Document Management Systems and Their Importance to Companies

Topics: Project management, Information science, Customer relationship management Pages: 11 (1987 words) Published: June 20, 2013
DOCUMENT MANAGEMENT SYSTEM

Submitted by:
Galima, Isabelo III
Gonzales, Ralph Matthew
Miranda, Kristine Joy
BSIT

Submitted to:
Mr. Jiovanney Bustamante
April 15, 2013

TABLE OF CONTENTS

I. OVERVIEW
a. Statement of the Problem………………………………………………………………3 b. Project Purpose, Objectives and Success Criteria………………………………….3 c. Assumptions and Constraints………………………………………………………….4 d. Definition and Acronyms………………………………………………………………..5 e. Evolution of Plan…………………………………………………………………………5 II. Project Organization

f. Stakeholders……………………………………………………………………………..6 g. Roles and Responsibilities…………………………………………………….………..6 III. Feasibility
h. Economic…………………………………………………………………………………7 i. Technical…………………………………………………………………………………7 j. Operational…………………………………………………………………………….…7 k. Recommendation………………………………………………………………….…….8 IV. Analysis

l. Narrative Description of Current Process / System………………………….……….9 m. Narrative Description of Proposed Process / System……………………………….9 n. Scopes and Limitations………………………………………………………...............9 o. Proposed Development Methodology………………………………………………….10 p. Requirements Consideration………………………………………………………….…10 q. Development Constraints………………………………………………………………..10 V. Design

r. Current Process / System Models………………………………………………..…...11 s. Proposed Process / System Models………………………………………………….12 t. Design Considerations………………………………………………………..……..….13 VI. Appendices

u. WBS (Work Breakdown Structure)……………………………………………..….….14 v. Cost Estimates……………………………………………………………………..……14 w. Gantt Chart for WBS………………………………………………………………..…..15 x. Other Supporting Documents……………………………………………………..…...15

I. OVERVIEW

a. Statement of the Problem

Document management has been one of the concerns of the companies today. Documents hold vital information about the companies and should be handlzed with utmost care. We at KLR industries provide a system for those companies that need a system that will handle their documents with great importance.

With this, the following problems were made:

• Unorganized documents and other files needed in daily operations and other purposes.

• Slow access of files.

• Lack of security of files because of lack of restrictions.

b. Project Purpose, Objectives and Success Criteria

* Purpose
The main purpose of this project is to fulfill the requirements needed for the finals of Systems Analysis and Design. Another purpose is to create a system that would help companies manage their documents by proper organization and ensuring that each documents is secured.

* Objectives
* To create a system that would handle the documents of the client or company. * To enforce security measures such as privileges and password securities to ensure the safety and privacy of the documents. * To organize each document into categories according to the clients/company’s needs. * Faster retrieval of documents when it is needed.

* Success Criteria
Upon implementation of the system, it is expected that the document management of our clients would improve. Also, the productivity of their employees and staffs are expected to increase. By implementing this system, we expect that our client would save time and money in handling their documents.

c. Assumption and Constraints
The proposed system should be as flexible as possible but should also be concerned of considering some limitations and setting some borders in the things that the group inspires to do in improving the school’s process. As accordance to the conditions agreed upon the KLR Industries, the proposed system should only be covering the client-management relationship system and will not consider the issues that will go or gone beyond that. The said system is possible in expansions by...
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