Miranda, Marvin John Management October 13, 2007

R. Information System

Salta, Aldous
56017 Document Management Rating:
System

Document Management System

Document management system is a software-based computer system for

organizing different data from different sources and integrating it for efficient
administration, tracking, distribution and archival purposes.

It is a computer system ( or set of computer programs) used to track and

store electronic documents and/ or images of paper documents. Document
Management controls the life cycle of documents in your organization- how are
they created, reviewed, published and consumed, and how they are ultimately
disposed of or retained. Although the term “management” implies top-down
control of information, an effective document management system should reflect
the culture of the organization using it.

The tools you use for document management should be flexible, allowing
you to tightly control documents’ life cycles if that fits your enterprise’s culture
and goals but also letting you implement a more loosely structured system if that
better suits your enterprise.

Document Management System can help you manage the business of

web collaboration, from simple business document,through to large content
management system. A lot of the information on this website details ideas,
systems and software from before the recent surge of CMS systems. As such, if
you are interested in content or document management, you will find a lot of
interesting and useful information here.

The first step, creating a document management plan, involves answering

these four questions:

1. What are the rules for creating documents?

2. How will we store documents?
3. How can retrieving documents be simplified?
4. How can we make/ keep our documents secure?

The elements of a document management system

 An effective document management solution specifies:

• What types of documents and other content can be created within

an organization.
• What templates to use for each type of document.
• What metadata to provide for each type of document.
• Where to store documents at each stage of a document’s life cycle.
• How to control access to a document at each stage of it’s life cycle.
• How to move documents within the organization as team members
contribute to the documents creation, review, approval, publication,
and disposition.

1. What is the common document management system used?

A common DMS is the online/web document management system wherein

documents can be stored in the web and accessed using the internet. Data can
be retrieved using various search engines and printed for use. These sites are
authentic since pages viewed using the internet does not allow users to edit
these pages. In some cases, where the pages may be edited, it is useful for
business collaborations over a wide range of area (anywhere there is an internet
connection) since data may be shared and edited in a home base and directly
shared with business colleagues anywhere. Also, data distribution and
information dissemination is faster and cheaper (no more paper posts which take
time and money) and data may be edited or updated at anytime for no extra cost
of publishing and dissemination of these data.

For certain documents, security is executed by using access controls and

not allowing documents to be viewed unless the user is logged on to that specific
site. This limits accessibility of published documents (e.g. Published journal
articles require membership to site in order to view full articles). The STATISTICA
Document Management system is a complete, highly scalable, database solution
package for managing electronic documents.

The product enables you to quickly, efficiently, and securely, manage

documents of any type. It specifically designed to ensure compliance with FDA
21 CFR Part 11 regulations, as well as ISO 9000, 9001, 14001 documentation
requirements.
The key feature includes:

• Extremely transparent and easy to use.

• Flexible, customizeable user interface.
• Electronic signatures
• Comprehensive Auditing Trails
• Optimized searches
• Document Comparison tools
• Security
• Satisfy the FDA 21 CFR Part 11 Requirements
• Satisfy ISO 9000 (9001, 14001) Documentation Requirements
• Unlimited scalability (from desktop or network Client-server versions, to
the ultimate size, Web based worldwide systems)
• Open architecture and Compatibility with industry standards.

One of the unique strengths of the Statistica Document Management System

is its ability to store and exchange information in various file formats, including
your propriety formats, allowing it to share information internally in ways that are
most convenient for your specific organization, as well externally with practically
all industry standard applications or protocols for information exchange.

Most importantly, the program allows you to save results reports as PDF files,
and data files or results tables in XPORT files. These formats are the prefered file
formats, recommended in the FDA “ Guidance for Industry; Providing Regulatory
Submissions in Electronic Format- General Considerations.”

2. What are the criteria for choosing DMS?

In choosing a document management system, the following areas should be

compatible for the needs of the company that would use such system. These
areas are location and time, retrieval, filing, security, retention, archiving,
readability, distribution, workflow, creation, and authentication or approval.
 Location and time area refers to where the document or data is stored
(whether they are on file systems, or within a database) and when these
documents were made and stored on the system. This allows easier access and
‘search ability’ of the documents.

Retrieval refers to accessing documents stored on the system. It involves

search engines within the database and how the documents are tagged and
tracking information required for access and retrieval.

Filing refers to how the documents are stored and organized within the
system. This is an important area since this would dictate how programs would
be fashioned to facilitate the retrieval of the data needed.

Security of course is essential since this refers to how the documents are
protected from loss, tampering, or destruction. Documents should be protected
from all this elements since the data stored on the systems are used as future
references and are also crucial for the development of a company. Security also
refers to how special documents may be accessed only by authorized people
concerned for a special project and not all of the employees of the company.

Retention refers to how long data and documents are to be filed and stored
on the system and which data are to be retained or deleted. This is governed by
retention policies of the system. This area must be critically made since no data
must be accidentally deleted or removed from the system and that the time of
retention must be maximized so that the system will not be flooded with data but
at the same time, data may be stored for the time these documents may still be
used or needed.

Archiving refers to the transfer of data or documents that has reached their
maximum lifespan on the system to another location (e.g. warehouses for paper
documents or offline storage devices for electronic data). When the documents
are archived, they can no longer be accessed online or cannot be retrieved as
easily.

Readability refers to the security of data from fires, floods or natural disasters
and the assurance that these data can still be retrievable and usable after such
events.

Distribution refers to how the documents are dispersed through the system
and how much cost it takes for this dissemination and access.

Workflow refers to how data are transferred from one person to another and
how they could access these documents in such a way that there is a hierarchy
of flow of access.
 Creation refers to the number of people and collaboration logistics of how the
system will be made and tailored for the needs of the company. Authorized
people should be able to retrieve and edit documents whenever needed and not
allow others to access such document while it is being edited.

Authentication or approval refers to how the document in the system can

pass standards for originality when these documents are submitted to private or
government industries. It refers to the integrity of the documents being filed in the
system that these documents are not tampered in any way.