Document Management System Lesson 1: Document Management
Document Management System Lesson 1: Document Management
Document Management System Lesson 1: Document Management
INTRODUCTION:
This lesson will introduce the definition of Document Management System and why it is
effective.It explains the advantages and who will benefit the data. As well as who are
likely to use it.
ABSTRACTION:
Document Management System (DMS)
Improved Security
Administrative control The DMS allows introducing changes to the system only to
the authorised users. Only those with valid password and login can retrieve
information from the documents what makes the system a secured place for
confidential and fragile data.
Disaster recovery All files are scanned, stored and backed-up in the electronic
version what protects them from physical damage.
Cost-effectiveness
Reduced document storage costs In DMS, all the documents are stored in the
form of electronic files on a server. This format eliminates the maintenance cost
of cupboard archives.
Improved Workflow
ADVANTAGES
Organizations:
1. Enforced by law to store official documentation on their activity.
The use of a reliable DMS in the telecom sector helps dealing with all sorts of
documentation relevant to contracts and applications. The system provides an
easy access to application forms for packages and subscriptions and serves as a
document archive. Therefore, it improves customer service and the workflow of
telecom company’s employees.
DMS in Manufacturing
DMS in Healthcare
DMS in Transportation
DMS in Education
APPLICATION:
1. What is DMS?
2. Give atleast 3 reasons why it is effective and its explanation
3. Give me atleast 5 on what will be the benefits of DMS?
4. Give me atleast 5 sectors who are likely to use the DMS
5. What is insurance sector
6. Explain DMS in Government Sector
Lesson 2: CONTENT MANAGEMENT SYSTEM
INTRODUCTION:
This lesson will introduce the definition of Content Management System and
its importance. It explains different approaches to data integration, as well as
its processes.
ABSTRACTION:
WHAT IS CONTENT MANAGEMENT SYSTEM (CMS)?
CMS is a system used to manage content on a web site.
It covers complete life cycle of pages on web site.
Content can be anything..!!
It requires almost no technical skill or knowledge .
It keeps the track of every piece of content on our website.
A content management system is a computer application that allows publishing,
editing and modifying content, organizing, deleting as well as maintenance from
a central interface.
CMSs have been available since the late 1990s.
CMSs are often used to run websites containing blogs, news, and shopping.
Content Creation
Aim:
Simplify the processes of placing content on the web and obtaining approval to do so
Use templates to capture the content and to present it
Use workflow to simplify the upload, approve and publish processes
Embed Teamsite buttons in standard Microsoft applications if required
Processes
Aim:
Implement approval workflows and enable security such that only approved persons
can publish to sites that are of importance to Monash
Metadata
Aims:
Implement automated gathering of metadata with the ability of the authors and
editors to correct if necessary
Appropriately store and manage metadata
Provide metadata to the search engine
Quality
Aim: Improve the quality of Monash web sites
The implementation of standards across presentation, metadata, governance,
and navigation will enhance quality
Ease of use will remove some of the barriers to quality
The dimensions of quality in this instance are accuracy, availability,
discoverability, relevance, and timeliness of information
Platforms/Environment
Continue to support a diverse array of existing technology platforms
Consolidate the current technology environment wherever possible
Aims:
Implement processes that automate the capture of content from a variety of
editing tools and simplify the presentation of that content
Enable the embedding of sophisticated content on web pages without requiring
sophisticated web presentation skills from the author
Quality – Actions
Accuracy: Enable an approval process to confirm the accuracy of the information
Availability: Ensure that the information is published, backed up, versioned, and
restorable through automated Teamsite processes
Discoverability: Ensure that the information can be located through effective use
of metadata driven searches
Relevance: Enable a process to ensure relevance through the use of approval
processes
Timeliness of information: Simplify and automate the publication of web site
information and enable removal of information through the use of automated
“sunset” processes.
Capabilities of a CMS
● Automated templates
● Access control
● Scalable expansion
● Easily editable content
● Scalable feature sets
● Web standards upgrades
● Collaboration
● Delegation
● Document management
● Workflow management
● Content virtualization
● Content syndication
● Multilingual
● Versioning
Advantages
Low cost
Easy customization
Easy to use
Workflow management
Good For Search Engine Optimization
Disadvantages
● Cost of implementations
● Cost of maintenance
● Latency issues
● Tool mixing
● Security
Some Popular CMS
● WordPress was the most popular content management system before 2014.
● Textpattern is one of the first open source CMS.
● Joomla! is a popular content management system.
● Drupal is the third most used CMS and originated before WordPress and Joomla.
● ExpressionEngine is in the top 5 most used CMSs. It is a commercial CMS
● MediaWiki powers Wikipedia and related projects.
● Magnolia CMS.
● Cascade Server is popular among universities and enterprise scale
organizations.
● eXo Platform Open Source Social CMS.
● Liferay Open Source Portal WCMS.
APPLICATION:
1. What is Content management System
2. Name SOME 5 popular CMS.
3. Give 2 Capabilities of a CMS.
4. Give some quality and action about CMS
5. WHAT ARE THE MAIN FEATURE OF CMS
6. WHAT IS WEB CMS?
REFERENCES:
eFileCabinet (2021). What is a Document Management System?
https://www.efilecabinet.com/what-is-a-document-management-system/
Prepared by:
Jessalyn Mae Diaz
Jephanie Anne Abos
Jeam Dalman