layers of the OSI model.

Documents should be stored at a knowledge state in-which every document is at a need to know basis. The administer stage should be stored at the upper managerial level, any documents that need to be administered is normally at a senior management level. Repurpose stage: These documents at this stage should be stored and delivered at the access state in which personnel who should have access to specific documents. Share and collaborate: These documents have to be stored at the access layer and should be layered to security permissions.

Storing and Tracking Electronic Records

An Electronic Document Management System contains simply a life cycle of how to store and track all electronic documents also known as “e-documents”. In this paper I will pertain most of my input into 3 simple components; access control at each stage of the life cycle, how to move documents during production, and how to input corporate feedback of each document. These three components are highly significant explanations when it comes to generating your own Electronic Document Management System.

Access Control at each stage of the Lifecycle

Part of any Electronic Document Management System requires some sense of an Access Control List (ACL) separating permissions and controls to specific members. Individuals including Corporate Managers can be granted permissions to view and interact with other documents within the e-document system. The ACL will authorize permission for members to view only, transfer, amend, and potentially delete any documents. At each stage of the lifecycle access control is crucial at maintaining the integrity of documents that are being handled. ACL’s can be very multifarious and difficult as documents are being moved to different areas by different personnel.

At each stage of the lifecycle there may require different personnel to handle the specific documents. Access control can be handled in many different ways, one way highly preferred is to grant permissions for specific personnel that need access to a specific document. After the personnel are done with the documents then permissions are restricted for personnel to view until needed again. Access control is a high priority on mitigating whom has access to what documents and also mitigates any document vulnerabilities.

Moving Documents within the Organization

It may potentially be necessary to copy or move documents from one specific area to another at different stages of the lifecycle. Most occurrences happen in the publishing stage which require moving from a potential staging site to the public domain or a public internet site. If content is required to be converted from one specific format to another one as it moves from place to place, you then would look into implementing a content conversion. Other strategies that can be used are planning the flow of content, this includes creating custom workflows that move or copy contents from site to site.

Using Network Places or Web Folders is a key strategy on how to move documentations vigorously and smartly. This allows unanimous integrity of the flow of documents, Office SharePoint is a key component to use as a records management system. It is important to understand the complexity of moving documentations during the different stages of the lifecycle as it can lead to a multifarious structure.

Faculty Feedback

The feedback from the faculty has brought up a good point in the sense that I brought up the awareness of the Document Management Life Cycle. However, I needed to elaborate a specific EDMS from a particular company. This said, I will need to “brush up” on a corporations EDMS and metadata to support it.

Electronic Documents Management System (EDMS) is a management system that is employed by organizations to secure and quickly retrieve their documents. The system aims at ensuring that documents crucial to the organization do not fall into the wrong hands. The system as well aims at ensuring that employees and management can access any documents needed easily and hence eliminate issues such as loss of records (Pitman, Shipman, & BSI Business Information, 2008).

EDMS is a replacement of the traditional filling system that utilizes physical files and storage of the files in a cabinet. It provides for greater accountability in file storage (Weisinger, 2011). 

Document types Text Documents Spreadsheets HTML Documents Software Documentation Scanned Documents
Components of the documents -File FormatThere are several formats of text documents depending on the operating system used to create them hence they need to indicate -DateDate of creation of the document should be given -Date CreatedCreation date for the report should be noted -Software Type The software whose documentation has been stored should be given -DateThe date of creation of the document should be shown
  -IdentifierThe document has to have a title and number -Access PermissionsThe rules for access control should be indicated -Site Name The location that the HTML documents belong to should be given -Date The date that the documentation was created should be shown -Number The files should be given numbers to identify them
  -Date CreatedThe date that the document was created should be indicated -Identifier The spreadsheets should contain a number and name -DatabaseThe site should have a database to ensure easy retrieval of the documents -Permissions The access control rules should be indicated -File FormatThe format that the scan was stored in should be shown e.g. Jpg or pdf
  -Access PermissionsThe access permissions for the document should be indicated as per the access control rules – CheckoutThe record should include the name of person who accessed it last – ConverterThe converter from one language should be given -CommentsAny modifications or additional information can be given -File name The name of the file should be given
  -EncodingEncoding to ensure document security -ModificationAny change should be indicated -File ViewerThe type of browser to view the files should be provided -CheckoutThere should be a log that shows the person who last accessed the document -CommentsAny additional details about the file can be shown

Reference Page

Pitman, N., Shipman, A., & BSI Business Information. (2008). A manager’s guide to the long-term preservation of electronic documents. London: BSI Business Information.

Weisinger, D. (2011). Alfresco 3 Records Management: Comply applyingregulations and secure your organization’s records with Alfresco Records Management. Birmingham,

Microsoft. (2009). Plan Document Libraries.

https://technet.microsoft.com/pl-pl/library/cc262215(v=office.12).aspx#section2

Smallwood, R. Managing Electronic Records: Methods, Best Practices, and Technologies.

Wiley CIO Series,

Tech target. (2016). The Document Life Cycle
https://www.dartmouth.edu/~library/recmgmt/forms/DocLifeCycle.pdf

It knowledge portal. (2016). Document Management System.
http://www.itinfo.am/eng/document-management-system/

Pitman, N., Shipman, A., & BSI Business Information. (2008). A manager’s guide to the long-term preservation of electronic documents. London: BSI Business Information.




Click following link to download this document

Electronic Document Management System Final Business Requirement Document.docx