Digital Record Management System

A Document and Records Management System (DRMS) delivered as Software as a Service (SaaS) is a cloud-based solution designed to help organizations efficiently manage, store, retrieve, and secure their digital documents and records. Below are the key features and functionalities typically offered by DRMS SaaS software:

Core Features of DRMS SaaS Software

1. Document Storage and Organization

   • Centralized cloud-based repository for storing digital documents.

   • Folder and subfolder structures for organizing files.

   • Metadata tagging for easy categorization and retrieval.

2. Version Control

   • Track and manage multiple versions of a document.

   • Automatically save and archive previous versions.

   • Restore older versions if needed.

3. Document Search and Retrieval

   • Advanced search functionality using keywords, metadata, or full-text search.

   • Filters and sorting options to locate documents quickly.

   • Optical Character Recognition (OCR) for searching within scanned documents.

4. Access Control and Permissions

   • Role-based access control (RBAC) to restrict document access.

   • Granular permissions for viewing, editing, downloading, or sharing documents.

   • Audit trails to monitor user activity.

5. Collaboration Tools

   • Real-time document editing and co-authoring.

   • Comments and annotations for team collaboration.

   • Notifications and alerts for document updates or changes.

6. Security and Compliance

   • Data encryption (in transit and at rest) to protect sensitive information.

   • Compliance with industry standards (e.g., GDPR, HIPAA, ISO 27001).

   • Digital signatures and authentication for secure document handling.

7. Workflow Automation

   • Automated document approval and review processes.

   • Customizable workflows for specific business needs.

   • Notifications and reminders for pending tasks.

8. Records Management

   • Retention policies to manage the lifecycle of records.

   • Automated archiving and disposal of records based on predefined rules.

   • Legal hold functionality to preserve records for audits or litigation.

9. Integration Capabilities

   • Seamless integration with other business tools (e.g., CRM, ERP, email, Microsoft 365, Google Workspace).

   • APIs for custom integrations with third-party applications.

10. Audit Trails and Reporting

    • Detailed logs of document access, edits, and downloads.

    • Customizable reports for compliance and auditing purposes.

    • Dashboards for tracking document activity and usage.

11. Mobile Accessibility

    • Mobile apps or responsive web interfaces for accessing documents on the go.

    • Offline access to documents with synchronization when online.

12. Scalability and Performance

    • Scalable storage to accommodate growing document volumes.

    • High-performance infrastructure for fast uploads, downloads, and searches.

13. User-Friendly Interface

    • Intuitive and easy-to-navigate interface.

    • Drag-and-drop functionality for uploading documents.

    • Customizable dashboards and views.

14. Disaster Recovery and Backup

    • Automated backups to prevent data loss.

    • Disaster recovery plans to ensure business continuity.

15. Cost-Effectiveness

    • Subscription-based pricing model with no upfront hardware costs.

    • Pay-as-you-go plans based on storage or user requirements.

Benefits of DRMS SaaS Software

• Improved Efficiency: Streamlines document management processes and reduces manual effort.

• Enhanced Security: Protects sensitive data with robust security measures.

• Regulatory Compliance: Ensures adherence to legal and industry standards.

• Cost Savings: Eliminates the need for on-premises infrastructure and maintenance.

• Accessibility: Enables remote access to documents from anywhere, at any time.

• Collaboration: Facilitates teamwork and communication across departments.

Use Cases of DRMS SaaS Software

• Legal Firms: Managing case files, contracts, and compliance documents.

• Healthcare: Storing patient records and ensuring HIPAA compliance.

• Finance: Handling invoices, financial reports, and audit trails.

• Education: Managing student records, course materials, and administrative documents.

• Government: Archiving public records and ensuring transparency.

Main Features

1. Informative Dashboard
2. User Management
3. User Roles and Permissions
4. Document Management
5. Reminder Management
6. Document Reminder Management
7. Document Comment Management
8. Share Document
9. Support System
10. Contact Management
11. Category / Sub Category Management
12. Company Settings
13. Account Settings
14. Application Settings
15. Email Settings
16. Multi Languages
17. Payment Settings
18. Manage Transaction
19. Subscription Coupon & Coupon History Management
20. Landing Page Enable/Disable Option
21. Register Page Enable/Disable Option
22. Multi Theme Colors
23. RTL/LTR Theme
24. Site SEO Setting
25. Google ReCaptcha Setting
26. Bank Transfer, PayPal, Strip, Flutterwave Payment Integration
27. Email Notification Enable/Disable Option
28. Owner Account Email Verification Enable/Disable Option
29. Email Notification Template

System Requirements

1. PHP >= 8.1
2. BCMath PHP Extension
3. Ctype PHP Extension
4. Fileinfo PHP extension
5. JSON PHP Extension
6. Mbstring PHP Extension
7. OpenSSL PHP Extension
8. PDO PHP Extension
9. Tokenizer PHP Extension
10. XML PHP Extension

Support

For any questions,issue or suggestions request please mail me at  Contact Us