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<HTML><HEAD><TITLE>Chapter 27 -- How Document Management Systems Work</TITLE><META></HEAD><BODY TEXT="#000000" BGCOLOR="#FFFFFF" LINK="#0000EE" VLINK="#551A8B" ALINK="#CE2910"><H1><FONT SIZE=6 COLOR=#FF0000>Chapter 27</FONT></H1><H1><FONT SIZE=6 COLOR=#FF0000>How Document Management SystemsWork</FONT></H1><HR><P><CENTER><B><FONT SIZE=5><A NAME="CONTENTS">CONTENTS</A></FONT></B></CENTER><UL><LI><A HREF="#HowDocumentManagementSystemsWork">How Document Management Systems Work</A></UL><HR><P>What do most people in a corporation do most of their workingdays? Work on documents. Perhaps those documents are budgets inthe form of spreadsheets. They might be sales reports. They couldbe long-range projects. More likely than not, after people havefinished working on a document, they send it to someone else,who might make comments on it and send it back, or pass it alongto someone else. Paper trails grow.<P>Complex documents that require several people to work on them,and possibly others to sign off on them, create much larger problems.Think of a company newsletter. Several writers may contributearticles to it. Several editors may work on it. Artists and layoutartists work on it, and then it often has to go back to editorsto put the finishing touches on it. It may also require that otherpeople <I>not</I> involved with its production review it, makecomments on it, and send it back for yet another round of revisions,until everyone gives it their final approval.<P>That process is incredibly time-consuming and fraught with thepotential for many errors. There is a way, though, that an intranetcan help solve the problem: through the use of document managementsoftware. This is intranet-based software that allows groups ofpeople to work on documents together, and that creates a way forwork to flow to people, creating an audit trail.<P>Document management software allows intranet administrators tocreate systems that track documents through every aspect of theircreation. The administrators can set it up so that only one personat a time can check any individual document out of a library-andthey can also set it up so that only certain people are allowedto edit or read that document. They can give certain rights toread or work on documents to entire groups, or to single individuals.They can provide a "version history" of every documentso that anyone can see who has worked on it, and what changesthat person made. And they can give certain people the right to"lock" the document so that no further changes are allowedto be made. Some software even allows for review of older versionsof documents to help track these changes.<P>Many companies are working on intranet-based document managementsoftware. This kind of software has been around for some time.The intranet, however, has made this kind of software of greaterinterest.<P>Most software works, like much of any intranet, on a client/servermodel. The documents themselves are managed by special serversoftware. People access the documents and the system often throughstandard, off-the-shelf browser software such as the InternetExplorer or Netscape Navigator. When they check out documents,they can work on them on their own computer using their own software.But the heart of the system is the server software that allowsfor the tracking of every document.<H2><A NAME="HowDocumentManagementSystemsWork"><FONT SIZE=5 COLOR=#FF0000>How Document Management Systems Work</FONT></A></H2><P>Document management systems allow people on an intranet to workcooperatively on the same document. There are many different kindsof systems, but the best of them enforce workflow rules for whocan work on a document and when. For example, a document managementsystem would allow people to check documents into and out of librariesto work on; when the documents were checked out no one but theperson who checked it out could work on it. The illustration hereshows a general view of how a typical system might work.<OL><LI>The basis of a document management system is a central libraryof documents, where all the pertinent documents live. From here,people can check out or view any documents they're given the rightsto. This document library lives on an intranet server. The entiredocument management system can be built in HTML format, so thatno special client software is needed to run it-normal Web browserscan run it.<LI>When someone needs information about a particular document,they can view an HTML page about the document that gives datasuch as who created the document, how many revisions it has gonethrough, the last time the document was revised, and the sizeof the document.<LI>Different documents carry different kinds of permission rights.Some documents may allow only certain people to check them outand work on them, but allow everyone to view them. Other documentsmay let only certain people to view them.<LI>When someone checks out a document, other people are lockedfrom using it. This ensures that people can't overwrite each other'swork.<LI>After the work has been done, the document can be put backinto the library. Now someone else can work on the document. Thesystem can also lock the document after a certain point, so thatpeople would be able to view it, but not change it.<LI>Document management software is particularly powerful whenused in concert with workflow software, or when it has workflowfeatures. Workflow software allows intranet administrators todesign a process by which a document moves through various stepsuntil completion. For example, a newsletter may first have togo to a writer, then a designer, then an editor, and then a vicepresident. Workflow software moves the documents through the steps,creates an audit trail, and makes sure that only people with theproper rights can work on the documents at each step of the way.</OL><HR><CENTER><P><A HREF="ch26.htm"><IMG SRC="PC.GIF" BORDER=0 HEIGHT=88 WIDTH=140></A><A HREF="#CONTENTS"><IMG SRC="CC.GIF" BORDER=0 HEIGHT=88 WIDTH=140></A><A HREF="contents.htm"><IMG SRC="HB.GIF" BORDER=0 HEIGHT=88 WIDTH=140></A><A HREF="ch28.htm"><IMG SRC="NC.GIF" BORDER=0 HEIGHT=88 WIDTH=140></A><HR WIDTH="100%"></P></CENTER></BODY></HTML>⌨️ 快捷键说明
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