generated from corrad-software/corrad-af-2024
553 lines
24 KiB
Markdown
553 lines
24 KiB
Markdown
# Electronic Document Management System (EDMS) - User Guide
|
|
|
|
## Table of Contents
|
|
1. [Introduction](#introduction)
|
|
2. [Getting Started](#getting-started)
|
|
3. [Navigation](#navigation)
|
|
4. [Document Organization](#document-organization)
|
|
5. [Working with Documents](#working-with-documents)
|
|
6. [Access Control](#access-control)
|
|
7. [Search and Filtering](#search-and-filtering)
|
|
8. [Document Viewer](#document-viewer)
|
|
9. [My Documents](#my-documents)
|
|
10. [Settings Administration](#settings-administration)
|
|
11. [Troubleshooting](#troubleshooting)
|
|
|
|
## Introduction
|
|
|
|
The Electronic Document Management System (EDMS) is a modern web-based platform designed to efficiently organize, store, and manage digital documents in organizational environments. The system provides a secure, hierarchical structure for document storage with comprehensive role-based access control and advanced document management capabilities.
|
|
|
|
### Key Features
|
|
- **Hierarchical Organization**: Documents are organized in a Cabinet → Drawer → Folder → Subfolder structure
|
|
- **Multiple View Modes**: List, Grid, and Details views for browsing documents
|
|
- **Access Control**: Public, Private, and Personal document categories with granular permission management
|
|
- **Document Viewer**: Built-in viewer supporting multiple file formats (PDF, images, text files, spreadsheets)
|
|
- **Search Functionality**: Advanced search across document titles, descriptions, and metadata
|
|
- **Upload Management**: Drag-and-drop file upload with comprehensive metadata assignment
|
|
- **Access Request System**: Workflow-based access request system for private documents
|
|
- **Version Control**: Document versioning and change tracking
|
|
- **Responsive Design**: Works seamlessly across desktop, tablet, and mobile devices
|
|
|
|
## Getting Started
|
|
|
|
### System Requirements
|
|
- Modern web browser (Chrome, Firefox, Safari, Edge)
|
|
- Stable internet connection
|
|
- Valid user account with appropriate permissions
|
|
- JavaScript enabled in browser
|
|
|
|
### Logging In
|
|
1. Navigate to the EDMS application URL provided by your administrator
|
|
2. Enter your username and password
|
|
3. Click "Login" to access the system
|
|
4. You'll be redirected to the main dashboard upon successful authentication
|
|
|
|
### Dashboard Overview
|
|
The main dashboard provides:
|
|
- Quick access to recent documents and activities
|
|
- System notifications and announcements
|
|
- Navigation menu to EDMS modules
|
|
- User profile and account settings
|
|
- System status and storage information
|
|
|
|
## Navigation
|
|
|
|
### Main Navigation Menu
|
|
Access the EDMS through the main navigation menu:
|
|
- **Dashboard**: System overview and quick access to recent items
|
|
- **DMS**: Main document management interface
|
|
- **My Documents**: Personal document collection and workspace
|
|
- **Upload Document**: Dedicated document upload interface
|
|
|
|
### EDMS Interface Layout
|
|
The EDMS interface consists of three main areas:
|
|
|
|
1. **Tree Navigation (Left Panel)**
|
|
- Hierarchical view of cabinets, drawers, and folders
|
|
- Expandable/collapsible folder structure
|
|
- Color-coded access indicators for different permission levels
|
|
- Lock icons for restricted items requiring special access
|
|
|
|
2. **Content Area (Center)**
|
|
- Document listing with multiple view modes (List, Grid, Details)
|
|
- Breadcrumb navigation showing current location
|
|
- Search and filter tools for finding documents
|
|
- View mode controls and sorting options
|
|
- Document tabs for filtering by access type
|
|
|
|
3. **Details Panel (Optional Right Panel)**
|
|
- Document properties and metadata information
|
|
- Quick actions and document tools
|
|
- Access control information and permissions
|
|
- Document history and version information
|
|
|
|
### Breadcrumb Navigation
|
|
- Shows your current location in the document hierarchy
|
|
- Click any level to navigate back to parent folders
|
|
- Helps maintain orientation in deep folder structures
|
|
- Displays full path from root to current location
|
|
|
|
## Document Organization
|
|
|
|
### Hierarchical Structure
|
|
Documents are organized in a four-level hierarchy designed for maximum flexibility:
|
|
|
|
