A Document management system is a computer system use to track and store electronic documents and/or images of paper documents.
Each document can be accessed immediately from any computer on the SAP network.
DMS having facilitates different kind of functions like:
- Version Management
- Document Structures
- Findings Documents
- Status Documents
- Document Distribution
- Web Access
DMS integrated in the SAP System:
- Link to SAP objects like Material Master,Equipments, Functional Locations etc.
- Engineering change management
DMS typically addresses some of the areas like:
- Archival – Protection of Documents against some disasters
- Storage – Proper Storage allocation
- Retrieval – Finding of the documents as per the requirement
- Filing – Organizing documents in structured way
- Security – Priority wise protection of documents
- Retention – Defining periods
- Distribution – Documents distribution as and when required
- Workflow – Defining rules for proper & auto distribution
- Authentication – Sharing of documents as per authorizations
Before going for DMS storage we need to define the Document Types, which really needs to be kept in DMS as per the business requirements.
This document will help where user want to store the document from his system to some center repository which is located somewhere else or say remotely located system. In DMS, there are several ways to store the documents like via Knowledge provider .i.e KPRO and another way is through simply providing the file source path from end user system (where file remain at that system and other user unable to access it ).Several other ways by defining the server and its configuration or by defining the Mounts Points etc.
Here, this document will provide the another way which is also available in Stdn SAP .i.e Vault Configuration for Document storage.
After Defining all prerequisites for DMS the main and important point is to define the Data carrier types. All methods which is mentioned above for storage will be define through this node in DMS.
Provide the DVA user and Password for Vault access settings via SAP.
If your main server or say main Document system located somewhere remotely then choose the data carrier type as VAULT.
Assign the Vault like Z, Z1, Y1 etc. and its description. there is default tick on two indicators i.e. Online and Vault.And press on New Entry.
Once you created the Vault then you need to define the IP of that system where you exactly want to store the document that IP will be defined in DVA Computer field.
Through this whatever your documents are there in your PC, you can stroed them in any of the defined remote system or external system via SAP through CV01N/CV02N etc. And via this practice it is very easy to retreive all those documents which is very complicated if you are using KPRO or some other methods. Secondly through authorization you may restrict anybody to acess and for any type of change.
For all of this you also need to take the help of an Basis person or network administrator ( If user is unable to acess the remotely located system for Document storage )