A system that stores, manages and tracks electronic documents and electronic images of paper based information captured through the use of a document scanner.

Scanning

Document scanning is performed via the client-server module of the DMS. The system supports any brand of scanner as long as the accompanying device drivers and softwares are installed in the scanning workstation. The system supports popular image file formats like tiff, multi-tiff, jpeg and bmp.

Document Viewing

Viewing of documents could be done via client-server and web clients. Only authorized user groups can view images from the DMS. Each group is limited to the types of documents they are allowed to view. A system administrator is responsible for assigning document access rights to each user group registered in the system.

Work Flow

Alerts and notifications will be incorporated in the DMS. All processing groups will be alerted by the system on how many documents are waiting for immediate action. Likewise, users may provide additional information/notes to each document to aid succeeding processing groups. To deter other users from attaching non-matching document images to certain document titles, each processing group needs to perform image approval on the images the group is currently handling before passing them on to the next group. This way, no fake images can be attached and saved in the DMS.

Reports

DMS will maintain document list templates per group. Users would be able to determine lacking documents via exception reports.

Indexing

Indexing is performed in the client-server module of the DMS. It employs four levels of indices. Documents can be arranged in the following levels:
1. Customer ID
2. Paying Address
3. Account / Service No.
4. Document Title
As an added search parameter, a user can attach a short description to each document during indexing. This description can be used to search for specific documents desired for viewing.

Audit Trail

The DMS is equipped with an audit trail of all action performed by logged-in users. The audit trails will aid management during resolution of problems encountered in the system.

Back Up

It is recommended that old records are purged from the active database to maintain system performance. The DMS can perform a backup in two ways:
1. Transfer all inactive (Ex. 3 yrs. old) records to historical database fro backup.
2. Save historical records to external media like CD, DVD, HDD manually.