With any Document Management System (DMS) you have two goals in mind:
Controlling access to your secure documents.
Ensuring that documents can be located quickly and easily.
One might think that these two goals are conflicting, but not with an Electronic DMS like
. The software allows you to create a Company Document Structure that mirrors yourphysical or real-world structure within the virtual world.
offers you structure elementswithin a Company such as:Using these structure elements and security features built into
, you can create anorganized and secure document structure for your organization. Access to these documents isdone by setting the security level for the individual users or groups within the structure. Also, toincrease efficiency, the
solution provides document Binders that simplify distribution.Binders, in the real world, are used in every organization from a 10 to a 10,000-person company.They will usually contain all of your approved, published documents. These binders will belocated in a public, easy to reach location within your organization. Every time a document hasbeen modified and then re-approved, someone (maybe you) have to go to these binders andreplace every copy of the obsolete document. This, as you may know, can take a long timedepending on the size of your organization.
solves that problem. We have included one more element within the structurecalled…yes, you guessed it: Binders.
Binders work exactly like their real-worldcounterparts. A Binder can be an exact duplicate of a Cabinet or can be made up of Documentsfrom different Cabinets. The difference between a Cabinet and a Binder is that the Binder onlycontains the latest, approved/published version of your Documents This creates a securerepository, separate from your Cabinets and the people who have assigned rights within thoseelements.So when that same Document mentioned above gets modified and re-approved, it is
updated in the Binders within
and the obsolete document removed.
Filing Cabinet A, Finance Cabinet, Policy Cabinet…
Product 1, Timesheets, Reports, Procedures…
Policies, Procedures, Work Instructions…
Grouping of Procedures, Policies, Product 1 Documents…