Document Management System, Research Paper Example

Alstom Grid needs to change Document Managements System to a new and improved one. The company will improve the services offered to the customers and work in an effective and efficient manner. The new DMS should keep company’s documents and data, enable centralized accessibility of the data, and secure the documents and data stored. The company should store data being processed or already processed information safely for future use. Various departments without difficulties should centrally access the stored data. In addition, the new database should regulate the accessibility of the data stored to make sure that only authorized people and departments access the information. Due to technical parts of the database, the proper hardware and software is needed, and the staff trained on accessibility and uses the DMS remotely (Sharma 2012, p. 128).

Before the DMS is implemented, it should be tested to make sure that it serves the needs of the company. What should be tested are data storage, remote accessibility, and regulation of the authorized users. After testing the system, the next step is training staff on how to use the DMS. This will enable the staff to improve the company’s storage, accessibility, and management of data and documents without undergoing difficulties. DMS should be user friendly, such that the staff and another user will accept it without protesting. In this case, the DMS should work in favor of the staff and not discouraging the staff. This is because some innovations might lead to retrenchment of employees.

Project boundaries should be well defined such that it will not affect other companies. The document management system will be implemented in Alstom’s U.S. locations. All other locations outside U.S. are excluded from this scope. Some project constraints should be adhered to when establishing the project. The constraints include the funds to be used and availability of specialists to work on the project. A budget of fifty thousand dollars will be used on materials, labor, risk, licenses, and contracting. IT professionals to work on the project are limited, and they should be given enough time to work, install, test, and implement the project. The current DMS should be accessed and analyzed by an outside company or individual to make sure that t needs to be updated (Sharma 2012, p. 83). Document management software should be assessed and identified by IT specialists, managers, and directors. The company should incorporate proper inputs to make sure that DMS would serve the intended needs. The expected outputs from the DMS lead to improved production, as a result, of the efficiency and effectiveness of the project.

Reference

Sharma, A. (2012). Document Management System (Doctoral dissertation, North Dakota State University).