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