The library indexing system should create an environment in which a library administrator - responsible for organizing documents on behalf of the company - can quickly specify where documents are stored and can control the vocabulary used when categorizing the documents for later retrieval. The use of controlled vocabularies and managed thesaurus which are typically specific to the company that is using them - are essential for ensuring that files can be efficiently retrieved in the future.

The document search system should allow users to easily find the right documents by searching using indexing values based on a centrally controlled vocabulary of terms or free text searching against an index that has been created based on the text contained within the document. Searching via either means should make finding documents very easy and accurate with a limited number of zero or too many returns.

A good document management system will allow for the tight access control for different types of documents stored, and the locations in the document repository in which users and groups can access. To prevent documents from being accessed by outsiders they should be encrypted to ensure all access occurs via the paperless office software interface.

Electronic document management software typically includes a workflow model for certifying and electronically signing documents. Document workflows are usually created on an ad-hoc or with a template driven process. Workflow solutions can be implemented with autonomous clients which users mostly work with or as a background service that controlling the information and document flow, without requiring a front end client.

Document Capture

There are two ways in which documents are added to the document management software. Typically paper based documents can be quickly scanned and imported into the document management system in a inexpensive an easy manner. Users working with files that are already in electronic format will also add documents directly. The volume of documents captured depends on the working environment and can range from a handful of documents to thousands per day in high capture environments.

The electronic document management storage system provides long-term, secure and reliable storage for documents. The software must accommodate changes to documents as they proceed through their lifecycle, growing volumes of documents and the ability to carefully limit access of documents to specific users or groups.

While stored in the repository this includes managing the captured files as they go through their lifecycle is particularly key piece to any paperless office software. Multiple revisions of a document must be tracked with users needing the ability to rollback to previous versions as required. Check in and check out facilities are need to ensure consistency of documents and prevent overwrites from occurring

DMS enables the management of the documents within the company after these documents are created as electronic files through a software like Microsoft Word and Excel. The software ensures secure access to the most current documents and other electronic files created in any software application. Besides, it can also store the published documents with all of their compressed revisions in to its database. The software automates document control and change management processes and provides a secure electronic environment for change management. When any changes to documents and data occur, the organization should make the necessary changes on the media where the documents are stored. Features include revision control, electronic document approval and automatic document distribution. Business process information such as standard operating procedures and production information such as drawings and specifications can be viewed, approved and distributed in real-time.

It includes DMS Personal, Work, Document Schedules & Reminders, General office Schedules & Inter-department meeting scheduling.