Document lifecycle Rapport 3 Document Management System (DMS) manages the document at every stage of its life, from conception to archiving or dead filing. Every possible document process is accommodated for.

First, a document or image is either created from scratch, in email, via a template, or dragged and dropped from an external device. At this stage, Rapport 3 DMS automatically generates a unique identification number or letter. This is done when the document first appears on the system and for every subsequent version, revision and transmittal.

Once the useful life of a document starts to wane, the IT administration within the company can set up rules for archiving documents based on a myriad of policies such as age, last access date or previous revisions and versions.

Finally, dead filing occurs. This takes documents off the DMS system either to be archived, or permanently discarded or recorded to free up space in the archive server. Importantly, the META data of all discarded documents is retained on the system so, should a failure occur, all documents can be located.

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