Document Management
Document Management or 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. The term has some overlap with the concepts of Content Management Systems and is often viewed as a component of Enterprise Content Management Systems and related to Digital Asset Management, Document imaging, Workflow systems and Records Management systems.
Payback of document management – questions that are answered by using EDMS:
- Location
- Q: Where will documents be stored? Where will people need to go to access documents?
- A: Physical journeys to filing cabinets and file rooms are analogous to the onscreen navigation required to use a document management system.
- Filing
- Q: How will documents be filed? What methods will be used to organize or index the documents to assist in later retrieval?
- A: Document management systems will typically use a database to store filing information.
- Retrieval
- Q: How will documents be found?
- A: Typically, retrieval encompasses both browsing through documents and searching for specific information.
- Retention Period
- Q: How long should documents be kept, i.e. retained?
- A: As organizations grow and regulations increase, informal guidelines for keeping various types of documents give way to more formal Records Management practices.
- Distribution
- Q: How can documents be available to the people that need them?
- A: FileBound Express allows users to access their files from their desktop.