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Assignment 4 - INF329

The document discusses the importance of selecting an appropriate Electronic Document Management System (EDMS) for businesses, highlighting various types such as server-based, cloud-based, and web-based systems. It emphasizes the need for automation in business processes to enhance efficiency and reduce information loss, while also outlining key considerations for choosing an EDMS, including functionality, cost, and security. Additionally, it distinguishes between document management and document control, stressing the importance of selecting a solution that meets specific organizational needs.

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23 views8 pages

Assignment 4 - INF329

The document discusses the importance of selecting an appropriate Electronic Document Management System (EDMS) for businesses, highlighting various types such as server-based, cloud-based, and web-based systems. It emphasizes the need for automation in business processes to enhance efficiency and reduce information loss, while also outlining key considerations for choosing an EDMS, including functionality, cost, and security. Additionally, it distinguishes between document management and document control, stressing the importance of selecting a solution that meets specific organizational needs.

Uploaded by

kalyk.aselai
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Practice work 4. Workflow technology.

An electronic document
management system (EDMS)

Task - Choose for your company EDMS , calculate costs!


Sales are carried out on a site-by-site basis.

Workflow is a technology for automating a business process in which


documents, information or tasks are transferred from one participant to
another in order to perform the necessary actions in accordance with a set
of procedural rules.

What are the Types of Electronic Document Management


Systems?
●​ SERVER-BASED EDMS. These are desktop-based
document management software that users can install as
a stand-alone on local workstations. ...
●​ CLOUD-BASED EDMS. ...
●​ WEB-BASED EDMS.

In any organization, there is a set of business processes that can and/or


should be automated in order to reduce information loss, speed up
interaction between performers and improve the overall manageability of
the enterprise. The workflow system should be easily and flexibly
configured for the business processes in the organization

Workflow class systems, as a rule, do not require any programming


knowledge from model developers - business processes in workflow are
built using graphic icons in drag-and-drop mode. Workflow often serves as
a means of document transfer, i.e. a means of supporting electronic
document management, as well as a single enterprise organizer,
implemented in workflow using a notification system.

Transferring the work of a department or the entire enterprise to

Workflow is beneficial in order to organize the daily work of employees by


optimizing the following elements of the work environment:
​Message exchange between employees.
​Document flow.
​Storing information in a single database.
​Transition of specific processes from stage to stage between
employees.

Part of the Workflow system is the EDMS software application - electronic


document management system

The EDMS system is an electronic document and project management


system that allows companies to create dynamically generated documents
for company work processes, store these documents in electronic form,
providing access to them for all users and company participants from
anywhere in the world.
An electronic document management system, or EDS, is a platform that
helps organize work within a company and provides for the creation,
storage, search, forwarding, and shared access to documents, etc. It was
created to optimize internal processes and to exchange documents with
counterparties.

Document management is a process that requires the


effective participation of the project document
management department and all users involved in the
project, including customers, designers, consultants,
controllers, project managers, users from the
headquarters, support services, manufacturers, suppliers
and subcontractors. EDMS users can create documents,
upload documents, update or correct them depending on
the level of authorization. Document management requires
access by users from different locations. It is key for all
participants to have timely access to the EDMS system
from where they are. The web-based EDMS application
allows hundreds of users to have secure access to project
documentation anywhere in the world.
6 questions to help select the right Electronic Document
Management System

1. Should I 'do it myself'?

Choosing between installing a third-party purpose-built EDMS solution or


taking a DIY approach (using file-sharing apps like Google Drive, Dropbox
or Box) is one of the first choices you might be faced with.

File sharing platforms like Google Drive or OneDrive offer decent,


user-friendly multi-platform collaboration and document management
capabilities. They are easy to set up, and they can be ‘low cost’ or ‘no cost’
(at least, to start with). However, they can also quickly become inadequate
for a scaling business faced with complex file control and storage
requirements.

This is especially true for businesses that are generating and collaborating
on increasing volumes of technical documentation in a range of formats - or
accumulating sensitive customer data.

2. Is SharePoint the answer?

For those with more complex requirements, SharePoint might seem like a
good choice as it allows you to spec out and build a solution that does
precisely what you require. However, building a SharePoint solution
advanced enough to meet formal Document Management needs will likely
involve considerable developer time and even specialist support to properly
design, implement and maintain.

When it comes to developing your own Document Management System,


therefore, you need to consider if you can make it sophisticated and secure
enough for your purposes at a realistic cost. And even if you can, what kind
of maintenance will it need to keep operational in the long term?

For many firms—choosing a purpose-built, proprietary DMS solves these


issues, taking away the headache of system design, development and
support. This option will allow you to focus on the critical tasks of
managing your own products and serving your clients.

3. On-premise or Cloud-based?
A third-party document management solution can offer you highly secure,
configurable and sophisticated DMS functionality while taking the
specification and development headache away from you. But should you go
for an on-premise installation or a cloud-based SaaS solution?

On-premise solutions require you to use your own servers and storage,
which means you will still need to perform your own maintenance. But you
can, perhaps, feel more confident that all your data is safely within your
control. Downsides could include the large upfront costs, and the time they
can take to install and learn to use.

Cloud-based solutions are generally more agile and flexible. But if you use
a cloud-based solution, how is it set up? Do you get a dedicated service like
a virtual private server or are you sharing resources? Are files encrypted
when in transit? What about data centre security, backup and
redundancy?

Whatever solution you choose, ensuring it is designed to help you store and
handle information to the rigorous standards of ISO 27001 will be an
indication that the company you are dealing with is capable of the highest
levels of data security.

4. Do I need Document Management or Document Control?

This is an important distinction and gets to the heart of what you may
require your DMS to achieve. Good document management is about ease
and flexibility in storing, locating, updating, tracking and sharing
documents. Good document control is about instigating access hierarchies,
security, auditing capabilities, version governance, review, approval and
issuance protocol. Not every organisation will need to achieve the highest
levels of document control—the kind of levels an aerospace or
pharmaceutical company might be required to meet—but many will need
more than a basic Google Drive solution can support.

Read our in-depth blog about the critical differences between document
management and document control, and discover why file sharing is not
the same as document control:
Criteria for choosing a document management system

Search for a compromise solution that satisfies the following criteria as


much as possible:

➔​providing the required functionality with the possibility of further


system expansion;
➔​minimum total cost of ownership and quick payback of the system;
➔​sufficient level of technical support;
➔​a proven manufacturer with real implementations;
➔​taking into account the domestic legislative framework;subjective
preferences of the customer.

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