1. **Cabinet**: Top-level organizational unit (e.g., "Human Resources", "Finance", "Projects")
|
|
2. **Drawer**: Major category within a cabinet (e.g., "Employee Records", "Budget 2024", "Active Projects")
|
|
3. **Folder**: Specific project or topic (e.g., "Recruitment", "Q1 Reports", "Project Alpha")
|
|
4. **Subfolder**: Detailed categorization (e.g., "Applications", "Monthly Reports", "Phase 1 Documents")
|
|
|
|
### Document Categories
|
|
- **Public**: Accessible to all system users without restrictions
|
|
- **Private**: Restricted access requiring specific permissions or approval
|
|
- **Personal**: Individual user documents with private access by default
|
|
- **Templates**: Reusable document templates for standardization
|
|
|
|
### Visual Indicators
|
|
The system uses color coding and icons to indicate access levels:
|
|
- **Green**: Public documents (open access for all users)
|
|
- **Blue**: Personal documents (owned by you)
|
|
- **Red**: Private documents (restricted access)
|
|
- **Lock Icon**: Documents you cannot currently access
|
|
- **Template Icon**: Document templates available for use
|
|
|
|
## Working with Documents
|
|
|
|
### Uploading Documents
|
|
|
|
#### Single File Upload
|
|
1. Navigate to the desired location in the hierarchy
|
|
2. Click the "Upload" button or use the dedicated "Upload Document" page
|
|
3. Select file(s) using the file picker or drag-and-drop interface
|
|
4. Fill in comprehensive document metadata:
|
|
- Document title and description
|
|
- Keywords for enhanced searchability
|
|
- Category and current status
|
|
- Access level and specific permissions
|
|
- Department or responsible party
|
|
- Retention period and compliance information
|
|
5. Review and click "Upload" to save the document
|
|
|
|
#### Bulk Upload
|
|
1. Select multiple files using Ctrl+Click (Windows) or Cmd+Click (Mac)
|
|
2. Assign metadata to individual files or apply common metadata to all
|
|
3. Set default properties for batch processing efficiency
|
|
4. Monitor upload progress with real-time status updates
|
|
5. Review and confirm successful uploads
|
|
|
|
### Document Metadata
|
|
For each document, you can specify comprehensive metadata:
|
|
- **Title**: Descriptive document name/title
|
|
- **Description**: Brief summary of document content and purpose
|
|
- **Keywords**: Search terms for improved discoverability (comma-separated)
|
|
- **Category**: Document type (Technical Specification, Contract, Report, Policy, etc.)
|
|
- **Status**: Current state (Draft, Under Review, Approved, Archived, etc.)
|
|
- **Department**: Responsible department or team
|
|
- **Access Level**: Determines who can view and interact with the document
|
|
- **Retention Period**: How long the document should be retained
|
|
- **Version**: Document version number and change notes
|
|
|
|
### Viewing Documents
|
|
1. Click on any document to view its details and metadata
|
|
2. Double-click to open in the built-in document viewer
|
|
3. Use the preview panel for quick viewing without opening
|
|
4. Download documents for offline access and external editing
|
|
|
|
### Managing Documents
|
|
- **Edit Properties**: Modify document metadata and settings
|
|
- **Move Documents**: Drag and drop to reorganize into different locations
|
|
- **Delete Documents**: Remove documents with confirmation and audit trail
|
|
- **Copy Documents**: Duplicate documents to multiple locations
|
|
- **Version Control**: Track document versions and view change history
|
|
- **Share Documents**: Generate sharing links and manage access permissions
|
|
|
|
## Access Control
|
|
|
|
### Understanding Access Levels
|
|
|
|
#### Public Documents
|
|
- Visible and accessible to all system users
|
|
- No special permissions or approvals required
|
|
- Green color indicator for easy identification
|
|
- Suitable for general information and policies
|
|
|
|
#### Private Documents
|
|
- Restricted access requiring specific permissions
|
|
- Red color indicator with lock icon
|
|
- May require access request and approval workflow
|
|
- Ideal for sensitive or confidential information
|
|
|
|
#### Personal Documents
|
|
- Documents owned and controlled by individual users
|
|
- Blue color indicator showing ownership
|
|
- Full control over sharing and permissions
|
|
- Private workspace for individual document management
|
|
|
|
### Requesting Access
|
|
When you encounter a private document you cannot access:
|
|
|
|
