I will held a meeting with the departments mangers; where i will describe what i am planning to build with some screens shots regarding a sample of what the document magement system is. Let the stakeholders drive the requirements. You do not want to start of by boxing them into a solution.
Secondly i am going to forward a document for each department manager to specify the following:- - What are the document categories hierarchy they like to have? - Specify the user names who can add, edit , delete, view the department documents?
FIRST you want to know, per department, who uses what data and how. THEN create your doc hierarchy and define your user rights.
Something else you might want to consider after gathering the initial set of requirements is to make them available for review in a format that supports collaboration (which could be something simple such as Google Docs, or as complex as a requirements management system) rather than a traditional Word/Excel document, which is cumbersome email around and can get out of sync quickly.
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