DMS Specifications Assignment
DMS Specifications Assignment
In your DRM Environment Report, you described the organization/department that is the focus of your project work in EDRMS. In this assignment, you will consider the requirements of a document management system that would support your DRM environment.
As before, you may need to do some basic research to adequately describe a DMS for your selected environment. Making reasonable assumptions as to system requirements is perfectly fine – many requirements, such as version control, are standard elements. I am focused on how well you understand the principles and components of document management.
Overview
You will list 10 system requirements related to document creation, access, management, destruction, etc. that are applicable to your electronic DRM environment. In a real-world situation, you also would need a policy for managing any physical documents and files, as well.
Focus
This should have been addressed when you created your DRM Environment Report, but be sure the focus of your EDMS design is on document management and that you are using specifications for an electronic system. You are considering the management of documents – not customer service issues, inventory, etc.
Example How-To
The focus of system specifications is NOT on a particular document type or task. However, that document or task can be what drives the need for the specification(s).
Here’s an example: Say in your environment, patient medical forms are filled out by hand.
Based on this document and task, you could determine specifications like this: The system needs a way to digitize paper, pictures, etc. It also needs a way for the staff to transfer (type in) that information into the patient’s account profile. If the medical office uses a proprietary patient management software, the system would need to interface with that system in order to access and manage those documents.
So, specifications might be:
It needs a scanner capable of scanning in color at 300 dpi and at 11×17 inches.
It needs to interface with both Windows and Mac computers an allow manual input and document creation.
The system needs to interface with Patient Management Source software.
Boom. There are 3 specifications from just one task/document. I also would strongly suggest including a specification that covers the types of file formats the system needs to be able to manage/create/view, as well. That makes 4 specifications right there. (See other examples in DMS Functionalities below.)
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