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DMS Technology overview - Specially prepared for DOCSLOADER

2. ©2013 ARDIZ Consulting – All rights reserved
Prepared by Armando-José Díaz PhD MBM MBA
Document Management System (DMS) is a computer system (or set of computer
programs) used to track and store electronic documents. It is usually also capable of keeping
track of the different versions modified by different users (history tracking). The term has some
overlap with the concepts of content management systems. It is often viewed as a component
of enterprise content management (ECM) systems and related to digital asset management,
document imaging, workflow systems and records management systems.
Core Product Functions & Features — we evaluate the overall ease of use and intuitiveness of
the application and how well it can be adapted or configured for your unique processes.
Specifically, we look at the methods available for getting documents into the system and how
they are organized. We also want to make sure you have the ability to customize the
configuration of the metadata values that are used to index the documents and files in a model
that is consistent with your organization. Management reporting tools are also a part of this
category.
Standardization
Many industry associations publish their own lists of particular document control standards
that are used in their particular field. Following is a list of some of the relevant ISO documents.
Divisions ICS 01.140.10 and 01.140.20.[6][7] The ISO has also published a series of standards
regarding the technical documentation, covered by the division of 01.110.[8]
ISO 2709 Information and documentation — Format for information exchange
ISO 15836 Information and documentation — The Dublin Core metadata element set
ISO 15489 Information and documentation — Records management
ISO 21127 Information and documentation — A reference ontology for the interchange of
cultural heritage information
ISO 23950 Information and documentation — Information retrieval (Z39.50) — Application
service definition and protocol specification
ISO 10244 Document management — Business process baselining and analysis
ISO 32000 Document management — Portable document format
Document Management System
Document management system, also known as an open source DMS. Here are some of the key
features of the document software.

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Having a centralized location to store files is not enough to call your product a document
management system. A simple folder on your computer can allow files to be stored, but limiting
access to specific individuals becomes more of a problem. A good DMS will allow fine-grained
access to each and every file.
Document Workflow — The flow of documents throughout an engagement has emerged as the
more important aspect of DMS in recent years. This decade is shaping up to be the decade of
business process optimization. In this section, we evaluate the integration with core tax and
accounting applications, as well as the primary MS Office 2010 applications: Excel, Word and
Outlook. Strong integration is critical to achieving true workflow automation.
We also take into account any features that enable the automatic routing of individual
documents or binders with engagement management features such as scheduling, checklists,
review note management and more.
Document Control — This category gets a little more technical in nature. Specifically, we
evaluate the document security features to control who has access to which documents and
what they can do with them. This includes retention management tools that automate the
archiving and purging process, version control to keep track of the various versions of
documents and files as they evolve through their life cycle and, finally, check-in/check-out
features that manage the integrity of documents as various people throughout the organization
are viewing and editing them.
Special Features — Here, we identify the features that help extend the system beyond
document management. We evaluate whether or not the vendor provides an integrated
scanning solution and/or an integrated client portal application.
We also determine whether or not the system is browser-enabled, which can provide for a
more consistent interface across multiple infrastructure platforms with a better likelihood of
being compatible with all the various appliances like smartphones, iPads, etc. The availability to
purchase the solution in a SaaS model is evaluated, as more and more accounting and tax
applications make the move to the proverbial cloud.
We have simplified the presentation of these reviews, with a snapshot of each product that
highlights key factors you’ll want to consider when looking for a DMS product. Comprehensive
reviews of each product are available at the designated URLs and support the ratings provided
here.

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Tracking Changes
Limiting access to the DMS files is a good step in the right direction but does no good if the files
can be changed, added, removed without tracking of those actions. A good document
management software system will add on change tracking for the files so that changes can be
noted, and reversed if need be.
No Changing of Business Rules Required
Unlike most DMS’s that require you to change your business rules in order to manage your
documents, allows you to integrate your current rules. Through supporting multiple file types,
to departmental review, lets you concentrate on the business at hand, document management.
Free document management software is good to find.
Documents
o Add any file type to the system
o Not FTP required. Upload directly from your browser.
o Meta data fields for each file
o Assign a department/category to each file
o Check-out feature to prevent over-writing of edits
o Revision history
o Documents are stored physically on the server
o File expiration
o Create custom document properties to match your companies needs
Workflow
o Automated document review process
o Automated file expiration process
o Reviewer can approve or reject a new document or a changed document
o E-mail notification options prior to and after a review
Search
o Quick-browse search by author, department, or category
o Full search by meta-data, author, department, category, file name, comments, etc.
o No external indexing processes required
Requirements
o Very lightweight and easy to install
o PHP 5/MySQL 5
o Apache/IIS

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o Automatic installer and updater
Security
o Secure URL feature to obfuscate URL parameters
o Fine grained user access control for each file
o Departmental access control for each file
o Three user types: User, Admin, and Super-Admin
o Control the size limit of files independent of higher server limits
Multiple Language Support
o Chinese
o Croatian
o English
o Dutch
o German
o Portuguese
o Turkish
o Spanish
Pricing Strategy
A simple hosted, support, installation monthly charges (Saas)
Feature
Price
Detail
Installation
Setup fee
Support
Hosting
Bug fixes
End-user training
Minor code modifications, (logo’s, text changes, etc.)
Reviews of DMS Systems - Competitors
Acct1st Technology Group - Acct1st
Cabinet NG, Inc. - CNG-SAFE

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CCH, a WoltersKluwer business - ProSystem fx Document (SaaS)
Conarc, Inc. - iChannel
Doc.It - Doc.It Suite
Doculex - Archive Studio Software Suite
NetDocuments - NetDocuments
Thomson Reuters - FileCabinet CS
Thomson Reuters - GoFileRoom
Treeno Software - Treeno Enterprise Document Management
Internet Positioning – Key words
CMS - Content Management System
Construction collaboration technology
Data proliferation
Document automation
Documentation
Information repository
Information science
Intelligent document
Library science
Product Data Management
Revision control
Taxonomy
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