A document management system ( DMS ) is a system (based on computer programs in the case of digital document management) used to track, manage and store documents and reduce paper. Most are capable of storing notes from different versions created and modified by different users (historical tracking). This term has some overlap with the content management system concept. It is often seen as a component of the company's content management system (ECM) and is associated with digital asset management, document imaging, workflow systems and archive management systems.
Video Document management system
Histori
Beginning in the 1980s, a number of vendors began to develop software systems for managing paper-based documents. This system deals with paper documents, which include not only printed and published documents, but also photographs, prints, etc....
Then the developer starts writing a second type of system that can manage electronic documents, which are all documents, or files, created on the computer, and often stored in the user's local file system. The earliest electronic document management (EDM) systems managed either proprietary file types, or a limited number of file formats. Many of these systems came to be known as document imaging systems, as they focused on capturing, storing, indexing and retrieving image file formats. The EDM system evolves to the point where the system can manage all kinds of file formats that can be stored on the network. Applications evolve to include electronic documents, collaboration tools, security, workflow, and auditing capabilities.
This system enables organizations to capture faxes and forms, save copies of documents as images, and store image files in the repository for security and quick retrieval (retrieval is possible because the system handles the extracting of text from documents in the retrieval process, and the text-indexer function provides text retrieval capabilities ).
While many EDM systems store documents in their original file formats (Microsoft Word or Excel, PDF), some web-based document management systems start saving content in html. This policy management system requires content to be imported into the system. However, once content is imported, the software (eg Corona Document Management System) acts like a search engine so users can find what they're looking for faster. The html format allows for better application of search capabilities such as full text search and stemming.
Cloud-hosted document management software has tremendous demand potential. Many companies prefer cloud-hosted devices to reduce the complexity and cost of hardware maintenance. Companies prefer vendors that provide features such as cloud hostage and maintenance services. It becomes important for vendors to focus on the services and requirements of their customers. As the demand for document management software is increasing, vendors have a great opportunity to increase their customer base by providing such features and facilities along with their software. It will also add value to their software, and will enable them to stay ahead in a competitive market. According to Future Market Insights, the global market for document management software is expected to grow at a high rate in the coming years. The sale of document management software is estimated to exceed US $ 11 billion by the end of the valuation year (2028).
Maps Document management system
Components
Document management systems generally provide storage, version, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:
Standardization
Many industry associations publish their own list of certain document control standards used in their particular field. The following is a list of some of the relevant ISO documents. ICS Division 01.140.10 and 01.140.20. ISO has also published a set of standards concerning technical documentation, covered by the division of 01.110.
- ISO 2709 Information and documentation - Format for information exchange
- ISO 15836 Information and documentation - The Dublin Core metadata element set
- ISO 15489 Information and documentation - Records management
- ISO 21127 Information and documentation - Ontology reference for cultural heritage information exchange
- ISO 23950 Information and documentation - Information retrieval (Z39.50) - Definition of application services and protocol specifications
- ISO 10244 Document management - Basis and business process analysis
- ISO 32000 Document management - Portable document format
Document control
Government regulations require companies working in a particular industry to control their documents. These industries include accounting (eg: 8th EU Directive, Sarbanes-Oxley Act), food safety (eg, Food Safety Modernization Act), ISO (mentioned above), manufacturing of medical equipment (FDA), blood making, human cells, and network products (FDA), health care ( JCAHO ), and information technology (ITIL ). Some industries work under stricter document control requirements because of the type of information they retain for privacy, warranty, or other highly regulated purposes. Examples include Protected Health Information (PHI) as required by HIPAA or construction project documents required for the warranty period. An information system strategy plan (ISSP) can establish an organizational information system in the medium to long term.
Documents stored in the document management system - such as procedures, work instructions, and policy statements - provide documentary evidence under control. Failure to comply may result in fines, loss of business, or damage to business reputation.
The following are important aspects of document control:
Integrated DM
Integrated document management consists of the technologies, tools, and methods used to capture, manage, store, store, submit and dispose of 'documents' in a company. In this context 'document' is one of many information assets including images, office documents, graphics, and images and new electronic objects such as Web pages, email, instant messages, and videos.
Document management software
Paper documents have long been used in storing information. However, paper can be expensive and, if used excessively, is wasteful. Document management software is not just a tool but lets users manage access, track and edit stored information. Document management software is an electronic cabinet that can be used to manage all paper and digital files. This software helps businesses to merge paper into digital files and store them into one hub after scanning and imported digital formats. Web-based document management software is the industry's principal.
See also
References
External links
- Software/Document Management in Curlie (based on DMOZ)
Source of the article : Wikipedia
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