Business Requirements Document

Business Requirements Document

A Business Requirement Document (BRD) is a document that contains details of solutions that an organization focuses on achieving with a particular project. The BRD includes customer expectations and need regarding the business owners. Companies need to have a well laid out BRD as it will enable them to grow and develop in the entrepreneurial aspect (Bahill & Madni, 2017). For the Hollywood Organic Co-Op, the BRD is for the implementation of the Electronic Document Management System (EDMS) in five of their store near the LAX airport.

• The purpose of the EDMS is to make it easy for storage and retrieval of e-documents from all the stores when convenient.

E-documents are referred to as electronic records, which are stored in softcopy format and can be retrieved and edited according to one’s liking. Examples of e-documents are reports, images, letters spreadsheets, and digital purchase receipts.

In the Hollywood Organic Co-Op, it is most likely that they have the e-documents mentioned above in their systems since the mentioned e-documents are often used in establishments like the co-op.

• Reports

The Hollywood Organic Co-Op might have reported in the form of e-documents in their system from survives, audits, financial reports, and other types of business-related reports that touch on the organization.

• Images

The Hollywood Organic Co-Op might have softcopy images saved in their system, which are part of the e-documents of the organization. The photos might be pictures of the stores, maybe the board of directors or other images of the organization

• Letters

Due to the accountability and the fact that official communication is preferred to be done via a formal letter, there might be letters in the Hollywood Organic Co-Op system that are in an e-document format, which are used for official communication. There can be templates of letters that are edited when needed.

• Spreadsheet

Since the organization is big business, it might have a spreadsheet for records of employees, products, or financials in the form of e-documents that are stored in the system.

• Digital purchase receipts

The organization makes purchases, and for accountability and transparency, it might be storing the receipts in the form of e-documents for financial records. In case of a dispute with the physical records, the receipts can be retrieved.

The EDMS is a susceptible system in an organization as it contains the organization’s data and information, and it coordinates different sectors of an organization creating the chain of operations. Due to its sensitivity and the fact that if altered or tampered with, it might cause a breakdown of processes, then very few people should have access to it. In the case of Hollywood Organic Co-Op, the following personals should be the key people to have administrative access.

• The CEO
• The CIO
• The Managers and their deputies/vice
• The supervisors

The employees can have access, but it should be limited to prevent malicious activities in the system or data stored there.

The reason behind have few people with administrative access to the system is to ensure the safety of the data in the system and prevent eventualities of data theft and industrial espionage. The fewer the people who can access the system, the easier it is to track their activities. Employees might be tempted to trade-sensitive information with competitors who might harm the business; that is why they are denied access to sensitive information.

The CEO and the CIO and their deputies or vices can be allowed access to all sorts of e-documents of the organization. The managers can be authorized to view reports, spreadsheets of employee’s details, and the digital purchase receipts. The supervisor can have administrative access but also limited from accessing e-documents like financial statements and other sensitive organization information. Employees can only be allowed necessary access to the system.

Reference

Bahill, A. T., & Madni, A. M. (2017). Discovering system requirements. In Tradeoff Decisions in System Design (pp. 373-457). Springer, Cham.

Farooq, M., Sapuram, R., Modh, M., & Erickson, R. (2018). U.S. Patent No. 10,095,990. Washington, DC: U.S. Patent and Trademark Office.