Data Center Operation
Document Management Systems
Virtualization
Web Development
Overview
Fairway Document Management System is a web-based application that helps the storage and management of documents used in a company easily and effectively. Currently, in most companies, Network Sharing Folders and external media such as CD, DVD and USB Memory are used mostly for documents transfer and storage. The DMS is primarily focused to solve the inconveniences occurred while managing electronic documents using the above ways. The main inconveniences are as follows.
- Delay when sharing electronic documents
- Lack of records to track down the history of documents
- Lack of security and easy duplication
- Delay in retrieving documents and bad organization
- Unnecessary losses of documents due to several electronic issues
Features
The Fairway DMS not only solves the above problems associating with electronic documents but also includes a number of features that will help facilitate the document-based operations on a daily basis.
Space Based Authentication
This feature is to enforce the security of the documents.
- The public workspaces in which the documents can be accessed and changed by everyone
- The regular workspaces in which the documents can be accessed by others but cannot be changed except allowed members
- The private workspaces in which the documents that are neither accessed nor changed by others except allowed members
In this way, we can give permissions on workspaces and keeps the documents secure.
Check In/ Check Out Control
The record on who checked out the document and made changes in the document is also an important feature in Document Management System
- A member who wants to change the document needs to checkout first by submitting a comment.
- When finish updating the document, the member need to checkin by giving a comment.
- While someone checked out a document, no one can make changes on the document.
In this way, we can prevent changing the same document by more than one member.
Version Control
This feature is basically to prevent the accidental changes on a document.
- The DMS will record all the information about changes on a specific document.
- If necessary, we can undo to the previous version when we haven’t made any changes.
Collaboration
The DMS also includes a feature to discuss about a particular document.
- Members can submit instructions and discussions easily.
- The discussions can be referenced any time easily and they are right under the particular document.
In this way, we can improve the workflow of the orgaization and reduce mistakes due to communication problems.
Workflow Management And Document Approval
This feature is to set the distribution of documents automatically and upon approval according to the organization requirements.
- The application will distribute the documents automatically to the specified places by adding the documents into the specified folder.
- The documents which need to be approved by a particular person can be set to distribute only when the document has been approved.
- The places where the documents will be distributed can be set.
- The places where the documents are rejected can also be set.
This feature will help the circulation of documents and operations of the organization more effective.
Document Meta Keyword
Meta Keywords can be used to organize the documents in a logical way and effective retrieval.
- Keywords can be set for each document.
- Documents can be searched with the keywords.
With the above main features, the application includes many other features including archiving documents, locking private documents, specifying the members’ responsibilities and many other functions associating with document management.