Functional requirements of Document Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow users (e.g., administrators, document creators, reviewers) to create accounts, log in, and manage their profiles.
   • Implement role-based access control to restrict access based on user roles (e.g., admin, editor, viewer).
2. Document Storage and Retrieval
   • Provide a centralized repository for storing and managing documents.
   • Support various file formats (e.g., PDFs, Word documents, Excel spreadsheets) and allow for easy document upload and retrieval.
3. Document Indexing and Search
   • Implement indexing to categorize and tag documents for efficient search and retrieval.
   • Provide powerful search functionality, including keyword search, metadata search, and advanced filtering options.
4. Document Versioning
   • Track and manage different versions of documents, including version history and change logs.
   • Allow users to view, compare, and restore previous versions of documents.
5. Access Control and Permissions
   • Define and manage permissions for document access, including read, write, and delete rights.
   • Support granular access control at the document level, folder level, or system-wide.
6. Document Collaboration
   • Enable multiple users to collaborate on documents by providing features for document sharing, commenting, and real-time editing.
   • Implement version control to manage changes made by different users.
7. Document Workflow Management
   • Define and manage document workflows, including review, approval, and publication processes.
   • Provide tools for tracking workflow progress, sending notifications, and managing task assignments.
8. Metadata Management
   • Allow users to define and manage metadata for documents, including attributes such as author, creation date, and document type.
   • Support metadata searching and filtering.
9. Document Security
   • Implement security measures to protect documents from unauthorized access and data breaches.
   • Provide encryption for data at rest and in transit, and support secure access protocols.
10. Audit Trails and Logging
    • Maintain logs of document activity, including user actions, document modifications, and access history.
    • Provide audit trails for compliance and tracking purposes.
11. Document Backup and Recovery
    • Implement backup procedures to ensure document data is regularly backed up and can be recovered in case of data loss.
    • Provide tools for restoring documents from backups.
12. Integration with External Systems
    • Integrate with other systems such as email clients, CRM systems, and productivity tools for seamless document management.
    • Support API integration for extending functionality and connecting with third-party services.
13. User Interface and Experience
    • Provide an intuitive and user-friendly interface for managing documents, accessing metadata, and using search features.
    • Ensure ease of navigation and accessibility features for users with different needs and abilities.
14. Compliance and Regulatory Management
    • Ensure compliance with relevant regulations and standards related to document management (e.g., GDPR, HIPAA).
    • Provide tools for managing compliance-related documentation and processes.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for document retrieval, search operations, and workflow management.
   • Handle high volumes of document transactions and user interactions efficiently.
2. Scalability
   • Support the addition of new documents, users, and features as the system grows.
   • Scale to accommodate increasing amounts of document data and user traffic.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect data and ensure business continuity.
4. Security
   • Protect sensitive document data with encryption and secure access controls.
   • Implement measures to prevent unauthorized access, data breaches, and unauthorized modifications.
5. Usability
   • Provide an intuitive and user-friendly interface for managing documents and workflows.
   • Ensure ease of navigation and accessibility features for users with different needs and abilities.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators and users.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
   • Integrate seamlessly with other systems and software used in document management.
8. Data Integrity
   • Ensure accuracy and consistency of document data, metadata, and version history.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of system activity, document interactions, and user actions for auditing purposes.
    • Provide audit trails for document management processes and compliance checks.