FEATURES OF DOCUMENT MANAGEMENT SYSTEM

Document Creation
User can create a new document on the DMS or input files such as scanned documents, emails, mobile applications, or the web.

Document Indexing
Upon capturing a document or file, the DMS will indexed it according to an automatically-generated hierarchical structure.

Document Search
The search feature should be powerful and look through the document file name, content, metadata, and have advanced filters. It should be able to find a relevant document.

Document Processing
Paper-based documents need to be converted into electronic format and the DMS would have Intelligent Character Recognition (ICR) and/or Optical Character Recognition (OCR) capabilities. It would have document templates for standard formats, link different but related documents. It would enable the sharing of documents, revisions, and in-built editors for various file types.

Document Security
Documents need to be protected from prying eyes and unauthorized access. Therefore, it should be secure, allowing access only to those who need to see them based on the user role.

Versioning
Documents are essential for regulatory purposes, internal and external audits as well as inspections. Therefore, DMS should enable traceability of every change being made to the document along with capturing the person who is making the change, the change being made, and the time of the change.

Communication and Collaboration
The electronic document management system would provide the ability for users to remotely communicate with one another and make collaborative changes to documents. Overall, DMS’ allow document owners and managers to message one another, make comments on certain parts of the document, and edit the document as necessary.
Users can also censor or hide information for specific collaborators based on their permissions and clearance, again allowing them to focus only on the information that matters for their purposes.

Document Input
Our DMS would allow inputting files trough the following sources: Scanners, Emails, manual upload, Bulk Upload, Mobile Applications & Web Servers.

Workflow Automation
Our DMS Have an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. The workflow automation should provide: Rule based processing on incoming documents, Setup individual rules and document actions, Automatic and Manual workflow, Document Routing, Business Process Modeling with Customized Windows, Reports, Configure multi-level approvals, Automatic creation of records based on documents, Update records based on documents.

User Audit Logging and Tracking
The DMS tracks and records every user activity to ensure a complete audit trail of document activity in the software.  This document auditing capability ensures compliance and protects intellectual property.

Third Party Integration
A well-documented Web Services API allows direct integration with third party applications and flexible integration with existing back office systems. These web services are available to third parties to provide easy integration with other enterprise solutions and productivity applications.

User Dashboard
The DMS interface would be simple and easy to navigate. The main dashboard would include: Workflow Inbox, Document inbox, Alerts and Notifications,    Reporting Dashboard, Follow-ups and Chat, Inbuilt Calendar, Email, SMS.