DOCUMENTATION MANAGEMENT

DDMS Technologies is well experienced in structuring and maintaining small and complex Documentation/Data/Records management systems.

    		• Classify, Distribute, Archive, Locate, Store and Catalog documentation
    		• Setup computerized catalog databases for easy access and retrieval
    		• Survey users to determine their needs and preferences

    Through the incorporation of recognized documentation procedures such as:

    		•  Quality System implementation and maintenance;
    		• Design Control;
    		• Document and Data Control;
    		• Corrective and Preventive Actions;
    		• Control of Quality Records; and
    		• Training

    DDMS professionals can structure an appropriate customized cost-effective plan for your specific Intelligent Documentation Management Systems (IDMS) needs that may also require the following:

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    Advanced imaging

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    Critical Document/Records/Data management

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    Workflow technologies

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    Work process management

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    Work process automation

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    Document conversion

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    Knowledge, Data and document capture

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    Correspondence tracking

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    Electronic data distribution

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    Archival / retrieval Services

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    Action tracking

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    Process improvement

     

    Systems Options

    Option I
    Hard Copy Documentation Organizational Process and Filing Systems

    		• Establishment of zneeds and requirements of users
    		• Categorization of documents based on programs and projects of each organization
    		• Transfer of documentation according to projects for easy accessibility
    		• Incorporation of changes and updates to the documents
    The benefits will be:
    - Cut down of duplication
    - Copying
    - Streamlining the distribution

    The Architecture of Document/Record/Data System Management



    Technical Information



    Option II
    Taking the Necessary Steps to Arrive at a Systematic Solution

    		•  Provide Client Alternative Options for Supporting Documentation Services
    • Implement an over-the-counter software system as lowest cost and/or initial steps to provide total solutions as required
    • Installation of scanning/digitizing and imaging equipment as may be required
    • Provide online information management system in either Intranet and/or Internet setting
    		• Identify Needed Functionality of Electronic Records
    		• Emphasis on Linking Project/Program related Documents for the Clients
    		• Internal and External Records communication

    Functional Requirements for Electronic Records Management and Preservations

    		•  Records Capture - Supports the Business Processes and Meets Records Management Requirements
    		• Records Maintenance and Accessibility - Electronic Records are Maintained to be Accessible/Retrievable and Retain Their Integrity
    		• System Reliability - Implements in Accordance with the organizational Safety, Quality, and Security Compliance

    Scanning/Digitizing Documents

    Scanning/Digitizing is a process to convert paper-based data into an electronic server-based repository that is immediately accessible, retrievable and searchable

    		• From Scanning/Digitizing machines or/and copiers, documents are scanned/digitized/indexed directly into the folders
    		• Key fields (indexes) are created to link to image files, using the methods of data processing, data categorizing, data repairing and data entry
    		• After documents are scanned/digitized, image files can be in one of these formats: text file (.txt), document file (.doc), graphical file (.jpeg/.gif), or acrobat file (.pdf), depending upon current systems of organizations