Document Control System Requirements

ENSUR Document Management Technical Requirements

Why do you need a DMS solution?

A document management software (DMS) solution helps you manage documents across your business for improved productivity and efficiency. It centralizes your files, so the right employees have instant access to the documents they need — when they need them. A DMS solution keeps your files secure, so you never have to worry about data being damaged or lost, and it ensures confidential, sensitive data is kept safe.

You need a DMS solution if you want to scale your organization cost-efficiently into the future. Paper-based systems no longer support growing businesses in the digital era. Only a DMS solution will ensure your organization maintains data quality and integrity as you grow.

If your business is bogged down by manual, paper-based processes or by employees wasting time searching for files stored on individual devices, a DMS solution is for you.

What is the most important DMS requirement?

The most important DMS requirement is security. Whether you need document management for specification management or simply going digital with paper files, DMS should offer security features such as a firewall, antivirus, and more. Only with the right security tools will your DMS solution be capable of keeping your data safe from malicious actors and potential ill-doers within your business. It should allow you to set permissions so you can rest assured only the appropriate parties have access to their relevant documents.

It should also exceed your various regulatory compliance requirements. Look for DMS solutions that include FDA, ISO, GxP, OSHA, and SQF standards.

How to choose a document management system:

Look for the following in document management software:

  • Version control, including multi-user collaboration and review/approval routing
  • Legally binding, compliant, electronic signatures
  • Audit trails for a completely reportable document history
  • Advanced searching of content, form data, and metadata
  • The ability to create and track complaints, deviations, and support incidents
  • Single sign-on
  • Training management and change order management
  • Extensive reporting functionality
  • The ability to partition content by location if you have multiple sites
  • Hyperlinking for creating relationships among documents with traceability

 
 
On Premises Document Management System Requirements:

Database Server

SpecificationMinimum ConfigurationRecommended Configuration
CPU2GHz or faster, single CPU3.0GHz or faster, multi CPU
RAM8GB8GB or higher
Operating SystemWindows Server 2008 physical or virtualWindows Server 2008, 2008 R2, 2012 R2, 2016
(32 bit or 64 bit) physical or virtual
Available disk space10GB50GB
Database PlatformSQL Server Express (2008 R2)SQL Server Standard (2019)

 

Web Server

SpecificationMinimum ConfigurationRecommended Configuration
CPU2GHz or faster, single CPU3.0GHz or faster, multi CPU
RAM8GB50 concurrent users, 16GB or higher
Operating SystemWindows Server 2008 physical or virtualWindows Server 2008, 2008 R2, 2012 R2, 2016
(32 bit or 64 bit) physical or virtual
Available disk space100GBSmall Business:250GBMedium Business:500GBEnterprise:1TB or more
Web ServiceIIS 7IIS 10 or higher
.NET Framework4.04.5 or higher
Internet BrowsersChrome, Edge, Firefox, SafariChrome, Edge, Firefox, Safari
MS Office20162019/Office 365

 

Workstation

SpecificationMinimum ConfigurationRecommended Configuration
Operating SystemWindows 7Latest version of MS Windows
Internet browserChrome, Edge, Firefox, SafariChrome, Edge, Firefox, Safari
AdobeReader 6 through xLatest version of Adobe Reader
Screen Resolution1024 x 7681280 x 800 or higher

Web and Database may be on the same server or separate severs as required. All server(s) and workstations must be members of a domain controlled network. Web server may be Internet facing for global access if needed.