1. **Identify Restricted Item**: Look for red color coding and lock icon
|
|
2. **Initiate Access Request**: Click the "Request Access" button
|
|
3. **Complete Request Form**:
|
|
- **Document Information**: Pre-filled with document title and file details
|
|
- **Access Type**: Choose appropriate permission level:
|
|
- View Only: Read-only access to document content
|
|
- Download: View and download permissions for offline access
|
|
- Print: View and print permissions for physical copies
|
|
- Full Access: Complete access rights including editing
|
|
- **Access Duration**: Select appropriate timeframe:
|
|
- 7 days, 14 days, 30 days, 60 days, 90 days, or Permanent
|
|
- **Justification**: Detailed explanation of why access is needed (required field)
|
|
4. **Submit Request**: Click "Submit Request" to send for approval
|
|
5. **Monitor Status**: Track request status and wait for approval from document owner or administrator
|
|
|
|
### Access Request Status
|
|
- **Pending**: Request submitted and awaiting review by approvers
|
|
- **Approved**: Access granted for specified duration and permission level
|
|
- **Rejected**: Request denied with explanation from approver
|
|
- **Expired**: Previously approved access has reached its expiration date
|
|
|
|
## Search and Filtering
|
|
|
|
### Basic Search
|
|
1. Use the search box in the top navigation bar
|
|
2. Enter keywords, document titles, or content descriptions
|
|
3. Press Enter or click the search icon to execute search
|
|
4. Results display with matching documents and highlighted search terms
|
|
5. Refine results using additional filters and sorting options
|
|
|
|
### Advanced Search Options
|
|
- **Filter by Type**: Documents, folders, cabinets, or specific file formats
|
|
- **Filter by Category**: Technical, Administrative, Financial, HR, etc.
|
|
- **Filter by Date Range**: Creation date, modification date, or access date
|
|
- **Filter by Owner**: Documents by specific users or departments
|
|
- **Filter by Access Level**: Public, private, personal, or template documents
|
|
- **Filter by Status**: Draft, approved, archived, or under review
|
|
- **Filter by File Format**: PDF, Word, Excel, images, etc.
|
|
|
|
### Search Tips for Better Results
|
|
- Use quotation marks for exact phrase matching
|
|
- Combine multiple keywords with spaces for broader results
|
|
- Search includes document titles, descriptions, metadata, and content (where supported)
|
|
- Use wildcards (*) for partial word matching
|
|
- Utilize Boolean operators (AND, OR, NOT) for complex searches
|
|
|
|
### Document Tabs for Quick Filtering
|
|
Filter documents by category using convenient tabs:
|
|
- **All**: Display all accessible documents in current location
|
|
- **Public**: Show only public documents available to all users
|
|
- **Private**: Display private documents you have access to
|
|
- **Personal**: Show your personal documents and workspace items
|
|
|
|
## Document Viewer
|
|
|
|
### Supported File Formats
|
|
The built-in document viewer supports multiple formats:
|
|
- **PDF Documents**: Full preview with zoom, navigation, and text selection
|
|
- **Images**: JPG, PNG, GIF, BMP with zoom and pan functionality
|
|
- **Text Files**: TXT, RTF with formatted preview and search
|
|
- **Microsoft Office**: DOC, DOCX, XLS, XLSX, PPT, PPTX (basic preview)
|
|
- **Other Formats**: Download option provided for unsupported formats
|
|
|
|
### Viewer Features and Controls
|
|
- **Zoom Controls**: Zoom in/out from 25% to 400% for optimal readability
|
|
- **Page Navigation**: Navigate through multi-page documents with thumbnails
|
|
- **Full Screen Mode**: Maximize viewer for immersive document experience
|
|
- **Download Function**: Save document locally for offline access
|
|
- **Print Support**: Print document directly from viewer interface
|
|
- **Search in Document**: Find specific text within document content
|
|
- **Rotation Controls**: Rotate document pages for better viewing
|
|
|
|
### Viewer Interface Controls
|
|
- **Zoom Options**: 25%, 50%, 75%, 100%, 125%, 150%, 200%, Fit to Width, Fit to Page
|
|
- **Navigation**: Previous/Next page buttons, page number input, thumbnail sidebar
|
|
- **View Options**: Single page, continuous scroll, two-page spread
|
|
- **Tools**: Text selection, annotation tools (if enabled), measurement tools
|
|
- **Close**: Return to document list or previous view
|
|
|
|
## My Documents
|
|
|
|
### Personal Document Workspace
|
|
