Quality System Document Management System

The problems faced by controlled document management

File SecurityDifficult to guarantee

The security of files during the process of external distribution is difficult to control, and there is a risk of leakage of important assets of the enterprise. Moreover, the process of external distribution of files is not easy to manage and is prone to losing control

Difficulty in implementing system standards

It is difficult to maintain the compliance and effectiveness of the system, and it is difficult to implement corrective measures for non conformities. Internal audits, external audits, and management reviews are difficult to ensure effective operation and implementation

Difficulty in systematizing document training

Lack of training management system, most of the documents are distributed to departments for self-learning, and the training is merely a formality; Lack of training tools, inability to keep track of training and learning records, and inability to track training and learning outcomes

High cost of document management

Document management requires dedicated personnel to track, adjust, and revise; Paper management involves extensive copying, printing, and distribution, with high costs and serious waste

Architecture diagram/business process diagram

Document drafting and revision, collaborative editing

Create files according to templates, support online editing (collaborative editing by multiple people), version management comparison, support file annotation and circle reading, support automatic generation of numbers, and manual numbering

Document process management

Support custom review process, automatic stamping, automatic initiation of training process after process review, and automatic distribution of files; Support engineering change process and create sub process approval; Support file permission application and file review invalidation process

Automatically generate compliance documents

Support the backfilling of attribute information such as approval history, document number, effective date, and version into the file cover/header; Support automatic generation of file history information

Usage scenarios

Security Audit

Enterprises need to clarify the scope of file storage and use, and to ensure file security, they need to conduct detailed audits and control of file upload, download, borrowing, and other permission behaviors, and adjust targeted control and audit measures. Conduct detailed audits of system files and establish meticulous and strict control strategies to prevent sensitive information from being leaked at will

Documents can be sent out online for communication and feedback

Support sending files to external personnel such as factories or suppliers, support feedback and communication of sent files, and the receiving personnel can sign for the receipt and fill in feedback information; Users can follow up on the progress of document signing, view real-time feedback on document signing, and urge those who have not signed with one click. They can also view and reply to messages on external invoices, which are sent to external personnel via email

File distribution and retrieval management

The file can be distributed to the user department/unit, and internal control and controlled approval steps, distribution scope, usage permissions, document expiration date, online page viewing range, etc. can be set as needed

Advantage ability

1. Multi level information security control
In addition to the system's conventional fine-grained classification authorization, confidentiality authorization, custom dynamic watermarking, and HTTPS encrypted transmission, it also supports network wide permission control, MAC address login authentication, backend file storage encryption, and other prevention and control functions; It can integrate third-party desktop leak prevention to achieve landing encryption and encrypted external transmission, achieving comprehensive online and offline control

2. Database compatibility
The system comes with MySQL containerized open source applications at no additional cost, and supports external OceanBase/PostgreSQL/Oracle and domestic Xinchuang databases such as Renmin Jincang KingBase/Jushan database

3. Support multiple storage devices
The system supports the simultaneous attachment of multiple storage types of devices, such as RAID array disks, SAN/NAS network storage, S3 distributed storage (Ceph/Alibaba Cloud OSS/Tencent Cloud COS/Tianyi Cloud, etc.), to meet the diverse storage device application needs of enterprises

4. PB level large data file retrieval
The system adopts the ElasticSearch search search engine, supports high availability clusters, and meets the storage and retrieval requirements of millions of data files. Provide basic support for multi business file management

5. Rich file types and formats for online preview
The Runpu platform supports online preview of nearly a hundred suffix format files, including office documents, audio and video media, images, 2D/3D drawings, DWG drawings, TIFF, PDF/OFD, Xmind, Viso and other file types. Among them, images and PDF/OFD scanned copies support Baidu's open source OCR recognition for full-text retrieval

6. Adapt to deployment on multiple Linux architecture platforms
Conventional Linux kernel operating systems: CentOS 7.8/Ubuntu 20.04 and above (open source), Redhat 7.8 and above (paid purchase). Linux system is an operating system with innate virus immunity, which reduces the risk of virus attacks compared to Windows; At the same time, Linux system has good stability and more complete network functions to support high-intensity business system operation