MindCraft Document Management

February 2015

Document Management System

Confidential | © Copyright 2015 MindCraft Software Pvt. Ltd. All Rights Reserved | www.mindcraft.in

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A Document Management System (DMS) is a repository of

documents allowing structured storage and retrieval based on

associated keywords/properties commonly known as metadata

Typical DMS use cases

Enterprise Document Management: All documents across various

departments/functions are stored in a centralized DMS

Departmental Document Management: Here all the documents of a

particular department within an enterprise can be stored in the DMS

Introduction


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What it offers

Mechanism of safely storing and retrieving documents based on its

properties

Different documents can have different properties

Properties are definable and are in the form of Metadata

To retrieve these documents, a query is run to search for the

document using these properties or keywords


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Document Template Examples

Document categories and metadata

Engineering Drawing– may have properties such as

o Part Name

o Product Code

o Vehicle name

o Company Name

o Version

o Date created

Offer Letter – may have properties such as

o Candidate Name

o Offer Date

o Offer Validity Date

o Designation offered

o Proposed CTC


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XYZ Ltd

Design

Engineering Drawings

Photos

SpreadsheetsMarketing

Sales

Features of DMS

Easy search and retrieval basis metadata and/or keywords

Categorization – Categorize documents clearly by creating folders

with appropriate taxonomy: for e.g.


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Features (Cont...)

Access control – Restrict or allow access to documents to specific

users/groups

Audit history – Maintain an audit of changes made to the

document

Check in/Check out – Prevent multiple users from working on the

same document and overwriting each others changes

Workflow – Allow for review and approval of document added to

document repository


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Workflow

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Workflow

Document Generation-

A new document can be generated within organization like Engineering drawings

and spreadsheets or can be received from outside like mails and Invoices

Store-

Once the document enters into DMS it is captured and stored in version format in

the DMS database

Manage-

Stored documents are grouped and linked as per requirement and are archived

regularly

Retrieve and share-

Stored document can be retrieved from the database in intact form at any time as

per requirement using various user-friendly methods and can further be

downloaded and shared on various platforms

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Technical Representation of DMS

Database

Search Engine

Content Engine

Custom Client application

DMS Client

File System

CMIS/APIs


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DMS Architecture Explained

Electronic copies of documents will be stored on a File System and

pointers to each of these documents will be in a database

Metadata of all documents will be stored in a Database

Content Engine will provide document upload and retrieval

functionalities

Search Engine will provide document search features based on

metadata/keywords

DMS Client will allow user interface for common DMS operations

such as File Upload, Check In, Check Out, Retrieve, Search etc.

Document search and retrieval can also be included in a custom

application using CMIS/APIs


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Common DMS

IBM Enterprise Content Management (ECM)

Oracle DMS (formerly Hummingbird)

Alfresco (Open source with community edition)

Omnidocs

Documentum

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MindCraft Services

Document requirements

Prepare document management plan

Decide DMS platform

Install and configure DMS

Develop custom routines

Customise the software as per client requirements

Operate and support the software with on-site resources

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MindCraft is a Software Solutions and Services organization

Established 2002

ISO 9001:2008 certified

Teamsize 450+

Business Vertical Focus

Manufacturing Pharmaceuticals BFSI

Footprint

India Singapore USA

MindCraft Profile


http://www.mindcraft.in/mindcraft_new/index.html

[email protected]


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MindCraft Document Management