What is a document management system

A document management system is one that allows you to manage the paper documents and the electronic documents in any organization. It involves storage of the documents, organizing, access control, retrieval, risk management, archiving, distribution, and authentication. These are the different elements that come into play in a document management system.

Any organization that is willing to go paperless can opt for a document management system. With the document management system in place you can convert the paper documents into electronic form and store in the document management system. Scanner and OCR software are used for scanning the paper documents and converting them to images or text and store in the database linked to the document management system.

The documents thus stored in the document management system should be in a centralized server so that access to it is possible from anywhere on the network or even from anywhere in the world, if it connected to the internet. Organizing the documents in different folders and indexing them as they are added to the system is also important. This helps is faster retrieval of the documents when needed.

A search feature is also available in the document management system that helps you to search documents based on keywords. This helps in faster retrieval of the documents. Apart from the search features, unauthorized access to the repository should be avoided. For this security should be in place according to the international standards. Proper authentication is needed in the document management system before a user is given access to certain features of the document management system.

What happens to the data stored when a disaster occurs? Data has to be recovered in some way and restored when a disaster occurs. This is of utmost important in any document management system. For this proper and regular backup of the database has to be done. This should be automatic so that all the data are backed up up-to-date.


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