¶ Document Management System (DMS)
¶ Introduction
The Document Management Services Initiative aims to create a Centralised Document Management System. The following capability design provides a high-level overview of the Document Management Services
¶ Purpose
This document specifies the System Requirements Specification (SRS) to be referred to during the system development phase. It aims to explain in detail the purpose, scope, overview, functional and non-functional requirements analysis for the system to be developed.
This SRS document is the result of the various User Requirements Gathering sessions held with the SC project team.
¶ Description
¶ Document Conversation
This document was written using the IEEE System Requirements Specification Document template.
¶ Intended Audience and Reading Suggestions
Based on this document, users, developers, testers, managers, and clients can know what services and functions of the Document Management Services (DMS) shall provide and its operational development constraints.
¶ System Scope
Scope of work for this project includes the implementation of the DMS with the modules listed below.
- Submission platform implementation in DMS
- Landing Portal
- General Submissions
- Equities Submission
- DMS integration with SC Applications
- DMS integration with I&L and RLA platform
- The scope of this integration is to provide or expose the DMS REST API to I&L and RLA platform so that they can adjust their core systems to change how documents and their attachments are stored in their systems. Currently, these are uploaded to their databases. With this integration, all new documents and their attachments are uploaded to centralized Document Management System.
- DMS integration with IAM.
- Enable SSO to allow users to log in once through RSA IAM and access Document Management System without re-authentication.
- DMS integration with SC Microsoft 365 and Microsoft Teams
- DMS integration with SC API gateway (CPS)
- DMS integration with I&L and RLA platform
- Centralized Document Management System implementation.
- Define folder structure and taxonomy.
- Enable version control mechanisms for tracking document changes and revisions.
- Configure access control and permissions to ensure secure document management.
- Customize workflows to streamline document review and approval processes.
- Integrate Alfresco with existing systems to facilitate seamless data exchange.
- DMS will provide the search capabilities.
- IRIS scanning and extract metadata from scanned documents for I&L and RLA
- Documents must be in English.
- Documents must be in structured format, e.g. forms with square boxes to enter individual letters.
- Documents must be machine-printed (hand-writing is not supported).
- Scanning softcopy documents, adding metadata to scanned documents, converting scanned documents into full-text searchable PDFs, and exporting scanned PDFs and metadata to the Alfresco content repository.
- Prerequisites for the configuration of auto-extraction of information/metadata text from the scanned documents using IRIS OCR engine are as follows:
- MIS Legacy document migration from file system to DMS
- While preserving their "as is" structure and content, of MIS legacy scanned documents will be migrated to DMS as part of the one-time migration scope. These documents were supplied by a third-party scanning provider of SC.
¶ Out Of Scope
- Integration with third-party systems or services, except with OutSystems applications for MIS and RLA, is out of scope for this project. This includes but is not limited to external APIs, plugins, and external databases.
- Migration of existing data from legacy systems (except for the legacy scanned data for MIS, mentioned above) or databases is not part of this project. Any additional data migration efforts are considered as out of scope.
- Scanning of physical documents is out of scope.
¶ Overall Description
¶ System Prospective
Document Management Service (DMS) Initiative has been conceptualised to build a submission platform and centralised document management. The implementation of this system is the start of an initiative to digitise all documents in the organisation
¶ System Overview
The following diagram illustrates various module/work packages to be delivered as part of DMS project engagement.
Detailed descriptions of each of these will be provided in the sections below.
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