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Biak DMS, Project Document Management Software

Background

I know a company which has been doing business for almost 50 years. This company has many technical documents. They are usually produced by the project, but not all of them are well documented in the system. What so special about those document? Assets! The project is basically the way to build new asset. Frankly saying, this company doesn’t have a reliable project document management system, especially on their asset document. Therefore, I try to solve the problem by making a project document management software. I named it after an island on eastern Indonesia, Biak. There is another reason for that: the company document building (yes, it’s the same company I was talking about) is located on Biak Street.

Basic Concept

This software is not a new invention. It just a basic process to digitize and store document into database. The process below describe the concept of document flow:

Biak Document Management System Software Flowchart

Biak Document Management System Software Flowchart

When the new project established, it consistently produces new document at every specific time. This document is then scanned and saved to file server. Afterwards, it should be assigned to either a folder, shelf, or location. Please be noted that a folder must be assigned to a shelf and shelf must be assigned to a location first. This is the way it works!

Every process (labeled number 1, 2, 3, 4) captures data and store it to database server via Biak DMS Software. Biak DMS Software currently doesn’t have file server management feature. Instead, it just manages the connection between the hard and soft files.

System Architecture

The system consists of 3 gists: Database Server, File Server, and of course the Software it self. The table scheme below shows connection between data should be maintained:

Database Table

Software Features

While other softwares provide many features, this software offers simplicity (ok, some folks prefer to say it a custom made software) to fit certain business process. It’s features are:

  • Object creation, modification, and deletion.
    • The following items are considered as an object: Project, Document, Folder, Shelf, and Location. It means that user can add, modify, or delete object. There are certain rules apply to each object and it must be followed to make sure the system works as it is.
  • Account management.
  • Account roles level.
    • There are four different account roles level:
      • Local administrator
      • Viewer
      • Editor
      • Administrator
      • Super administrator
  • Journal.
  • System logs.

Screenshot

 

Documentation

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