Document Management System

Introduction

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 a computer-based technique for storing
and retrieving documents held in a wide variety
of formats .

Why organization need DMS

Businesses generate a tremendous amount of

paper and digital content.
Proposals, contracts, customer profiles,
human resources related documents, financial
reports, forms, announcements are generated
every day.
organizations cannot effectively manage the
vast number of documents without a suitable
Document Management software.

Basic Feature

A storage facility
A method of adding document to the storage
area.
A method of identifying and retrieving the
document from the storage.

Additional Facilities

Check in & check out

Version control
Document reviews
Free text searching
Work flow
Imaging method
Publishing

Component of DMS

Metadata
Integration
Capture
Indexing
Storage
Retrieval

Functionality

Creation and maintenance

Scanning paper, importing electronic documents
Capture meta-data or attributes: author, date, title,
keywords, document type, purpose, bus
characteristics
Document storage
Retrieval
Powerful retrieval mechanisms based on attributes,
concepts, full-text
Stored queries that can be executed periodically
Automatic change notifications

Continue

Distribution
target user
User geographically disperson
Integration

Benefits

Reduce time to create, review, approve and

critical documents
Increase accessibility to information; retrieval
using business characteristics and full-text
searches
Enable enterprise-wide collaboration; reduce
email
Publish electronic & paper documents
simultaneously

Guideline

Document type included

How is data formatted & indexed
Document ownership defined
Security access

Conclusion

DMS become the primary living repositories

for organizational information/intellectual
assets
It enable linking of related information
It provide workflow facilities for various
stakeholders
Increase accessibility to information through
meta-data and full-text retrieval and agents
enable handling of multimedia