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WorksheetsDOCUMENT MANAGEMENT SYSTEM (DMS) / SISTEM PENGURUSAN DOKUMEN
Total questions: 20
Worksheet time: 3mins
Below are the benefits of DMS, except:
It will act as underlying infrastructure and a centralized electronic document repository for multiple enterprise systems
It will ensure important documents are retained
It will promote paperless collaboration across different departments through automation of business processes using its Workflow capabilities
It automatically identify document types when users upload into DMS
What is the purpose of a proper document management system?
To prepare User Acceptance Test report
To manage documents effectively
To analyze server test results
To produce server configuration report
Why is DMS important in organizations?
Facilitates document search and enhances data security
Reduces the number of employees handling documents
Requires all documents to be printed and stored manually
Only useful for the IT team and not relevant for other divisions
What is the main benefit of implementing DMS?
Improving work efficiency by facilitating access and management of documents
Automatically deleting all old documents
Restricting access to all documents so they cannot be edited
Reducing the need for computer use in daily work
The main features available in DMS include the following, except:
Digital document storage
Document search based on metadata and keywords
Document version management to track changes
Automatically deleting old documents without user permission
What is the best way to manage documents in a DMS so that they can be easily found again?
Assign relevant categories, metadata, and tagging to each document
Store all documents in one folder without categories
Re-upload documents every time there is a change
Use random file names without following the organization's standards
What is the first step that should be taken before starting to use DMS in daily work?
Understanding the main features and how to access the system
Deleting all old documents from the personal computer
Printing all important documents before uploading them to the system
Waiting for instructions from a superior before using it
What is the main impact of using DMS on work efficiency?
Accelerates document search and access, making work more efficient
Limits collaboration because only one person can access the document
Requires employees to re-upload documents every day
Slows down the work process because documents must always be checked manually
What does a document management system help with?
Organizing, storing, and retrieving documents efficiently
Printing documents at a faster rate
Making documents look colorful
Minimizing the time employees spend communicating
Which of the following is an example of a manual filing system?
Email attachments
Cloud storage
Digital files
Paper folders
What type of storage does an electronic filing system use?
Paper-based documents
Physical filing cabinets
Typewritten pages
Electronic files
Which of the following is a benefit of proper document management?
Higher costs
Increased document loss
Decreased efficiency
Improved service quality
What is cloud storage?
A type of manual filing system
An online service for document management
A physical storage device
A method of printing documents
Which of the following is NOT a storage device for electronic filing systems?
Hard disks
Flash drives
Wooden cabinets
Floppy disks
What is the main advantage of electronic filing systems over manual systems?
They require more physical space
They are more expensive
They facilitate quick information retrieval
They are harder to access
Which of the following is a characteristic of manual filing systems?
They store documents in the cloud
They are always faster than electronic systems
They use electronic files
They protect against unauthorized access
Which of the following is a common cloud storage service?
Adobe Photoshop
Microsoft Excel
Google Drive
Microsoft Word
What type of documents are stored in a filing system?
Only confidential documents
Both digital and paper documents
Only paper documents
Only digital documents
What are some benefits of a Document Management System? (multiple selection)
Reduced storage space
Enhanced security
Improved regulatory compliance
Easier retrieval
Better collaboration
How can training impact the effectiveness of a DMS in a government setting?
Training decreases user engagement with the DMS.
Training has no effect on DMS performance.
Training improves user proficiency and system utilization, enhancing the DMS's effectiveness in government settings.
Training is only necessary for technical staff.