The "My Documents" section provides a personalized workspace showing:
|
|
- Documents you've created and own
|
|
- Documents you've recently accessed or modified
|
|
- Documents shared with you by other users
|
|
- Recent document activity and version history
|
|
- Personal folders and organizational structure
|
|
|
|
### Organization and Management Features
|
|
- **Quick Search**: Search specifically within your personal documents
|
|
- **Sort Options**: Sort by name, date created, date modified, file type, or size
|
|
- **View Modes**: Switch between list, grid, or detailed view layouts
|
|
- **Bulk Actions**: Select and manage multiple documents simultaneously
|
|
- **Folder Creation**: Create personal folders for document organization
|
|
- **Favorites**: Mark frequently used documents for quick access
|
|
|
|
### Personal Document Statistics and Insights
|
|
View comprehensive information about your document usage:
|
|
- Total number of documents owned and accessible
|
|
- Storage space used and available quota
|
|
- Recent upload activity and document creation trends
|
|
- Document categories and type distribution
|
|
- Most accessed documents and usage patterns
|
|
|
|
## Settings Administration
|
|
|
|
### Overview
|
|
The EDMS Settings module provides administrators with comprehensive control over system configuration and behavior. Access to settings is restricted to users with administrative privileges and affects system-wide operations.
|
|
|
|
### Accessing Settings
|
|
1. Navigate to **DMS** → **Settings** from the main navigation menu
|
|
2. Select a settings category from the left sidebar navigation
|
|
3. Configure settings within each category using standardized form components
|
|
4. Save changes to apply configurations across the system
|
|
|
|
### Settings Categories
|
|
|
|
The EDMS settings are organized into 5 core categories for streamlined administration:
|
|
|
|
#### 🔐 User & Access Management
|
|
Configure user permissions, roles, and authentication settings:
|
|
|
|
**User Roles & Permissions**
|
|
- Define user roles (Admin, Editor, Viewer, Uploader)
|
|
- Set granular permissions for each role:
|
|
- View Documents: Read-only access to document content
|
|
- Edit Documents: Modify document metadata and properties
|
|
- Delete Documents: Remove documents with audit trail
|
|
- Download Documents: Save documents for offline access
|
|
- Share Documents: Generate sharing links and manage access
|
|
- Manage user groups by department or project
|
|
- Enable Role-Based Access Control (RBAC) system-wide
|
|
|
|
**Authentication Settings**
|
|
- Single Sign-On (SSO) integration with external providers
|
|
- Multi-Factor Authentication (MFA) enforcement
|
|
- LDAP/Active Directory integration for enterprise environments
|
|
- Session timeout configuration (1-24 hours)
|
|
- Password policies and security requirements
|
|
|
|
#### 📁 Document & Folder Settings
|
|
Configure document organization and structure:
|
|
|
|
**Folder Hierarchy**
|
|
- Set maximum folder depth (1-10 levels)
|
|
- Choose default folder structure templates:
|
|
- Standard: General-purpose organization
|
|
- Project-based: Project-focused hierarchy
|
|
- Department-based: Organizational structure alignment
|
|
- Custom: User-defined structure
|
|
- Configure folder creation permissions and restrictions
|
|
|
|
**Document Naming Conventions**
|
|
- Enable automatic document name generation
|
|
- Define mandatory metadata fields for document creation
|
|
- Set naming patterns using variables:
|
|
- `{department}`: Document department/owner
|
|
- `{title}`: Document title or name
|
|
- `{date}`: Creation or upload date
|
|
- `{project}`: Project code or identifier
|
|
- `{category}`: Document category/type
|
|
|
|
**Document Retention & Version Control**
|
|
- Enable document retention policies with configurable retention periods
|
|
- Set automatic archiving before deletion
|
|
- Configure version control system:
|
|
- Maximum versions to retain (1-50)
|
|
- Automatic versioning on document updates
|
|
- Version history tracking and comparison tools
|
|
|
|
#### 📝 Metadata & Tagging
|
|
Configure document metadata and classification:
|
|
|
|
**Custom Metadata Fields**
|
|
Define custom fields for enhanced document organization:
|
|
- Field types: Text, Dropdown, Date, Number, Multi-select
|
|
- Required field enforcement for document uploads
|
|
- Department-specific metadata schemas
|
|
- Dynamic field validation and formatting rules
