About enterprise document management system

The business processes present in the organizations now-a-days are so complex and the documents generated are also huge. Managing these documents is not an easy task. The volume of data that grows with the business is so huge. The users of these data need proper tools to manage these documents.

“Check In” and “Check Out” of the documents have to be enforced upon the documents so that the users perform the appropriate operations on the document before they make any changes to it. This will ensure that the documents are up to date. Retrieval of the appropriate version of the document should be possible at any stage.

 

Proper version control should also be in place in an enterprise environment. When a user wants to work on a document he has to ‘check out’ the document before doing the editing. Once they have completed the editing they can increment the minor version number if needed and add comments to that version of the document. This is one of the features that you might expect in an enterprise document management system.

 

Products like SharePoint Server from Microsoft have these features. You can look out for other products too, that have similar features on document management system. Live copies of the documents can be published on other intranet sites too with the SharePoint server. With this way, any update made to the original copy of the document can be reflected in the site too. This helps in content reuse.

 

Apart from the above features, document converters help you to convert the documents available in one format into another. The contents that are ready for publishing in the site can be viewed or reviewed by the administrator of the site before it is displayed in the site. This would avoid eliminating the unnecessary content in the site. Features to create custom file formats with proper rights, manage documents and organize them and to search documents are mandatory in an enterprise document management system.