Whether integrated into a company intranet system or as a
stand alone project repository, document management systems
are the ideal way to share information and documentation
with stakeholders.
A document management system allows authors to share
their documents with a wider group over a secure network.
Typically most companies store documents on a file server or
shared drive on their computer network. The drawbacks of
this are;
- Authors often aren't disciplined enough to put
documents in the correct location.
- Some users cannot access certain drives and cannot see
public documents.
- Vice versa some documents should only be shared with
certain individuals.
- Multiple uncontrolled versions are prevalent in the
organisation.
- Documents are difficult to search for.
Using a web browser-based system, and its inherent
technologies an interface can be provided that is accessible
to many users both within and outside the organisation. The
navigation menus can be tailored for individual audiences
with access restricted only to certain individuals. Web
browser technology usually means that there is no extra
additional software required. The familiar user interface of
the web browser makes training a "non issue".
