What is Document Management System?

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What is Document Management System?
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Document Management System

• A Document Management System(DMS) is the use of a
  computer system and software to store, manage and
  track electronic documents and electronic images
  of paper based information captured through the
  use of a document scanner. 
• DMS is how your organisation stores, manages and
  tracks it electronic documents.
• Document management system companies offer many
  different kinds of document management, from
  digitalization of paper copies to providing
  secure destruction services.

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Components of Document Management System

• The components of Document Management System are
  as follows
• Metadata
• Integration
• Capture
• Indexing
• Storage
• Retrievals of the documents
• Security
• Work overflow
• Destruction

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CONTD

• Metadata It is just like writing the meta
  descriptions for the web pages. These are the
  ones which incorporate the keywords which can be
  used by the users for identification of what is
  written on the document.
• Capture The capture refers to that application
  which makes use of the multifunctional printers
  and the scanners to capture the data or the
  images as such into the machine or computer
  readable formats.

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CONTD

• Integration This is an important component
  since it allows the document to be integrated
  with the other document management application
  systems which can be used by different users for
  the retrieval of the data. The users can make the
  changes and then store the same in the
  repository. The records management systems can be
  used to save the changed information as well.

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CONTD

• Indexing This is a little different from the
  metadata in that these are unique document
  identifiers. These are the ones which are used to
  keep track of the documents.
• Storage This is a very important part of the
  integrated document management. Its importance
  can be known from the fact that commonly people
  view only this feature or component as the
  document management system itself. This involves
  the conversion of documents from one storage
  media to another.

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CONTD

• Retrieval of the documents Since the
  classification and indexing is done uniquely by
  the document management application, the
  retrieval of the documents is done very quickly
  and easily without having to search too much. The
  documents can be retrieved easily by whosoever
  wants to get the access, provided due
  authorisations are there for him to access the
  same.

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CONTD

• Security The whole exercise of the document
  management is designed to secure the documents.
  The security of the documents can be increased by
  increasing the spread of the storage avenues
  across different media. The same is also achieved
  with the help of integrated document management
  principles which enable access only to some
  specified people using specific codes or
  passwords. The security is also meant to be
  established by way of building the security of
  the webpage documents using the web security
  protocols to protect against the internet based
  security challenges.

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CONTD

• Workflow The software of records management also
  has an inbuilt function of the workflow
  management. This means that the documents will
  flow to the desired levels and to the designated
  people automatically, after due approvals and
  authorisations.
• Destruction After the lifecycle of the documents
  is over and they are required to be destroyed,
  the destruction is carried out professionally
  with due authorisations and approvals, which
  means that no such document is destroyed which
  required to be preserved.