|
|
|
|
**Predefined Metadata Fields**
|
|
- Department: Organizational unit assignment
|
|
- Priority: Document importance level (Low, Medium, High, Critical)
|
|
- Project Code: Project or initiative identifier
|
|
- Review Date: Scheduled review or expiration date
|
|
|
|
**Tagging System**
|
|
- Configure predefined tags: urgent, confidential, public, draft, final
|
|
- Enable user-generated tags for flexible categorization
|
|
- Tag suggestion system for consistent tagging
|
|
- Auto-classification based on:
|
|
- Keyword recognition in document content
|
|
- Department-based classification rules
|
|
- File type and format analysis
|
|
|
|
#### 📤 Upload & Storage Settings
|
|
Configure file upload restrictions and storage management:
|
|
|
|
**File Type Management**
|
|
- **Allowed File Types**: Specify permitted file formats
|
|
- Default: pdf, doc, docx, xls, xlsx, ppt, pptx, txt, jpg, png
|
|
- Configurable list for organizational requirements
|
|
- **Blocked File Types**: Prevent potentially harmful files
|
|
- Default: exe, bat, cmd (executable files)
|
|
- Customizable blacklist for security compliance
|
|
|
|
**File Size & Storage Quotas**
|
|
- Maximum file size per upload (typically 100MB)
|
|
- User storage quotas (default: 5GB per user)
|
|
- Group storage quotas (default: 50GB per group)
|
|
- Project storage quotas (default: 100GB per project)
|
|
- System-wide storage monitoring and alerts
|
|
|
|
**Storage Configuration**
|
|
- Storage type selection (Local, AWS S3, Azure, Google Cloud)
|
|
- Storage path configuration for file organization
|
|
- Backup settings and automated backup scheduling
|
|
- Compression settings for storage optimization
|
|
|
|
#### 📅 System Settings
|
|
Configure global system behavior and preferences:
|
|
|
|
**General System Configuration**
|
|
- **System Timezone**: Set default timezone for timestamps
|
|
- Options: Asia/Kuala_Lumpur, UTC, America/New_York, Europe/London
|
|
- Affects document timestamps, scheduling, and user interface
|
|
- **Backup Schedule**: Configure automated system backups
|
|
- Options: Hourly, Daily, Weekly, Monthly
|
|
- Affects data protection and recovery capabilities
|
|
- **Log Level**: Set system logging verbosity
|
|
- Options: Debug, Info, Warning, Error
|
|
- Affects troubleshooting and system monitoring
|
|
|
|
**System Monitoring & Maintenance**
|
|
- **Maintenance Mode**: Enable system-wide maintenance mode
|
|
- Displays maintenance message to users
|
|
- Restricts access during system updates
|
|
- **Automatic Updates**: Configure automatic system updates
|
|
- Security patches and feature updates
|
|
- Scheduled during low-usage periods
|
|
- **System Monitoring**: Enable performance monitoring
|
|
- Track system performance metrics
|
|
- Monitor user activity and system health
|
|
- Generate usage reports and analytics
|
|
|
|
### Settings Management Features
|
|
|
|
#### Import/Export Configuration
|
|
- **Export Settings**: Save current configuration as JSON file
|
|
- Backup settings before major changes
|
|
- Transfer settings between environments
|
|
- Documentation and compliance purposes
|
|
- **Import Settings**: Load configuration from JSON file
|
|
- Restore previous configurations
|
|
- Deploy settings across multiple systems
|
|
- Standardize configurations across environments
|
|
|
|
#### Reset to Defaults
|
|
- **Category Reset**: Reset individual setting categories to default values
|
|
- **System Reset**: Reset entire system configuration to factory defaults
|
|
- **Selective Reset**: Choose specific settings to reset while preserving others
|
|
|
|
#### Settings Validation
|
|
- **Real-time Validation**: Form validation prevents invalid configurations
|
|
- **Dependency Checking**: Settings are validated for interdependencies
|
|
- **Conflict Resolution**: System identifies and resolves setting conflicts
|
|
- **Preview Mode**: Test settings before applying system-wide
|
|
|
|
### Best Practices for Settings Management
|
|
|
|
#### Security Considerations
|
|
- Regularly review user permissions and access levels
|
|
- Enable MFA for administrative accounts
|
|
- Use strong session timeout values for security
|
|
- Regularly audit user roles and group memberships
|
|
|
|
#### Storage Management
|
|
- Monitor storage quotas and usage patterns
|
|
- Implement retention policies for compliance
|
|
- Regular backup verification and testing
|
|
- Plan for storage scaling based on usage growth
