According to Wikipedia, “a document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.”
When you search on the internet you will find hundreds of document management solutions, from products to consultants, for small to medium size businesses to large global organisations.
There are some essential components of a document management system.
- Import – ways to bring new documents into the system, whether through scanning paper documents or electronic files previously stored
- Storage – options to maintain system files via data storage hardware
- Identity – a method of indexing documents with discrete identities for accurate search and retrieval
- Export – a way to port / remove items from the system
- Security – placement of password-protection on certain files according to authorised user security controls.
The two main benefits of a good document management system is saving time and reducing cost.
It is pretty common practice these days to operate a business with electronic documents and files. However many businesses still use traditional methods (from paper-filing days) to file and store electronic documents. One of the biggest differences is filing a document according to its Metadata and not in a Folder. This means when a user files a document he selects the appropriate metadata for the document, and when the next user requires the document he doesn’t need to know the folder it is in, but simply searches the metadata to retrieve the file.
There are major features associated with a document management system, which are available for you to consider in the FREE DOCUMENT MANAGEMENT GUIDE BY M-FILES.