Makerere University www.mak.ac.ug Document Management Systems Presented By: Mr. Mpirirwe Byanagwa Stephen Systems Administrator-DICTS Makerere University www.mak.ac.ug 2 Introduction Makerere University generally generates a lot of printed material from meetings, conferences, workshops, brainstorming sessions, interviews, bidding, PDU evaluations, teaching etc. However these documents can never be achieved safely and the space to store them is diminishing every day that passes by. Retrieving such a document from gazillion of documents is hell. This is one of the reasons DICTS is emphasizing the development and use of a standard electronic documents management system (EDMS) www.mak.ac.ug 3 Definitions A Document Management System is the organizational process of all documents from the creation to the storage or archiving and eventually to the destruction. An Electronic Document Management System (EDMS) stores electronic versions of all of your documents, usually scanned copies of your paper documents and documents which have been produced electronically. Documents are usually organized into a file/folder system which allows for the fast retrieval through browsing or indexing systems. www.mak.ac.ug 4 Standard Features 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Web access Search Records managements 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 .version control Document scanning and imaging Doc tagging & meta data capture Office integration Virtual folders Optical character recognitions & indexing Users roles & security User audit and tracking www.mak.ac.ug 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 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. Ease of use i.e. cabinet structure. Drag and drop/ Auto Tagging Document subscription Electronic forms Workflow Email integration Web services API Collaboration about creation and editing. Mobile support Schedules tasks or calendar software development kit 5 Examples of EDMS Open KM: http://www.openkm.com/en/ Alfresco : http://www.alfresco.com/ Knowledge tree: https://www.knowledgetree.com/ Nuxeo: http://www.nuxeo.com/en/products/document-management LogicalDoc: http://www.logicaldoc.com/ Xinco: http://www.xinco.org/ Kordil: http://www.kordil.net/ Open Docman: http://www.opendocman.com/ Content Management Systems (CMS) for examples drupala i.e. http://docs.mak.ac.ug www.mak.ac.ug 6 Docs features • • • • Web access Records capture and retrieval Auditing and tracking Virtual folder www.mak.ac.ug 7 Makerere University www.mak.ac.ug Q+A Thank you for listening