|
|
|
|
#### System Performance
|
|
- Monitor log levels to balance debugging needs with performance
|
|
- Schedule maintenance during off-peak hours
|
|
- Regular cleanup of temporary files and old versions
|
|
- Performance monitoring for system optimization
|
|
|
|
#### Documentation & Compliance
|
|
- Document all configuration changes with justification
|
|
- Maintain change logs for audit purposes
|
|
- Regular export of settings for backup and documentation
|
|
- Review settings for compliance with organizational policies
|
|
|
|
### Troubleshooting Settings Issues
|
|
|
|
#### Common Settings Problems
|
|
- **Permission Conflicts**: Resolve conflicting role assignments
|
|
- **Upload Failures**: Check file type restrictions and size limits
|
|
- **Authentication Issues**: Verify SSO and authentication settings
|
|
- **Storage Problems**: Monitor quotas and storage allocation
|
|
|
|
#### Settings Recovery
|
|
- Use exported settings files to restore configurations
|
|
- Reset specific categories if issues persist
|
|
- Contact system administrator for complex configuration issues
|
|
- Review audit logs for recent configuration changes
|
|
|
|
## Troubleshooting
|
|
|
|
### Common Issues and Solutions
|
|
|
|
#### Cannot Access Document
|
|
- **Check Access Level**: Verify document permissions and look for lock icons
|
|
- **Request Access**: Use the access request feature for private documents
|
|
- **Contact Administrator**: Reach out for urgent access needs or system issues
|
|
- **Verify Account Status**: Ensure your user account is active and properly configured
|
|
|
|
#### Upload Problems
|
|
- **File Size Limits**: Check maximum file size restrictions (typically 50MB)
|
|
- **File Format Support**: Ensure file format is supported by the system
|
|
- **Network Connection**: Verify stable internet connection for large uploads
|
|
- **Upload Permissions**: Confirm you have upload permissions for the target location
|
|
- **Browser Issues**: Try clearing cache or using a different browser
|
|
|
|
#### Search Not Working Properly
|
|
- **Check Spelling**: Verify search terms are spelled correctly
|
|
- **Try Alternative Keywords**: Use different or broader search terms
|
|
- **Clear Active Filters**: Remove any filters that might be limiting results
|
|
- **Refresh Application**: Reload the page to reset search functionality
|
|
- **Check Indexing Status**: Some documents may take time to be indexed for search
|
|
|
|
#### Document Viewer Issues
|
|
- **Browser Compatibility**: Ensure you're using a supported modern browser
|
|
- **Enable JavaScript**: Verify JavaScript is enabled in browser settings
|
|
- **Clear Browser Cache**: Clear cache and cookies to resolve display issues
|
|
- **Plugin Requirements**: Install any required browser plugins for specific file types
|
|
- **Download Alternative**: Use download option if viewer is not functioning
|
|
|
|
### Getting Help and Support
|
|
- **Contact IT Support**: Reach out to technical support for system issues
|
|
- **Check System Status**: Verify overall system availability and maintenance schedules
|
|
- **User Training**: Request additional training sessions for advanced features
|
|
- **Documentation**: Refer to technical guide for detailed system information
|
|
- **Community Resources**: Access user forums and knowledge bases if available
|
|
|
|
### Best Practices for Optimal System Use
|
|
1. **Systematic Organization**: Create and maintain clear, logical folder structures
|
|
2. **Descriptive Naming**: Use meaningful, descriptive document titles and filenames
|
|
3. **Regular Maintenance**: Periodically review and clean up outdated documents
|
|
4. **Backup Strategy**: Keep local copies of critical documents as backup
|
|
5. **Consistent Conventions**: Follow organizational naming and filing conventions
|
|
6. **Metadata Accuracy**: Keep document metadata current and accurate
|
|
7. **Access Control Respect**: Follow organizational policies for document sharing and access
|
|
8. **Version Management**: Use version control features to track document changes
|
|
9. **Security Awareness**: Be mindful of document sensitivity and appropriate access levels
|
|
10. **Regular Updates**: Stay informed about system updates and new features
|
|
|
|
---
|
|
|
|
**Document Version**: 2.0
|
|
**Last Updated**: December 2024
|
|
**System Version**: EDMS v1.0
|
|
**Platform**: Electronic Document Management System |