SAR Enterprises
SAR Enterprises is transitioning from a paper-based record-keeping system to an Electronic Content Management (ECM) solution using EMC Documentum. This project aims to manage and centralize vast amounts of information stored across various systems, ensuring compliance and providing secure company-wide document access. Initial steps include scanning crucial physical records, implementing retention policies, and setting up a system for tracking document versions and modifications. The ultimate goal is to create a streamlined electronic archive for effective record management.
SAR Enterprises
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Presentation Transcript
SAR Enterprises Syed Ahmed Abdullah Alsubaiei Ramakrishna G
Agenda • Business Need • Requirements • System Architecture • DFDs
Business Need • The overall purpose of the project is the implementation of an Enterprise Content Management solution to meet the shift from a paper based to an electronic record-keeping environment. • SAR has papers records since 1990 which includes documents related to Accounting, Construction drawings & diagrams, Environment, Health & Safety, Human Resources, Legal, Marketing, Payroll, Technology development. • Company has decided to implement EMC Documentum as their ECRM and purchased required softwares and licenses already.
Business Requirement • Manage the large quantity of computer based information stored in personal computers, email boxes and network servers in accordance with compliance requirements • Provide company-wide access to documents (with appropriate security) • Centralized Electronic Archives - integrated approach for the capture, maintenance, storage, access, disposition and preservation of electronic records • A framework that can be used across the company • Scan certain physical records (such as civil drawings & diagrams and legal documents) • Assign Retention to every object in the system.
Functional Requirements • Reporting - The system shall maintain a full history of modifications to a record (active, inactive, retired) for reporting purposes. The full history shall retain all record properties fields and their values • Versioning - The system shall maintain and display a versioning system (display version) that follows the business model for versioning a document. • Search - The system shall provide the ability to search for records based on the absence or presence of an association to another record of a specific record type.
Context Diagram • High Level System Functionality • 3 Roles (External Entities) • Users • Record Admin • Contractors
Level 0 • 6 Processes • Login Synchronization • Scan to Repository • Assign Retention • Generate Reports • Assign Versions • Search Content/Metadata • 3 Data Stores • LDAP – User Credentials • SQL_DM – SQL Server 2005 SP2 Db • Repository – Single global docbase
Level 1 Process 2 • 5 Processes • 2 External Entities • 4 Data Stores • SQL_DM (dbo.dm_prepdoc) • Repository • SQL_DM (dbo.dm_scan) • SQL_DM (dbo.dm_load)
Level 1 Process 3 • 4 Processes • 1 External Entity • 1 Data Stores • Repository (dctm)
Level 2 Process 2.2 • 3 Processes • 1 External Entity • 2 Data Stores • SQL_DM (dbo.dm_worksheet) • Repository
We are done! • Questions? • Suggestion??
