Question

What are the necessary information that must be included in the final business requirements document

Who are the key personnel that require access to the EDMS in an organization

Describe appropriate logical access controls for the EDMS based on the roles within the organization who require access to each type of e-document.

Answer 1

The main aim of Business requirements document is that it should answers the question "what the business wants to do".

The most critical component of a business requirement document is the scope of the project along with the restrictions and constraints. The scope comprises of three key things:

1- What are the problems which the business wants to solve?

2- What are the restrictions?

3- Is it worth to invest the time and money required for the project?

The ideal business requirement document template should have the following components:

1- A summary statement

2- Project objectives

3- Need Statements

4- Project scope

5- Financial statements

EDMS- electronic document management system is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization workflow. A basic EDMS should include document management, workflow, text retrieval, and imaging. An EDMS must be capable of providing secure access, maintaining the context, and executing disposition instructions for all records in the system.

One should always look for an EDMS that provides:

1- Security control: This function controls which users have access to which information. Any system that you use must be able to protect not-public records as defined by the MGDPA.

2- Version Control: The EDMS should allow users to add documents to the system and designate a document as an official record. It should also automatically assign the correct version designation.

3- Metadata Capture: The EDMS should allow you to capture and use the metadata appropriate for your agency.

EDMS access should have tools and protocols used for identification, authentication, authorization, and accountability. Based on the roles it should provide the access to elactronic documents.