Document management, often shortened to DMS, refers to the use of a computer system and specialized software to efficiently store, manage, and track electronic documents. This includes electronic images of paper-based information captured through document scanners. In essence, a DMS provides a structured approach to how an organization handles its digital documentation.
According to ISO 12651-2, a document is defined as “recorded information or object which can be treated as a unit.” A DMS, therefore, is the software solution that controls and organizes these documents across an organization. It encompasses various functionalities, including document and content capture, workflow automation, secure document repositories, COLD/ERM (Computer Output to Laser Disc/Enterprise Report Management), output systems, and robust information retrieval capabilities. Furthermore, it includes the processes used to track, store, control, and ultimately, secure documents.
The evolution of DMS is closely tied to the development of enterprise content management (ECM). Early document management systems were often standalone solutions, similar to imaging, workflow, and archiving systems. They provided fundamental functionality to content management by imposing controls and management capabilities on otherwise unorganized documents. Key features of a traditional DMS include:
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Check-in/check-out and locking: This feature coordinates simultaneous editing of a document, preventing one person’s changes from overwriting another’s work.
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Version control: DMS maintains a record of how the current document version evolved and how it differs from previous iterations.
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Roll-back: Enables reverting to a previous document version in case of errors or premature releases.
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Audit trail: Allows reconstruction of user actions on a document throughout its lifecycle within the system, providing transparency and accountability.
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Annotation and Stamps: Facilitates adding notes, comments, and approvals directly onto documents without altering the original content.
The rise of diverse information sources, such as the web, USB drives, and smartphones, led to the integration of document management into broader content management systems. Organizations needed to manage not only traditional documents but also a wider range of information types, including text, images, and voice files, regardless of their structure.
Today’s document management systems range from small, standalone applications to large-scale, enterprise-wide solutions serving global audiences. Many DMS solutions incorporate electronic versions of standard physical document filing practices, providing familiar organizational methods within a digital environment. This includes features such as:
- Storage location: Defining and managing where documents are stored within the system.
- Security and access control: Limiting access to sensitive documents based on user roles and permissions.
- Version control: Tracking changes made to documents over time.
- Audit trails: Recording user activity for compliance and accountability.
- Check-in/check-out and document lockdown: Preventing unauthorized modifications to documents.
In conclusion, while document management can be used independently, it is commonly integrated within an Enterprise Content Management (ECM) environment. A modern DMS is a crucial tool for businesses aiming to improve efficiency, enhance security, and ensure compliance by effectively managing their digital documents. By offering advanced organization and control features, a DMS empowers companies to fully leverage their informational assets.
