Document management system is the automated control of imaged and electronic documents, page images, spreadsheets, and voice and e-mail messages, word processing documents and other documents through their lifecycle within an organization, from initial creation to finally archiving or destruction.

Document management system consists of hardware and software that manage and archive electronic documents and also convert paper documents into electronic documents and then index and store them according to company policy. All DMSs have the capabilities so they can be identified and accessed like data in a database. These systems range from the ones designed support a small workgroup to fully web-enabled enterprise systems.

The major document management tools are workflow software, scanners, and databases. When workflows are digital, the productivity of the organization increases and the cost decreases. This makes green computing possible. The document management system makes it possible for the company’s all source of knowledge to be together and at one place including relevant email communication, scanned paper documents anything which can be stored as a file. The DMS starts from the time when any content the people inside organization creates. It should be easily accessible to everyone with proper authentication.

A company should start with data marts to minimize the investment or risk of a failure of a large information system and later should consolidate them into an enterprise-wide data warehouse. Now by consolidating data marts into a data warehouse helps drive better business decisions as well as save money. There are two other business benefits which can be achieved are compliance and going green.

Compliance –

Storing integrated data in an enterprise data warehouse makes it easier for the company to control which people can access and use sensitive financial data. In addition, an EDW can help a company to meet regulatory compliance requirements by providing increased accuracy in reporting financial results, data security, encryption of sensitive data, and disaster recovery planning. This provides a single, unified platform for data access, data cleansing, data analytics which is secure, reliable and highly scalable.

Going green –

There is a big impact to the environment if we have to maintain separate data marts. By consolidating power-hungry servers which are often underutilized reduces both electricity consumption and the amount of heat produced, which in turn reduces the amount of energy required for cooling the equipment. One of the benefits touted by green computing by hardware appliance vendors is to realize the leverage achieved by reducing server sizes. It is very important for an application like a data warehouse that has the potential to consume enormous resources. So by using the data warehouse, they can be clubbed into a cluster thus by reducing the power consumption and cost.

A portal is basically a web-based gateway to files, information, and knowledge on a network. Portals can include discussion boards, document sharing, and workspaces. Users can upload presentations or share documents with peers.

There are mainly four types of portals out of which we will cover three of them.

Corporate Portals – These are private gateways to corporate websites that enable communication, collaboration and access to company information. The corporate portal is the point of access through a web browser to critical business information located inside and outside of an organization. Companies deploy portals to support strategic business initiatives and use them as a tactical tool for managing enterprise applications.

Commercial Portal – A nice example of this type of portal is about.com or google directory or yahoo directory. They are commonly used as gateways to general information over the internet.

Publishing Portals – These are intended for communities with specific interests. These portals involve relatively little customization of content, but they provide extensive online search in a specific area and some interactive capabilities. Examples are zdnet.com and techweb.com.

Vertical Portals – These portals target specific markets. It usually offers industry news, event calendars, links related to sites and lists of vendors and businesses that offer products and services.

In IT business disaster can happen without warning. So business continuity plan is an important element in any security system. Such plan defines the method by which all the businesses can recover from a major disaster. Destruction of all of the computing facilities can cause significant damage. Therefore it becomes very difficult for many companies to obtain insurance coverage for their computers and in-house information systems without having a satisfactory disaster prevention and proper recovery plan.

Disaster recovery can be defined as the series of defined events connecting the business continuity plan for protection and for recovery. The following are some key thoughts about the process

The purpose of a business continuity plan is to have a business to run actively after a possible disaster. Each component in the business should have a proper and documented recovery capability plan.

Recovery planning is a part of asset protection in an organization. Every organization should define management’s responsibility to correctly identify and protect assets. Planning should focus primarily on the recovery from a total loss in case of an incident of all capabilities. Proof of capability usually involves some kind of what-if analysis that shows that the recovery plan is current. All critical applications must be identified and their recovery procedures are addressed in the plan. The plan should be written so that it will be effective in case of disaster, not just to satisfy auditors. The plan should be kept in a safe place. The plan should be audited regularly. Disaster recovery planning can be very complex and it usually takes several months to complete. Some organizations use special software to plan the details.

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