Frequently Asked Questions
Has your document been tampered with?
Once a document is submitted for approval DocMastR records an encrypted signature (Hash Code). Any modification to the document will be detected and flagged as a modification.
How does DocMastR ensure that documents are reviewed periodically?
DocMastR maintains a history of every document which can trigger configurable email alerts for stagnant documents.
How is a document review accomplished?
The DocMastR Document Controller signs out the document. Changes are made. The Document Controller submits the document for approval. Review data is updated and the document is released providing a complete revision control cycle.
What kinds of documents will DocMastR handle?
Any document from text based, images, CAD, source-code, audio / visual files to scanned documents.
Document revisions and how are they recorded?
Any user with permission checks out the document. DocMastR changes the status of the document to “Checked-out” in the metadata database. No other user can now sign out the same document at the same time, but other users can still view the released version. The new “owner” of the document makes changes using whatever application normally used to edit the document. When the modifications are complete, the owner submits the document for approval. Once approved the document is checked back into DocMastR. DocMastR moves the original version to a history location and places the new version in the repository.
What happens to the superseded documents?
When a document is replaced with a newer version, the older version is stored separately from the previous version.
What is a “digital signature”?
A digital signature is a combination of user ID, document contents and hash code unique to DocMastR.
How do you find documents?
DocMastR includes a powerful search engine which is based upon one the world’s most famous search engines. Documents can be searched on multiple fields (including user-defined fields) plus document contents.
DocMastR provides links to two major reporting engines: SAP Crystal Reports and Telerik. Reports can be exported to a “Excel”, “Word” or “CSV” file for further modifications and formatting.
"Cloud" or Server Based?
Should you go for a "Cloud" or an on-premise solution. There is really no right or wrong answer but companies need to assess their business needs and infrastructure before taking a decision. Cloud Based - No new infrastructure requirements (eg servers). On-premise - Corporate data is stored internally.
What is the Cloud?
"The cloud" is a friendly way of describing web-based computing services that are hosted outside of your organization. When you use cloud-based services, your IT infrastructure resides off your property (off-premises), and is maintained by a third party (hosted), instead of residing on a server at your home or business (on-premises) that you maintain.
What is ParrotCode Hybrid?
ParrotCode hybrid technology - uses the “Cloud” for web access whilst employing Company owned “On-premise” Servers for critical data and document storage. Hybrid technology could be needed to comply with specific client requirements in terms of data management, archiving and access to data.