An electronic document management system is a software program that manages electronically documents like the creation, storage and control . The organization’s workflow is primart function of an Electronic document is to manage electronic information. Electronic document should include document management, workflow, text retrieval, and imaging. To qualify as a records management system, an Electronic document must be capable of providing secure access, executing disposition, and maintaining the context instructions for all records in the system. Before implementing a system you must determine how it fits into your overall records management strategy.
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Electronic Document Management Systems Electronic Documents
ELECTRONIC DOCUMENTS Electronic Document Basic Functions • Electronic Document Optional Functions Basic Process for Selecting an Electronic Documents
Electronic Document Basic Functions : Digismartek provides you following type of Electronic document Basic Functions .. .. .. .. SECURITY CONTROL ADDITION METADATA CAPTURE AND USE • Security control. This function controls which users have access to which information. • Addition, designation, and version control. The Electronic Document should allow users to add documents to the system and designate a document as an official government record • Metadata capture and use. The Electronic Document should allow you to capture and use the metadata appropriate for your agency.
Electronic Document Optional Functions: • Records management : A records management system must be able to provide secure access, maintain the record’s context within a record series, and automate the execution of disposition instructions for all records in the system • Storage. This function will allow you to store documents within the EDMS or to centrally manage your adjunct storage system • Free-text search. This function allows users to search every word in an entire document or a specified group of documents. Other systems search only metadata • Hypertext links. Some EDMSs will provide hypertext links from one document to another to facilitate navigating and browsing among related documents. • Automatic conversion. Some EDMSs will automatically convert one file format to another when the file is designated as a record • Compound document management. Some EDMSs manage compound documents better than others. Compound documents are single documents that contain multiple elements
Basic Process for Selecting an Electronic Documents Needs assessment Tested UesrImplementaion plan Implementation plan Technological Implementaion Plan Vendor selection Management Entire Process Including needs Assessment Implementation Refinement
Needs assessment : The first stage is to work with internal stakeholders and understand your legal obligations to determine your unique needs. If you wish to use the EDMS for records management, be sure that you identify trustworthiness, completeness, accessibility, legal admissibility, and durability as needs. • Vendor selection. You will need to carefully select an EDMS vendor. You may need to issue a request for proposals that sets forth your legal requirements and vendor selection criteria. • Implementation plan. • Technological implementation plan : that outlines how and when the system • will be installed • Tested User implementationplan : that includes training and system rollout Deployment. • Management. you will need to document • - the entire process, • -including needs assessment, • -implementation, • -management, • -and refinement.
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