What is a Document Management System?

1. A document management system allows users to login to a site and upload files to a remote location. The user can then access his files from anywhere in the world as long he has an internet connection.
   
2. It allows users to manage their files by creating folders and assigning permissions to various folders as well as searching for various files.

Our Document Management System:

1. An administrator adds the users he wishes to have added to the Document Management System.
2. The user is then issued a username and password that enables them to login to the Document Management System and manage their files.

Administrator Rights

An administrator has a seperate username and password that enables him access to the following:

• Add new users and specify their username and password
• Delete users from the Document Management System
• Add Users to groups
• Specify limitations on User Accounts ie (remove a user from a certain group)
• Size limitations on total size of documents uploaded should be setable or unlimited
• User rights should be read and or write
• Report on audit trail should be available, either per person, or per document. Choice of uploads only or downloads only or both

User Rights

• A user logs in to the Intranet system
• Users will be presented with their current 'Folders(categories)' and Files
• The user will then be able to add new 'Folders(categories)' or upload files to a specific Folder
• Users will be able to specify if the folders are to be made available to who or everyone using checkboxes. Drill down to people would be department and division then users
• Users can assign their 'Folders(Categories)' to specific groups. eg Financial Manager shares his folder with group permissions of 'accounts'. All users in group 'account' will have access to those files
• Users are able to delete Files and 'Folders(categories)' from their account or group
• A search feature will help search for names of files in the users account or any files in a shared group
• Moving of documents from one folder to another
• Creating their own groups
• Assigning rights to their folders to a group or departments or divisions or individuals
• Files are saved under department & division and then a category name
• Send a document while online to a email address(s)
• An audit trail of documentation viewing and uploading is kept
• Documents are not overwritten, but rather version controlled
• Multiple versions of a document are accessible
• Some documents can be marked as only updatable (or deletable) by document owner
• Delete option are available but it only marks the document as deleted, it does not actually delete it. You are then able to search through deleted documents.
• All documents have dates and time of when it was uploaded and by who
• Ability to sort the list of documents by date (desc/asc) or name (desc/asc)
• It is always clearly displayed which divisions / departments / categories / documents are read only or not available. They must see the document to know it is there. They have the ability to ask the document owner and system administrator for access.
• A list of people requesting access is displayed on a page, and users are able able to give them access
• There are categories in a department, but there are also categories that do not have any department or division