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Information Management Solution

█ Problem requirements

● With the development of information technology, information data plays an extremely important role in human social activities. Information has become one of the most valuable assets owned by the company.

● The current causes of data corruption mainly include the following aspects:

Hard disk drive is damaged, due to the physical damage of a system or electrical appliances, resulting in the loss of files and data

Human error, artificially deleting a file or formatting a disk (80% of the data disaster)

Hackers attack, hackers invade computer systems, destroy computer systems

Viruses that infect computer systems and even damage computer data

Natural disasters, fires, floods, or earthquakes also ruthlessly destroy computer systems

Power surge, a momentary overloaded electric power damages a file on a computer drive

Magnetic interference, magnetic fields common in life and work can destroy files in the disk. Therefore, the content that must be considered when establishing a complete network data backup system

█ Solution

● Document archiving

Filing application: When the user files the file to the classification file library, the system must fill in the filing application. The filing application needs to fill in the relevant archive information, including the approval person, the filing path, and the reason for filing, etc., to complete the filing application. The system will automatically identify the applicant's document filing approval process, provide a well-defined approver for the applicant's selection, and if the applicant's filing process requires only one person to approve, there is no need to choose.

Archive approval: The system can implement automatic file approval and process approval. The automatic approval means that the user fills out the archived application including the relevant archived information. It can be archived automatically without any approval. The process approval means that the user's archived information needs to be approved. People can only file in the warehouse after the approval is passed. According to the actual needs of the company, different personnel can be configured with different archiving rights. If files filed by a certain class of people do not require manual approval, they can be automatically approved. If files filed by a certain class of people need to be reviewed and related archival information can be approved, they can be archived. Take the process approval.

● Online preview of documents

DIM can be embedded in the graphical document browsing component. For office and design documents such as Word, Excel, AutoCAD, CAXA, and pictures, online preview of the document can be realized without opening or installing the corresponding application software. The system also supports Streaming audio and video format documents online open play.

When selecting each document, you can view the document's metadata information, including basic information, version information, user comments, labels, permissions, and more.

● Document search

Document full-text retrieval: The system uses an intelligent search engine to quickly search electronic documents in the system and find corresponding electronic documents that meet the conditions in a very short time. The system has a powerful full-text search function that supports full-text searching of massive documents.

Tag filter search: In the search interface, the current hottest latest document keyword collection is displayed automatically. This keyword collection is based on the popular tag statistics, similar to Google search. You can click on the hottest word to search for all related documents.

Metadata retrieval: The system supports querying by the metadata attributes of the document, ie, metadata retrieval. The user can retrieve the file according to the metadata attributes submitted when the file is archived.

Document classification search: The system provides document classification and search by file name, and adopts classification search. Users can search for files according to the directory structure. Users can select a level directory in the classification file database and enter a query keyword. You can query all the files whose file name contains the query keyword in the level directory. Classification search can narrow the file search range and avoid traversing the query in the entire classification file library.

● Document review

When viewing the document, the user may comment on the electronic document with permission, and other users with rights may also view this comment information, and may continue to perform multiple person comments at the same time. All comment and tag information is automatically displayed in the document attribute information when viewing each document so that the user can view it in real time.

● Document tag

When viewing or previewing a document in the system, the user can define a label according to the related content of the document. When other users view the document, the information of the label can be seen; the user can view the self-labeled document in the system for the convenience of the user. Find and use, and use this label to provide other users with relevant information, so that other users can quickly find this electronic document when needed and improve the reuse of electronic documents.

● Documentation auditing

All the documents in the system can be audited. You can view all the business operations records of each document, including detailed logs such as users, time, and operation contents. Every operation of the document in the system can be viewed by every person during the audit and the operation history of the entire life cycle of the document is recorded.

1. Document library operation audit: You can view all the business operations records of each document in the document library, including the detailed log contents such as user, time, and operation content. Every person in the system can check the records of any operation of the file during the audit and record the operation history of the entire life cycle of the file.

2. File archive log auditing: Administrators can view all file archive records in the system, including applicants for archival records, archiving time, archive path, archive file list, approvers, etc., and preview archived file content.

Expected value

● The internal documents are not messy and can be classified and stored. Standard specifications

● Fast and convenient searching of massive documents and data, which can be viewed by quick search and browsing

● The classification of confidential documents is divided into permission control, which will not cause or cause unnecessary loss or trouble due to leakage.

● The version management of collaborative documents is orderly, even if there are no more historical versions, there will be no inconvenience in management and maintenance.

● Increase the sharing of resources such as information and data, and gradually build or improve the internal communication and sharing management platform


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