|SDMS allows you to:
- Store documents in a familiar, simple hierarchy. Such a hierarchical arrangement is a very natural document storage methodology in wide everyday use. You should find that the five levels provided are quite adequate for most of your typical document storage, categorisation and retrieval needs -- let us know if this is not the case.
- View the SDMS documents in various useful ways -- by document number, by document title, by category, by sub-category. Additionally, if the database is Full Text indexed, then you will be able to locate information in your documents using the powerful search capabilities built into Lotus Notes. (Refer to the Lotus Notes on-line help, or ask your Notes Administrator about Full Text indexing and searching.)
- Easily manage the document numbers and document titles. Every time that you change the content of a document's Section Number or of its Section Title, the changed number and title is immediately and automatically applied to all of that document's descendants in the document hierarchy. This greatly simplifies the maintenance of your document numbering and titling scheme. This is particularly useful when you move a group of documents from one place to another in the document hierarchy. It relieves you of the burden of having to manually synchronise all of the section numbers and document titles between levels in the hierarchy. While it may sound a little complicated, it all happens without your having to worry about it. This reduces both your workload and the likelihood of errors inherent in manual synchronisation of multiple documents.
- Control the publishing and viewing of documents. Each and every document in the SDMS database is required to go through an Edit > Submit > Approve (or Reject) > Publish cycle before it is publically viewable. Exactly who can perform edit and approve and publish actions is determined by each user's access level and database roles. You can restrict who can read a group of related documents and/or specify the group to be publicly visible only within a nominated date range (which could even be a single day).
- Store Attachments and Document Links. (Both of these are regular Notes capabilities.) Attachments can be word processor documents, spreadsheets, graphics files, and so on. You can use your SDMS database to build up a repository of related documents and file resources, not just text. Within a document, you can store pointers to other related documents by means of document links (in essence, this is a form of hypertext linking). Refer to the Lotus Notes on-line help for information about creating and using Document Links.
- Gather and analyse comprehensive document usage metrics. SDMS includes an implementation of our NotesTrackerTM technology for the tracking and reporting of document usage. When you activate usage tracking for an SDMS database, you'll be able to see who Creates documents, Deletes documents, Reads documents and Updates which fields in them (you'll see the field contents before and after each change). More information about NotesTracker may be found in the User Guide included with the downloaded application.