You know exactly WHERE your important Information is stored! (Tree + Search) You know WHAT this Information is about! (Meta-Data) You manage WHO has access to certain Information! (Access Control Lists) You know WHO is doing WHAT with your Information! (Logging)
Document management, often referred to as Document Management Systems (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.
Document management is how your organization stores, manages and tracks its electronic documents.
We can define document management as the software that controls and organizes documents throughout an organization. It incorporates document and content capture, workflow, document repositories, COLD/ERM, and output systems, and information retrieval systems. Also, the processes used to track, store and control documents.
Document management is one of the precursor technologies to content management, and not all that long ago was available solely on a stand-alone basis like its imaging, workflow, and archiving brethren. It provides some of the most basic functionality to content management, imposing controls and management capabilities onto otherwise “dumb” documents. This makes it so that when you have documents and need to use them, you are able to do so. Some of the key features in document management include:
- Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s
- Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
- Roll-back, to “activate” a prior version in case of an error or premature release
- Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system
- Annotation and Stamps,
Document management systems today range in size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience. Many document management systems provide a means to incorporate standard physical document filing practices electronically. These include:
- Storage location
- Security and access control
- Version control
- Audit trails
- Check-in/check-out and document lockdown.
- Automated version control
Find the latest version at a glance; view and promote prior versions; capture an audit trail of changes.
- Instant search and retrieval
Instantly search and retrieve files; use custom searches; and save searches to find documents again later.
- Workflow automation
Improve business processes with automated routing and electronic approvals.
- Metadata attributes
Categorize files with descriptive metadata facts to improve organization and findability.
- Folder Automation
Automate folder structures for consistency and easy repeatability.
- Collaboration and faster decision-making
Replace unstructured shared folders, email, and FTP with a centralized system for organized collaboration.
- Self-service desktop and Web access
Offer secure, self-hosted Web access so people can always retrieve files anytime, anywhere.
- Flexible integrations
Integration options include SDK-API, ODBC dynamic properties, universal searching.
- Insightful reporting
A comprehensive set of reports for monitoring system configuration, usage, throughput, and trend analysis are included.
- Reliable MYSQL based document control
Proven performance of MY SQL Server technology is combined with Windows ease-of-use.