Electronic document management and workflow systems allow users to collaborate on files and documents without the need for paper storage. It’s essential for the efficiency and reliability of business and engineering processes. Over the years, these tools have become increasingly more powerful and useful for organizations across almost every industry. While many organizations judge the competency of their software based on the features it provides, the true power of a system can be found in the software’s settings - or system configuration.
What is system configuration?
System configuration allows application administrators to define strict parameters under which a document management system operates. It provides the software with a set of instructions that control where, when, why, and how documents are handled and stored within the system. Additionally, it lets admins set permissions at the group, project, file, user, or metadata level, while providing managers with tight control over files, documents, and system security. (Configurability is different than system customization which requires programing by users or the software provider. Configurability allows users and administrators to tailor the system to their needs through simple choices of system parameters.)
With a highly controlled system, employees are obligated to abide by this set of rules and procedures, not simply because they are told to, but because it is what the system allows. This takes the burden of security away from managers and document controllers by automating what would normally be a menial and time-consuming process.
Further Reading: What is a Document Management System?
So why is this important for my business?
With the growing number of electronic files and documents used in daily operations, document management systems have become a necessity for most organizations. While many of these groups have taken steps in the right direction, we’ve found that much of what people are using now are “bare-bones” systems.
“Bare-bones” systems are document control software that host similar features but lack the configurability of more advanced document management systems. At a glance, it may appear as if the two systems are alike, however, there is a huge difference in the efficiency and security they provide. While some end-users may struggle to spot differences between these two types of systems, document controllers and IT administrators are often quick to become aware of the inferior system’s substandard capabilities.
Users typically interact with document control systems differently, depending on their title, role, location, and department. While it makes sense for some users to have access to RFI (Request For Information) or transmittal information, it doesn’t make sense for all. Not only is inclusive access unnecessary, but it also poses significant security risks for those dealing with proprietary documents. NIST offers the premise of “least privilege” where users only have access to information that is essential to their job.
It is important to have a system that works for YOUR business, and since no two companies are alike, you can’t just use any old system. ImageSite, eQuorum’s workflow and document management solution, is highly configurable and enables administrators to control system access by assigning specific security profiles to users, projects, files, and metadata based on the needs of their organization. Furthermore, they can custom tailor UI profiles to display information pertinent to projects and tasks assigned to each user. It doesn’t end here, though...
ImageSite can automatically move files to specific locations and create and populate custom metadata fields, such as changing status fields to approved or rejected, as files are added to or changed in the system. Propagation rules can be created at the global or project level, ensuring documents can be searched by the user’s desired criteria.
Configurability can make or break a document management system. More and more people are using document management systems than ever before, so if you’re working in document control, it is important to stay up-to-date on what works and what doesn’t. System configuration doesn’t mean changing the color or design, but actually the functionality of the system, which is why ImageSite is designed with the needs of document controllers and IT departments in mind.
If you made it this far, then you’re likely in the market for a new document management system, which is why we would like to encourage you to check out ImageSite. Don’t just take it from this blog. See it for yourself by scheduling a demo, or free trial at www.equorum.com/contact-us/.