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DMS and Compliance System

A Document Management System that provides structured storage for shared documents as well as view tracking and email broadcast facilities.

Description

One of our recent projects has involved developing a Document Management/Document Compliance system.

The system helps a Safety department ensure that staff are up to date with the latest procedures and regulations by giving it the ability to:

  • Upload documents and categorise them by content and audience
  • Quickly broadcast, via email, notification of revisions to documents
  • View management reports on which documents and staff members are compliant with the latest documentation
  • Provide a feedback mechanism for staff members to comment on document content.

A website, accessible via the staff intranet, can inform staff which documents they should read that are relevant to their job.

Summary of Administration Functionality

  • Easily upload and categorise documents. The system automatically organises documents into relevant underlying folders
  • Input or import contacts lists to provide system access
  • "Batch Categorisation" facility to quickly categorise lists of documents according to audience
  • Group emailing to broadcast document updates as well as personalised emails detailing document staff members should read. A flexible templating system ensures that it is easy to create any type of personalised group emails.

Technical Specification

ASP.Net Framework 2.0, MS SQL 2000

Screenshot of CMS application.
Click here to view larger image.

  • Integration with Active Directory to provide scheduled import/refresh of user information
  • Reports that give a snap shot of which documents have been seen by their intended audience and which staff members have seen all of the documents relevant to them
  • A comprehensive setup section giving the manager the ability to input their own categories, job titles and email formatting templates

Summary of Staff-Accessed Functionality

  • Personalisation - display of documents lists relavant to the staff member's job as specified in the administration section
  • Ability to comment on certain documents - this is useful when gathering views about draft documents

Benefits

  • 100% web-based - no software needs to be installed on client PC's
  • Templating system gives complete flexibilty of email body formats
  • System controls the underlying folder structure that mirrors the document categories

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