Current Issue (Issue 139)

Data are stored in a haphazard fashion in hard disk of computer user and there is no mechanism to know what things are available on the hard disk and at times users may even download material already stored. Also, while many are aware that a specific resource is available on the hard disk, they may not be able to retrieve it unless they know its exact filename/location. All such hindrances mentioned above can be eliminated if we organise the resources properly and store them in appropriate locations with enough data so that they can be retrieved quickly. Such type of Resource Management Tool is termed as Document Management System (DMS). A DMS provides the necessary tools to store/organise data and features several search/navigation methods that assist the user retrieve the documents stored in its repository easily. OpenDocMan is one such kind of DMS.

OpenDocMan (http://opendocman.sourceforge.net/) is a free PHP-based open source document management system that can be installed easily. It is a full featured Web-based document management system designed to conform to ISO 17025/IEC. It features automatic installation, file expiration, multiple version handling, file check-in/out, departmental access control, file moderation, fine grained user access control, email notificaiton and a great search function. It can be a good option for any company looking to keep their documentation in a centralized repository. The features of the software are -

Automatic Installation - Automatically install the application or upgrade your current version.

Check-in and Check-out files - This provides file locking so that no two persons can update the same file at the same time.

Search Engine - Keyword search helps locate documents quickly.

Multiple Users, Departments, and Categories - The system allows for an unlimited number of these elements.

File Moderation - Allows for departmental "reviewers" to authorize or decline files for publication to the repository. Can be turned off.

Email Notification - The system has a built in email notification system for file authorization process.

Fine Grained Access - Ability to control read/write/admin/forbidden permissions for individual files based on users or groups or both.

File History - Provides a history of actions taken upon a file.

Admin and Root users - Each installation can have any number of "admin" users, who can create users, categories, etc.. One "root" user can do all.

Multiple Document Versions - Instead of overwriting a document when a new version is added, the old versions are kept, so there is a traceable change path.

Archiving function for deleted files - Files that are deleted are now put into an "archive" state and can be left there, un-archived, or permanently deleted.

Bookmarkable URL's - You can bookmark a page in OpenDocMan and email it to a co-worker, etc.

Breadcrumb Navigation - As you navigate through the site, breadcrumb links are generated to aid in backward navigation.

File Expiration - Files can be set to automatically expire after a definable period. The expiration action can be one of either Remove from file list until renewed, Show in file list but non-checkoutable, Send email to reviewer only, or Do Nothing.

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