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How does DocCare categorize document automatically?

 

DocCare uses GES (General Enterprise Structure) model to categorize document automatically and limit document access scope intelligently.

GES (General Enterprise Structure) model is a tree structure department model.
Most companies and organization has a tree type department structure. High level departments are usually more close to the root node of the department tree.
DocCare departments also have a tree type structure. Each DocCare user must be a member of one department. Each DocCare department has a root folder. The document access scope is limited to the department root folder. Thus, a user can only access documents owned by his department and sub departments. He has no right to access documents owned by parent department or other departments.
For example, in the figure below:
GES model example
DocCare team is a child department of Product department. Under GES model, members of Product department can access documents owned by DocCare team.
However, members of DocCare team has no right to access documents owned by Product department and other departments. They are even unable to know if those document exist.
In the figure above, if the manager is member of My Company, then he can access documents owned by all child departments.

There are several benefits by using GES model:

  1. You can easily copy real company org-chart to DocCare department structure.
  2. A document will be automatically placed in a department during its life time.
  3. DocCare limits the access of documents by departments automatically. If a user is promoted to a higher level department, he will be automatically granted rights to access more documents.
  4. The heavy load of document management work is scattered to each department. The system administrator won't be bottle neck any more.
  5. The GES model is adaptive when users transfer between departments frequently. The GES model will automatically delimit a new scope of document resources for a user when he transfers to a new department.