ISMS is a procedurally-oriented system. The operator uses ISMS to perform the document processing functions, not just record information about them. The document processing functions are shown below:

• Establishing accountability
• Copy management
• Internal Document Transfers
• Charge-out
• Check-in
• Distribute
• Receive
• Group move
• Storage container assignment
• Destruction
• External transmittal
• Update document information
• Regrade - on a single copy, all internal copies or all copies
• Document Display
• Document Notes

The ISMS database structure and software ensures that there is no duplication of either Document Control Numbers or Document Control/Copy Number values, Bar Code Numbers or File Numbers.

Document Control and Copy Numbers are assigned during accountability establishment, reproduction, and updating functions. The Document Control Manager establishes the formats for DCN and Copy number generation (performed when the operator requests a new DCN), and DCN and COPY editing (performed when the user inputs a complete value for either the DCN or Copy number).

The Document Control Manager may establish one or more generation formats for a Document Control Number. Each format may result in a DCN up to 22 or 35 characters long. The DCN generated may consist of up to 10 sections. Each section may be a:

• Literal - one or more characters that will appear in the DCN exactly as they appear in the generation format; typically used for dashes and slashes
• Prefix - a character string which typically identifies the organization, program, or program site
• Year - a two-digit representation of the current year
• Class - abbreviation of the classification of the material being accounted for
• One-up - a numerical one-up value of three to seven digits. The number of digits is fixed for a format. ISMS ensures that no one-up numbers are skipped or used twice.

Each generation format is identified by an input prefix. When the system prompts for a DCN, the operator either selects a generation format to be used by entering the input prefix or inputs an entire DCN.

The Document Control Manager also establishes the DCN edit masks. Whenever a DCN is input that would be assigned to classified material, it is checked against theedit masks. The edit masks can be one of the types from DCN generation plus sections which:

• Match one or more characters from five standard character sets
• Match a character from a user-defined character set
• Match an entry from a list of character strings.

With the edit masks, virtually any DCN can be edit checked, thereby avoiding entry of erroneous DCN formats.

The bar code number is used for rapid identification of a document during any document-related transaction. The ISMSI bar code value has a unique structure that is automatically recognized by ISMS. Custom barcode formats can be supported.

All transactions and updates for a document are recorded in an audit trail. The date, time, operator, work station, and organizational element of the transaction, as well as transaction-specific information, are recorded. The single exception is updating a title (subject), in which case the audit record may optionally not contain the old title in the event that a classified title was erroneously placed in the database. The audit trail on any document can be reviewed online with the HISTORY function or printed with the DOCTRAN report. Summaries of document processing activity are also available, grouped by function type and performing activity.

The periodic inventories of classified material are performed quickly and accurately with ISMS. A small lightweight inventory computer with a moving-beam laser gun is used to record the holdings during the inventory. The bar code information is uploaded from the portable computer to the ISMS computer and the inventory information taken is compared with the ISMS database records. Any discrepancies, (missing or extra material) are located and reported. Once the inventory is accepted, a record of the inventory is placed on the document and container audit trails.