The document management system can be called any system that controls certain processes on the documents in the minds of their organization. Thus, we can find DMS alone under different names and forms of performance:
- Document Management System (Documentation)
- Document archive
- Document flow (Workflow)
- Knowledge management
- Quality control
The basic part of digital document management is the conversion of paper documents into files on your computer. Once on a computer, and then on a computer network, these documents are available without much effort per second. Thousands of organizations around the world use document management systems instead of paper archives. The reason for that change is simple:
- Prevents data loss
- Reduces the need for space
- Facilitates document management
- Quickly find documents
- Documents are centrally available
- The office business is considerably more transparent
Documents are scanned or downloaded by electronic documents (e documents). The system saves those files to disk or disk system, and then the user indexes the document. Indexing is a description of the document to terms that these documents will later be searchable. A search engine that is embedded in the system is used to access documents. Which documents can be read and which actions can be made over them depends on the rights that the user or group of users assigned to the administrator.
The complete DMS consists of the five most important elements:
- Scanning: Progress in the scanning technology field enables fast, easy, and inexpensive scanning.
- Storage: The storage system provides documents of loss and can also be upgraded with additional capacity.
- Indexing: Provides a good document description and a quick and easy future approach.
- Dock: The system keeps track of file allocation on the media and allows quick access to the index.
- Access: Documents must be accessible to those who need access restricted to authorized users. A good system allows access to either the workplace or via the Internet.