Abstract:

This project entitled Food Reserve Agency (FRA) Document Automation system is a server-based application that client computers accesses in order to manage documents.

The server provides a facility for client computers to manipulate the internal documents that various departmental users make use of such letter, reports, photographs, images, etc.

A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents and reduce paper. Most of these DMS are capable of keeping a record of the various versions created and modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

In the case of our project, we procured a DMS from our Enterprise Resource Planning (ERP) company called Netone IT Ltd. The DMS is called the DocuVision.

It has the capabilities to create folders and various file types with varying attributes. This made our project easy and very reliable in terms of the solution provided to users. This was particularly very handy for our Registry department which receives and stores hard copy documents.

Keywords

1.           Electronic Document Management System (EDMS)

2.           Server based application

3.           Client computers

4.           document management system (DMS)

5.           computer programs

6.           digital documents

7.           content management systems

8.           Enterprise Resource Planning

9.           enterprise content management

10.       folders

11.       secure storage

12.       naming standards

13.       document ownership

14.       document revision control

15.       inactive files

References:

[1].   Life cycle document management systems for construction by N Forcada Matheu.

[2].   Document management system by Wikipedia.

[3].   Document management system by IT knowledge portal.

[4].   Electronic Document Management System by ucop.

[5].   Electronic Document Management System for Kırıkkale University by Mustafa Başıbüyük and Atilla Ergüzen.