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Document Management Today
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TIMS3 Check In/Out  
 

 
Use secure Check-in / out to guard documents against overwriting, illegal modification or removal from the system.

In a typical TIMS3 system there are one or more file server repositories for storing all master documents. Client workstations use the Project Navigator to locate and Check-Out documents. Access rights to the documents are controlled by TIMS3 managers and are based on Windows NT Domain login names and groups. Access to the files on the server can be totally controlled by the front-end application in conjunction with the installed database. As well, NT security can be applied at disk file level on the file server to determine which users/groups may access the file.

Some benefits of a document control system:

  • files copied out for review or checked out for editing to networked client workstations do not tie up the server's operating system during edit operations
  • while checked out for editing the server file is locked both in the database as well as at the disk file level, ensuring that no two users can edit the file at the same time. All checked out server files remain available for copy out (review) purposes
  • a warm copy of the file always exists on the server so users always have an immediate backup copy
  • the most up to date version of checked out files is always returned to the server on a nightly basis so all users stay informed of work-in-progress changes
  • only the file server needs to have a daily backup routine in place after the automatic nightly cleanup operation is completed
  • documents copied out to client workstations for review-only purposes are always checked before they're opened to ensure the user is always looking at the most up-to-date file available
  • the file on the server can always be used to overwrite the client file incase modifications to the client file were done in error - no need for administrators to recover files from saved backup
  • alternatively, a user's changes can easily be disregarded and all file locks removed, thereby resetting the state of the file as it existed prior to any changes

  
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