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Standard - DMS Features

Doküman Yönetimi Sisteminin Standart Özellikler

DYS yazılımları bir çok modülden oluştuklarından dolayı, DYS üreticilerinden bazıları ürünlerini modül modül müşterilerinin önerirken, bazı üreticiler ise komple bir sistem olarak ürünlerini müşterilerine sunmaktadır. Bu tartışmalı bir konudur. DYS uzmanı olarak DYS’ nin birbiri ile entegre çalışan modüller bütünü olduğunu düşünmekteyim. Tek başına çalışan modül başlı başına bir yazlımdır. Faks Yönetimi, Arşiv Yönetimi, Email yönetimi gibi. Sitemizde ki bu yazımızda Döküman Yönetimi Sisteminin Standart Özelliklerini anlatmaya çalıştık. Ayrıntılı bilgi için linkleri kullanınız.

Standard Features of the Document Management Software 


Document Management Software should have all the essential features you need right "out of the box". Why pay extra for everything? This section of the website briefly describes some of the standard features of the document management software and includes links to even more information.


Standard Features of the Document Management System

The document management system delivers essential, document, record and workflow management. The following are some of the many standard features in the software:


•Web Access - Work Remotely. The document management software can be accessed from anywhere in the world via the web interface. Multiple browsers are supported and all functionality is available including system administration and library administration. Web Access

•Search - Find what you need using Full-text and Metadata Based search. The document management software allows users to save simple or advanced search queries as Saved Searches. Full Text Document Search

Microsoft Office Integration - Tight integration with Microsoft Office is provided that gives direct access from the document management software to: Word, Excel, Outlook, PowerPoint and Visio. Office Integration

•Records Management Software - Manage both short and long term working and archived documents. Advanced Record retention and disposition policies for both electronic and paper based records are standard in the document management software. Document, data and usage history is fully captured to stay in compliance. Records Management

•e-Forms – The values in the content controls of a Microsoft Word e-form can be automatically extracted into the metadata fields when the e-Form is added to the document management system. e-Form Metadata Extraction

•Calendar – Differentiate your daily tasks and become more proficient at accomplishing your document management goals using the Calendar. Calendar

•Document Version Control - Document version control software provides: check in / checkout ability preventing documents from being overwritten or deleted as documents are updated by more than one party. All versions of a document are maintained by the document management software. Version Control

•Document Scanning and Imaging - The document management software ships with scanning software that support over 300 different scanners types to allow organizations to “Go paperless”. Basic and advances 3rd party scanning software is supported for both simple and complex document scanning operations. Document Scanning and Imaging

Check Documents Out / Check Documents In - Users are able to check in and check out documents from the document management software from within Microsoft Office applications, using the Desktop Application or from anywhere in the world using the web interface.

•Document “Tagging” or Metadata Capture - Capturing metadata (key data about the document) is the key to successful search and document organization. The software has easy to use controlled document tagging ensuring documents are classified. Many metadata capture functions are automated. Document Tagging or Metadata Capture

•Virtual Folders - The Virtual Folders feature in the document management software allows limitless aggregation of documents throughout the library into personal "views". A Project Manager might have a virtual folder containing project documentation, project legal contract documents, invoices, design documentation and emails even though each document is stored in different locations of the library. Virtual Folders

Document Linking - Document to document linking builds parent or child relationships between documents and allows users to link and organize documents in logical groups. Linking provides the ability to create document shortcuts to documents frequently needed. Document Linking

•Optical Character Recognition (OCR) and Indexing - Using the scanning software that ships with the document management software users can convert the text on typed paper documents into editable and searchable information. Optical Character Recognition and Indexing

•Matter Centric Filing (Auto Tagging) - This feature is commonly used in the legal industry. By simply dragging a document into a folder searchable meta data or "tags” associated with the same subject matter are automatically added. Matter Centric Filing

•User Roles and Security - The document management software ships with a choice out of 11 different user security roles ranging from “read only” to “System Administration” to provide an appropriate level of user access permissions for workers at all levels. Users see only documents that administrators want them to see. User Roles

•Watched Folders - The software can be configured so that documents (i.e. e-mail) can be sent to watched folders and then automatically be moved into the filing hierarchy. Watched folders move documents electronically into the library from local or network folders. Watched Folders

•Ease of Use - The document management software’s filing structure mirrors the physical office filing environment. Document cabinets contain drawers that contain folder groups and or folders that contain documents. This familiar document filing approach ensures that users can easily browse for documents in a logical and efficient fashion. Familiar Friendly Interface

•User Audit Logging and Tracking - The software tracks and records every user activity to ensure a complete audit trail of document activity in the software. This document auditing capability ensures compliance and protects intellectual property. Audit Logging and Tracking

•Alerts Reminders and Notifications Calendar - Get automatic alerts and reminders of needed document activity such as contract renewals or scheduled maintenance tasks all in a well organized calendar. Alerts Reminders and Notifications

•Document Subscriptions - The document management software allows users to subscribe to and to be notified of edits to documents or changes to folders they have subscribed to. When an existing document is updated or a document is added to a folder, the user receives email notification that the change has occurred, who has changed it, and receives a secure link to directly access the document. Document Subscriptions

•Document naming Standards - The software can automatically create document names to enforce adherence to document or record naming conventions. Document Naming Standards

•Web Services API - A well documented Web Services API allows direct integration with 3rd party applications and flexible integration with existing back office systems. These web services are available to third parties to provide easy integration with other enterprise solutions and productivity applications. Web Services API

•URL Support - Provides the ability to send a secured link to a document, rather than emailing the document and cluttering up the mail inbox. This link can then be clicked on to launch the Web Client or Desktop Client to work on the document in a few seconds. URL Support

•Document Numbering - This feature provides for the automatic application of document control numbers to documents. Document Numbering

•Reporting and document Compliance - The document management software comes with many built in reports to give administrators information about the usage of documents and users. Reporting

•TSE 13298 Compliance – PORDOC 12 is TS 13298 (Elektronik Belge yönetim standartı) compliant. The Turkish Government requires compliance in order to meet security and interoperability standards. TS 13298
To learn more about the document management software features contact

Beyaz Bilgisayar Danışmanlık Hizmetleri Ltd. Şti.
Burhaniye Mah. Doğu Karadeniz Cad. Selvili Evler No:26 / E (Villa 5)
Beylerbeyi / Üsküdar / İSTANBUL
T : (0216) 557 72 72    F : (0216) 422 22 90    beyaz@beyaz.net
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