What Is The Importance Of A Document Management System?

·        Input document data into the standard registers, ensuring that the information is accurate and up to date.

·        Generate the various document control reports as required.

·        Typing of site documents, and follow up of all the site needs

·        Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable

·        Maintain updated records of all approved documents and drawings and their distribution clearly.

·        Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.

Dear Mr. Khalid,

Thanks for your Question,

1- Indexing: Indexing tracks electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. One area of critical importance for rapid retrieval is the creation of an index.

2- Storage: Store electronic documents. Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another (hierarchical storage management) and eventual document destruction.

3- Security: Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.

4- Collaboration: Collaboration should be inherent in an EDMS. In its basic form, a collaborative EDMS should allow documents to be retrieved and worked on by an authorized user. Access should be blocked to other users while work is being performed on the document. Other advanced forms of collaboration allow multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document should be viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.