What is Document Management?

Document management can also be known as, document management systems or DMS. Document management is when software and computer systems are used alongside each other to track, manage and also to store any documents for an organisation electronically. Thus enabling offices and businesses alike to become paperless. The document management systems allow the documents to be managed as well as modified and accessed easily, efficiently and quickly in the future.

How can you possibly store all the documents and images electronically?

The information on paper based documents and also the paper images are simply sent through a document scanner into the companies databases.

What are the main features of document management systems?

The key features of document management systems are as follows:

  • Check in and check out
  • Document locking
  • Roll back
  • Controlling versions
  • An audit trail
  • Stamps
  • Annotation
  • Summarising

Who does document managing?

Generally, document management can be carried out independently but it is mainly now commonly recognised as being its own business under Enterprise Content Management fields. The document management systems can vary greatly in size, from very small, little independent systems, to a system that is large and world-wide in size.

What is the need for a document managing system?

All document managing systems provide a way to gather any original document filing but electronically. These generally include:

  • Security control solution
  • Access control
  • Storage location
  • Audit trials
  • Controlling versions
  • Check in and check out
  • Document lock-down

How is a document management system used?

A document management system is useful in many ways to an organisation. Document management systems can be used both to capture and also to control all of a company’s documents into a singular easy-to-find electronic document system. Normally, the paper documents are individually scanned into the management system. The electronic documents will then be stored in to the system and the document management system has the vast capability to unite all these documents together. The documents are then separated by either the:

  • company department,
  • vendor,
  • purchase order number,
  • or in another way that makes sense to that particular business or organisation.

What are the advantages of the document management systems over the traditional filing system?

One major advantage is that, unlike document folders in a traditional filing cabinet, a document management system stores these documents in individual electronic folders, that are then indexed and linked together by multiple pieces of relevant information. Another advantage is that this document management system gives its users the ability to search and also to retrieve any documents they require, solely based upon any specific criteria. An additional advantage is that, unlike a traditional filing system, documents cannot be lost because they are all together in one secure central electronic system. As well as this, time is not wasted because multiple people are not having to gather different documents from various locations and separate filing cabinets. The documents in a document management system can be immediately retrieved by a single action, thus making it a very productive system to store documents.