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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.
Beginning in the 1980s, a number of vendors began developing software systems to manage paper-based documents. These systems dealt with paper documents, which included not only printed and published documents, but also photographs, prints, etc.
Later developers began to write a second type of system which could manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on users' local file-systems. The earliest electronic document management (EDM) systems managed either proprietary file types, or a limited number of file formats. Many of these systems later became known as document imaging systems, because they focused on the capture, storage, indexing and retrieval of image file formats. EDM systems evolved to a point where systems could manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, workflow, and auditing capabilities.
These systems enabled an organization to capture faxes and forms, to save copies of the documents as images, and to store the image files in the repository for security and quick retrieval (retrieval made possible because the system handled the extraction of the text from the document in the process of capture, and the text-indexer function provided text-retrieval capabilities).
While many EDM systems store documents in their native file format (Microsoft Word or Excel, PDF), some web-based document management systems are beginning to store content in the form of html. These policy management systems[1] require content to be imported into the system. However, once content is imported, the software acts like a search engine so users can find what they are looking for faster. The html format allows for better application of search capabilities such as full-text searching and stemming.[2]
Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:
Many industry associations publish their own lists of particular document control standards that are used in their particular field. Following is a list of some of the relevant ISO documents. Divisions ICS 01.140.10 and 01.140.20.[6][7] The ISO has also published a series of standards regarding the technical documentation, covered by the division of 01.110.[8]
Government regulations require that companies working in certain industries control their documents. These industries include accounting (e.g., 8th EU Directive, Sarbanes–Oxley Act), food safety (e.g., Food Safety Modernization Act), ISO (mentioned above), medical device manufacturing (FDA), manufacture of blood, human cells, and tissue products (FDA), Healthcare (JCAHO), and Information technology (ITIL).[9][10]
Documents stored in a document management system—documents such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply could cause fines, the loss of business, or damage to a business's reputation.
When working in an environment that requires document control, the following procedures are useful to document:
Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise. In this context 'documents' are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video.
Database, Data warehouse, Computer science, Metadata registry, Dublin Core
Machine learning, Cursive, Electronics, Image, Machine Translation
Algebraic topology, Mathematics, Knot theory, Topological space, Set theory
Information technology, Microfilm, Facsimile machine, Copier, Multifunction printer
Apollo program, Six Sigma, Operations research, Artificial intelligence, Project management
Business process management, Document management system, Microsoft Windows, Workflow, Optical character recognition
Content Management System, Document Management System, Digital Asset Management, Source Code Management, Web Content Management System
Software, Internet Explorer, Microsoft Office, Enterprise content management, Rensselaer Polytechnic Institute
MediaWiki, Open source, Comparison of wiki software, Wiki markup, XWiki
Microsoft Windows, Computer science, Linux, Assistive technology, Human–computer interaction