Electronic Document Management System

Easy and fast access to information is the key point of document management. This project task was to develop the document management system for a big enterprise. Its main aim is to raise document management effectiveness, speed of processing and information accessibility with high security and collaboration level. As a result we have developed an enterprise document management system (EDMS) with users and user groups’ management, security and access permissions, work areas (libraries), versioning and many other useful options of the document creation, editing and control.

  • Technologies and platforms: SharePoint Office Server, C#, SharePoint COM, Ajax, jQuery, XML, XSLT
  • Effort: 220 man-months
  • Duration: 9 years
Documents list interface Documents management interface

Our NET developers have developed the document management system for our customer from Denmark that offers a rich functionality for document capturing, processing and storing.

All documents added into the EDMS are registered with the help of “online forms”, which extract data from the document and its attributes to be used for various manipulation purposes in future (editing, versioning, search, etc.). This helps to make document management faster.

Upon registration into the system, each document is scanned and indexed using such information as ID, Author, Date and other values that will make the document search and access correct for the organizational needs throughout document lifecycle. Note that system scans the whole document text to make a key list for future search for information and other manipulations. Workflow automation is the key in time-saving efforts.

Indexing contributes to the data storing and organization of the documents repository using document information like document type, author name, due date for the document deletion. A well-organized document database helps the user search for documents. Other ways of documents organization include using folders, tags, stack types, etc.

Enterprise document management system has the versioning system with the following options:

  • Audit trails and document tracking of edits and changes to documents
  • Version Comments
  • Version View History (view log)
  • Review and approval history of each version of a document
  • Access to all prior versions of a document and rollback to previous versions

The following document processing options are available:

  • The documents can be assigned, routed, activated, and managed through system-controlled rules that mirror business operations and decision processes.
  • The EDMS workflow tools automate processes: sending a document to a specific user, populating a field, adding a tag, sending an e-mail. You can setup a schedule for certain manipulations.
  • The system reports the history of documents and workflow (each access to an item, check-in, and check-out of a document, any changes to permissions and settings, the time of deletion and person who does manipulations).
  • It is possible to scan a document with butches using special sheet separator to determine document breaks and decrease the time needed to stop and start the scanning process.
  • In the EDMS, the collaboration allows documents to be retrieved and worked on by an authorized user. The workspace allows multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document is viewable in its final shape while also storing the markups done by each individual user during the collaboration session.

All documents are stored in the repository which may include many libraries. The EDMS provides automated deletion and/or archival functions of documents that have expired based on some user defined criteria. The EDMS provides the reports on document flow statistics with the help of metadata based reporting option.

Document management system security and authentication control include the following features:

  • Supports logging of login and access information
  • Users can be authenticated from Active Directory or Form Based Authentication
  • AD or FBA users and groups can be imported and synchronized
  • Role-based security
  • Users and user groups are subject to individual security permissions for folders and documents
  • Security Inheritance for folders and documents
  • Conflicting rights are resolved based on standard SP Security rules.

TESTIMONIALS

Bjarne Mortensen, СEO at ElearningForce International (United States, Denmark) :
We have been working for over 10 years and they have become our long-term technology partner. Any software development, programming, or design needs we have had, Belitsoft company has always been able to handle this for us.
Eddie Nicholas, Service Delivery Director at Crimson (United Kingdom) :
They use their knowledge and skills to program the product, and then completed a series of quality assurance tests. We were working in an agile way with them. Belitsoft performed very well throughout our project. We are definitely looking at Belitsoft as a long-term partner.
Adrienne Herd, Program Administrator at UC Berkeley (United States) :
I highly recommend Belitsoft for website design and development. We were up against a tight deadline to launch the project. The work was delivered on time and within budget! I will continue working with Belitsoft as a valued partner for our web development!
Kevin M. Rice, Main Partner at Hathway Tech (United States) :
We have worked with Belitsoft team over the past few years on projects involving much customized programming work. They are knowledgeable and are able to complete tasks on schedule, meeting our technical requirements. We would recommend them to anyone who is in need of custom programming work.
Darlene Liebman, Co-Founder at HOWCAST MEDIA (United States) :
Belitsoft company is able to make changes instantly. One of our internal engineers has commented about how clean their code is. Belitsoft seems to know what they're doing, which I appreciate.
Renè Reiners, Deputy Head of Division at Fraunhofer FIT (Germany) :
It was a great pleasure working with Belitsoft software development company. New requirements and adjustments were implemented fast and precisely. We can recommend Belitsoft and are looking forward to start a follow-up project.
Martin Beijer, CEO at Ticken B.V. (Netherlands) :
I expected and demanded a lot of you at Belitsoft company, but you exceeded my expectations. You acted pro-actively, challenged me at the right moments. Thanks!
Pete Johnson, CEO at Apollo Matrix (United States) :
Belitsoft company has been able to provide senior developers with the skills to support back end, native mobile and web applications. We continue today to augment our existing staff with great developers from Belitsoft.
Bo Sejer Frandsen, Managing Director at Key2Know A/S in 2012 (Denmark) :
Belitsoft company delivered dedicated development team for our products and technical specialists for our clients time to time custom development needs. We highly recommend that you use this company if you want the same benefits.
Nicolas Tierney, COO at Regenerative Medicine LLC (United States) :
We approached BelITsoft with a concept, and they were able to convert it into a multi-platform software solution. Their team members are skilled, agile and attached to their work, all of which paid dividends as our software grew in complexity.
Guy Doron, CEO at Moblers (Israel) :
Having worked with Belitsoft as a service provider, I must say that I'm very pleased with the company's policy. Belitsoft guarantees first-class service through efficient management, great expertise, and a systematic approach to business.. I would strongly recommend Belitsoft's services to anyone wanting to get the right IT products in the right place at the right time.
Ivo Downes, Director at ShowCast Limited (Germany) :
If you are looking for a true partnership Belitsoft company might be the best choice for you. They have proven to be most reliable, polite and professional. The team managed to adapt to changing requirements and to provide me with best solutions. I strongly recommend Belisoft.

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