Benefits of a Document Management System

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DOCUMENT MANAGEMENT SYSTEM (DMS) MANUAL

Document Management System (DMS) Manual Version 1.6 – August 2009

Page 1 of 27 © Dept for Education & Child Development 2009

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TABLE OF CONTENTS
1. Introduction .............................................................................................................................................................................. 3 Who will use this manual....................................................................................................................................................... 3 Benefits of the DMS ................................................................................................................................................................ 3 2. 3. 4. 5. DMS Dos and Don’ts .............................................................................................................................................................. 4 DMS Quick Reference Guide ............................................................................................................................................... 5 DMS Checklist .......................................................................................................................................................................... 6 Setting Document Properties ............................................................................................................................................... 7 Set Document Properties in Microsoft Office Programs............................................................................................... 7 Set Document Properties in Adobe Acrobat ................................................................................................................... 8 Set Microsoft Office Programs to automatically prompt for Document Properties .............................................. 9 6. 7. 8. 9. 10. 11. Accessing the DMS ................................................................................................................................................................ 10 DMS Admin............................................................................................................................................................................. 10 Search for existing documents ........................................................................................................................................... 11 Add a document to the DMS.............................................................................................................................................. 12 Authorise a document .......................................................................................................................................................... 14 Edit a document ..................................................................................................................................................................... 15 Review a document ............................................................................................................................................................... 17 DMS Review Process Flowchart ........................................................................................................................................ 17 Locate the DMS document requiring review.................................................................................................................. 18 Update Document Details................................................................................................................................................... 18 Update the Document.......................................................................................................................................................... 19 12. 13. Delete a document...
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