What is Document Management System? - PowerPoint PPT Presentation

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Title:

What is Document Management System?

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A Document Management System(DMS) is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.  DMS is how your organisation stores, manages and tracks it electronic documents. Document management system companies offer many different kinds of document management, from digitalization of paper copies to providing secure destruction services. – PowerPoint PPT presentation

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Title: What is Document Management System?


1
What is Document Management System?
2
Document Management System
  • A Document Management System(DMS) is the use of a
    computer system and software to store, manage and
    track electronic documents and electronic images
    of paper based information captured through the
    use of a document scanner. 
  • DMS is how your organisation stores, manages and
    tracks it electronic documents.
  • Document management system companies offer many
    different kinds of document management, from
    digitalization of paper copies to providing
    secure destruction services.

3
Components of Document Management System
  • The components of Document Management System are
    as follows
  • Metadata
  • Integration
  • Capture
  • Indexing
  • Storage
  • Retrievals of the documents
  • Security
  • Work overflow
  • Destruction

4
CONTD
  • Metadata It is just like writing the meta
    descriptions for the web pages. These are the
    ones which incorporate the keywords which can be
    used by the users for identification of what is
    written on the document.
  • Capture The capture refers to that application
    which makes use of the multifunctional printers
    and the scanners to capture the data or the
    images as such into the machine or computer
    readable formats.

5
CONTD
  • Integration This is an important component
    since it allows the document to be integrated
    with the other document management application
    systems which can be used by different users for
    the retrieval of the data. The users can make the
    changes and then store the same in the
    repository. The records management systems can be
    used to save the changed information as well.

6
CONTD
  • Indexing This is a little different from the
    metadata in that these are unique document
    identifiers. These are the ones which are used to
    keep track of the documents.
  • Storage This is a very important part of the
    integrated document management. Its importance
    can be known from the fact that commonly people
    view only this feature or component as the
    document management system itself. This involves
    the conversion of documents from one storage
    media to another.

7
CONTD
  • Retrieval of the documents Since the
    classification and indexing is done uniquely by
    the document management application, the
    retrieval of the documents is done very quickly
    and easily without having to search too much. The
    documents can be retrieved easily by whosoever
    wants to get the access, provided due
    authorisations are there for him to access the
    same.

8
CONTD
  • Security The whole exercise of the document
    management is designed to secure the documents.
    The security of the documents can be increased by
    increasing the spread of the storage avenues
    across different media. The same is also achieved
    with the help of integrated document management
    principles which enable access only to some
    specified people using specific codes or
    passwords. The security is also meant to be
    established by way of building the security of
    the webpage documents using the web security
    protocols to protect against the internet based
    security challenges.

9
CONTD
  • Workflow The software of records management also
    has an inbuilt function of the workflow
    management. This means that the documents will
    flow to the desired levels and to the designated
    people automatically, after due approvals and
    authorisations.
  • Destruction After the lifecycle of the documents
    is over and they are required to be destroyed,
    the destruction is carried out professionally
    with due authorisations and approvals, which
    means that no such document is destroyed which
    required to be preserved.
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