Requirement Admin module for Server failure Recovery Automatic backup of DMS Data Automatic Recovery Server failures

Corrupt Data Record Management Data Retention and Archieving Single Instance storage of the document Design to allow for addition for further capabilities on top of existing DMS (modular design) Direct integration of scanned documents with meta-data File level user access controls for file and/or folder Integrate with Microsoft Office Integration with SAP DMS Metadata Based Search OCR of scanned documents to support document wise search Search within document content User connectivity with Delhi and outside network Version and revision control of documents Performance Optimization Access to TASL partners outside intranet Access to TASL users outside Intranet Access to TASL users within Intranet Control of Print, Copy and editing access of documents within and outside Server Integration of user credentials with Active Directory Mobile integration ala Dropbox - Read only access No unauthorized acces outside the DMS Explorer type file interface Integration of interface with Intranet Open KM visual cues

Category Admin Admin Admin Admin Admin Admin Functional Functional Functional Functional Functional Functional Functional Functional Functional Functional Performance Security Security Security Security Security Security Security UI UI UI

Criticality Must have Must have Needs discussion Needs discussion Must have Must have Good to have Must have Must have Needs discussion Needs discussion Must have Must have Must have Must have Must have Needs discussion Must have Must have Must have Must have Must have Needs discussion Must have Must have Must have Must have

Collateral Management System in SAP

Document Features Covered in SAP DMS (Y/N) Versioning (Yes/No)

Plant

Document name

Function

ument Features Controlled access (Yes/No) Current volume of documents (number of individual files)

Document Volume Average number of new files per week

Volume Average number of changes in a week (number of files which would be changed in a week)

Functions ME PPC IE Assembly Tooling Quality Finance SCM HR

Sample Meta-data
Name of the DDoc Date of creation of the DDoc Name and title of the target document it will be describing Name of position and/or group who will own the document Name of the individual responsible for the creation and development of the document Name of the SharePoint content type used to create the document

Keywords that will be used to describe the document Other metadata values that must be entered when the document is first saved

Workflow information for the document, including named approvers and signatures, if needed Location to which the document will be published Statement of auditing metrics that will need to be recorded Statement of the useful life of the document Expiration information, including when and how the document will be expired Location to which the document will be sent for long-term archival

Automatic Back-up

Advantage of shared folder

Sample Meta-data
Name of the DDoc Date of creation of the DDoc Name and title of the target document it will be describing Name of position and/or group who will own the document Name of the individual responsible for the creation and development of the document Name of the SharePoint content type used to create the document Specification if this is a stand-alone document or a document that is a member of a larger set of documents; if the latter, specification of the other documents in the set and their current status in the document life cycle Keywords that will be used to describe the document Other metadata values that must be entered when the document is first saved Suggested retrieval methods, especially if there are any native client applications that must be installed on the desktop to retrieve the document Workflow information for the document, including named approvers and signatures, if needed Location to which the document will be published Statement of auditing metrics that will need to be recorded Statement of the useful life of the document Expiration information, including when and how the document will be expired Location to which the document will be sent for long-term archival

Automatic Back-up File servers are better suited for My Documents redirection and backups. Many companies use group policies to redirect the location of users My Documents so that they can back up their content each night. Creating mapped drives to document libraries and then using policies to redirect users My Documents to those libraries is an untested and unsupported scenario in SharePoint. File servers should be used for this purpose and are supported.

Advantage of shared folder

in most usability scenarios, fewer clicks are required to work with a document on a file share than in a SharePoint document library, and the interface is familiar to the end-user.