- Security control: This function controls which users have access to which information. Any system that you use must be able to protect not-public records as defined by the MGDPA.
- Addition, designation, and version control: The EDMS should allow users to add documents to the system and designate a document as an official government record. It should also automatically assign the correct version designation.
- Metadata capture and use: The EDMS should allow you to capture and use the metadata appropriate for your agency.
An electronic document management system (EDMS) is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization workflow. A basic EDMS should include document management, workflow, text retrieval, and imaging. An EDMS must be capable of providing secure access, maintaining the context, and executing disposition instructions for all records in the system.. EDMS is a collection of technologies that are used to create, capture, index, distribute, review, maintain,store, retrieve and dispose of information assets. Major components of EDMS include imaging, document management and workflow processing. EDMS eclipses the previous storage median of aperture cards both in return on investment and functionality. EDMS may be needed in enterprises that capture and store a large number of documents such as invoices, sales orders, photographs, phone interviews, or video newsclips. EDMS may be combined with or integrated into other applications. It may be combined with a workflow management approach. Capture may include document imaging and optical character recognition (OCR).
One should always look for an EDMS that provides:
Some of the EDMS providers::
|http://www.mayan-edms.com/||Of all the DMS out there, Mayan EDMS is the only one that really delivers a sensible and easy to work solution.|
|http://www.synergissoftware.com/||Synergy between your people, processes and information are the foundation to your organization success. Synergis Software develops document management and workflow solutions that enable you to effectively leverage business and design content across the enterprise to drive growth, mitigate risk and gain competitive advantage.|
|http://www.maxxvault.com/||MaxxVault provides electronic document management software (EDMS) solutions to small, medium and large companies in many vertical industries.The goal is to reduce costs by automating tasks and improving productivity.|
|http://www.openkm.com/||OpenKM is a web base document management application that uses standards and Open Source technologies. OpenKM provides full document management capabilities including version control and file history, metadata, scanning, workflow, search, and more.|
|http://www.docstar.com/||docSTAR allows you to store all of your files electronically in one place. The system has a lot to offer allowing you to very easily retrieve any file within the system (particularly client files).|
|http://www.mastercontrol.com/||The MasterControl quality and compliance system is a centralized, web-based platform that automates and strengthens individual processes critical to regulated companies and connects all of them for an integrated approach to compliance. With more than 30 compliance-centric tools available, our product suite offers an end-to-end solution that significantly improves efficiency and saves time and money.|