Document Management System
A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track and store documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.
Capabilities of a DMS
FIND: Find documents and files in seconds rather than hours.
SHARE: Allow more than one worker access to the same document at the same time.
VERSION CONTROL: Version control gives you the ability to mange document changes and revisions--including going back to a previous version of a document.
CENTRALIZATION: Store department or workgroup documents in a central storage area.
SECURITY: Set document security for who can view and update files.
AUDIT: Verify who viewed and made updates to documents.
ARCHIVING: Set retention periods for documents, and schedule archival or removal processes.
- Allows Better control over organization processes.
- Central Manageability.
- Easy sharing.
- Easy Version controlling.