Functional requirements of Document Management System with non-functional
Functional Requirements
- 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).
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- Performance
- Ensure quick response times for document retrieval, search operations, and workflow management.
- Handle high volumes of document transactions and user interactions efficiently.
- 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.
- Reliability
- Ensure high system availability with minimal downtime.
- Implement backup and recovery procedures to protect data and ensure business continuity.
- Security
- Protect sensitive document data with encryption and secure access controls.
- Implement measures to prevent unauthorized access, data breaches, and unauthorized modifications.
- 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.
- Maintainability
- Design the system for easy updates, maintenance, and troubleshooting.
- Provide clear documentation for system administrators and users.
- 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.
- Data Integrity
- Ensure accuracy and consistency of document data, metadata, and version history.
- Implement validation checks and error-handling mechanisms to maintain data quality.
- Support and Documentation
- Provide user manuals, help guides, and support resources for troubleshooting and training.
- Offer technical support for system issues and maintenance.
- Auditability
- Maintain logs of system activity, document interactions, and user actions for auditing purposes.
- Provide audit trails for document management processes and compliance checks.