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Document Management System Functional Requirements

Learn all you’ll need to know about DMS Functional Requirements in our article: https://procoders.tech/blog/dms-syste... A document management system (DMS) is a software solution that automates document storage, retrieval, and management for businesses. Functional requirements are the specific functions that a system must perform. It is important for the business to understand what must be done with the system so that it can provide guidance during the development of the system. DMS System Functional Requirements. Document management system functional requirements specify the most important features of a system, without which the system would fail to accomplish its set purpose. In short, these document management system business requirements are obligatory; without a functional requirement, the system will not work. DMS System Nonfunctional Requirements. That these requirements are referred to as non-functional does not mean they are not important. While functional requirements define the system features, non-functional ones define the behavior of these features. A system can still work normally without non-functional requirements; however, the usability will suffer terribly in that case. Document Management System Functional Requirements: Types and Specifications. Storage. Of course, a DMS is a digital archive of endless files and records related to the company. These records are stored within the system. Therefore, the most obvious document management system requirements specification is a storage device/component. Searchability. For a system that’s basically a repository of all a company’s documents, you need a very powerful searchability feature that allows you to sift through all the documents stored in the repository. Preferably, the search feature in a DMS should have various filters and categories by which you can organize documents in order to find the files you want quickly and easily. Scanner. Even though the world is largely digital now, paper documents have not gone out of vogue yet. Therefore, if you have a DMS, there must be a feature that allows you to transform paper files into digital records for proper archiving. Record Organisation. This is another core requirement for a DMS. Basically, this is about the classification and structuring of records stored in the system. For instance, a DMS has to be able to track changes to every document. Why? Document management is closely associated with business workflow optimization. Security. Data protection is a top-priority functional requirement for every document management system. Data on the system must be properly secured and encrypted to avoid intentional and unintentional data loss. Examples of the Document Management System Functional Requirements. E-signature. The world is growing increasingly paperless and virtual. Nowadays, it’s the norm for people and enterprises to enter into deals and binding agreements after an exchange of emails. Features such as electronic signatures make this possible, and your DMS software cannot be complete without one. Document history. Being able to track the change history of documents is a non-negotiable feature for DMS software. It helps users to monitor changes to documents and retrieve previous versions when necessary. This contributes to workflow optimization. Permission management. To protect system data by organizing permission, granting varying levels of access to users and employees who need to interact with documents. For instance, not everyone who can view a document should be able to edit it, and so on. Backup. Today, we live in a world where cyber attacks are to be expected. It’s only a matter of preparedness. One of the most highly recommended security features for a DMS is an encrypted backup option. This is not only useful in cases of attacks but also when there are crashes or other unexpected system failures. ProCoders Advice about the Document Management System Requirements. At ProCoders, we bank on our ability to build software products that enable companies to optimize their workflows, supercharge growth, and facilitate sustainable development. A robust DMS would help any organization to achieve these and more. However, building DMS software requires the skill of talented developers and other professionals. Conclusion. The first real stage is establishing the functional DMS system requirements that should go into the system. As a software development company of repute, ProCoders boasts of wide-ranging experiences in building DMS software as well as other solutions for clients far and wide. Before embarking on this project, give us a call to let us know how we can partner with you to build an efficient DMS solution.