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EFFICIENT DOCUMENTS MANAGEMENT SYSTEM

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Electronic Documents Management Systems are programs, procedures and/or software that manage, control and provide access to electronic documents.

Important functions performed by EDMS systems include:

  • Version control of documents
  • Enabling collaborative work (e.g. holding documents in a common, controlled space for group of users to work on together)
  • Indexing of documents for easy retrieval
  • Providing some access and change control on documents (e.g. providing a structure within which permissions to view and / or alter documents can be put in place)

Click on the image to display the screenshot in full size mode (new window)

eDMS lets you manage the entire lifecycle of a document pushed into the system:

  • The document is UPLOADED by a user from a file system (workstation, server, ...) into the eDMS system. After the first upload, all document's activities will be tracked.
  • Depending on the start date, the document will be PENDING (if the start date is older than the current date) or AVAILABLE (if no start date has been specified).
  • If the document needs to be controlled, it will be locked as WAITING FOR CONTROL. Once the controler assigned for this document decides if the document is acceptable or not, the document will be released as WAITING FOR VALIDATION (for validated control) or as REJECTED AT CONTROL (for non validated control). If the document needs to be validated, it will be locked as WAITING FOR VALIDATION. Once the validator assigned for this document decides if the document is acceptable or not, the document will be released as AVAILABLE (validated) or as REJECTED AT VALIDATION (not validated).
  • If a new version of the document must be uploaded into the eDMS system, the previous document version must be first CHECKED OUT. Then you can apply modifications on the document before to CHECK IN the document again into the eDMS system. For critical documents, the control and/or validation process will be applied after each new checkin of a document.
  • If a user decides to not use a document anymore, he/she can DELETE this document.
  • If an end date has been set at document creation time, and if this date is reached, then the document will be set as EXPIRED by the system.

With this user friendly graphical user interface, you can directly check the status and the types of all your documents managed by the system.

In order to correctly maintain the eDMS system, some maintenance tasks can be performed directly from the application, like the documents locations management or the maintenance of some drop down lists used inside the system.

Click on the image to display the screenshot in full size mode (new window)

Future eDMS implementations are planned to add new functionnalities that will help you to manage your documents more quickly and efficiently. As this module is completely free of use, we need your feddback about this current release and suggestions for future ones. Your support is vital for us !!!.

You can download Efficient Documents Management System from the Korigan package available at our http://www.no-sod.net website.


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