Presented By: Mr. Mpirirwe Byanagwa Stephen
Systems Administrator-DICTS

Makerere University generally generates a lot of printed material from meetings, conferences, workshops, brainstorming sessions, interviews, bidding, PDU evaluations, teaching etc.
However these documents can never be achieved safely and the space to store them is diminishing every day that passes by. Retrieving such a document from gazillion of documents is hell.
This is one of the reasons DICTS is emphasizing the development and use of a standard electronic documents management system (EDMS)

A Document Management System is the organizational process of all documents from the creation to the storage or archiving and eventually to the destruction.
An Electronic Document Management System
(EDMS) stores electronic versions of all of your documents, usually scanned copies of your paper documents and documents which have been produced electronically. Documents are usually organized into a file/folder system which allows for the fast retrieval through browsing or indexing systems.

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Web access
Search
Records managements software: Manage both short and long term working and archived documents. Advanced Record retention and disposition policies for both electronic and paper based records are standard in the document management software. Document, data and usage history is fully captured to stay in compliance
.version control 4.
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Document scanning and imaging
Doc tagging & meta data capture
Office integration
Virtual folders
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Optical character recognitions & indexing
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Users roles & security
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User audit and tracking
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Watched folders: The software can be configured so that documents (i.e. e-mail) can be sent to watched folders and then automatically be moved into the filing hierarchy. Watched folders move documents electronically into the library from local or network folders.
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Ease of use i.e. cabinet structure.
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Drag and drop/ Auto Tagging
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Document subscription
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Electronic forms
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Workflow
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Email integration
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Web services API
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Collaboration about creation and editing.
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Mobile support
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Schedules tasks or calendar
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software development kit

Open KM: http://www.openkm.com/en/
Alfresco : http://www.alfresco.com/
Knowledge tree: https://www.knowledgetree.com/
Nuxeo: http://www.nuxeo.com/en/products/document-management
LogicalDoc
: http://www.logicaldoc.com/
Xinco: http://www.xinco.org/
Kordil: http://www.kordil.net/
Open Docman: http://www.opendocman.com/
Content Management Systems (CMS) for examples drupala i.e. http://docs.mak.ac.ug

• Web access
• Records capture and retrieval
• Auditing and tracking
• Virtual folder