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Project Document System

The problem

Even fairly small projects produce a large amount of documents. These documents are produced by various project team members and need to be properly indexed and version controlled. Although shared folders on file servers allow all team members to retrieve the documents, it is frequently difficult to ensure that team members are using the most recent version of the document and to ensure that the document index is always to date.

It also not easy on a shared folder to allow only specific users access to certain files. For example, a project may involve outside contractors who may not need to have access to the entire document base, and confidentiality agreements may also require the project team to restrict access to some of the documents.

Description

The objective of the PDMS is to allow project team members to upload documents with minimal input from the company IT or computer support department. The PDMS automatically uploads the documents indexing and customised as well as general purpose document searching.

In addition to these features, the PDMS organises the documents according to the project's work breakdown structure (WBS), allowing user's to browse the document content by the WBS hierarchy. In addition, the system automatically creates and updates the master document index. In this way, the to the correct location, after ensuring that they conform to the project document specifications.

The project document management system (PDMS) is a version of Intexnet's Integrated Document Management (IDMS) System that is specially configured for the management of project documentation on the company Intranet. As such it enjoys all the benefits of the integrated system, which include automated assistance in the preparation of documents, the intelligent upload component, document project team always have access to the most recent revision of all the documents and of the master index.

As an option, the document preparation assistant (a component of the PDMS) allows you to specify access constraints so that documents are routed to folders that have the correct access permissions. This allows the project team to include contractors or vendor representatives who do not need to have access to the complete documentation base.

The PDMS can also integrate with Intexnet's Update Notification Service which can be configured to send change notices to the relevant people when specified documents are updated, or documents in a specified WBS area, are updated or added to.

For more information, see the product notes on the IDMS and the Update Notification Service. These documents are also available on request from Intexnet.

Requirements

The system requires Internet Information Server Version 4 (or better) with the integrated Index Server component. The system is primarily designed to support documents generated by users equipped with Microsoft Office 97 (or better) although there is support for other document formats.

This product is part of a suite of Intranet components developed by Intexnet to provide business value for our customers. These components are designed to be modular and inexpensive. You choose what you need and Intexnet will integrate the modules together and into your Intranet or Extranet.