System Management (or Document Management System - DMS) and Electronic Document Management are computer systems which manage electronic and digitalized documents, e.g. documents digitalized by scanning.
Document management is very similar to Content Management System. CMS helps users with the process of document making preparation. DMS does not work with document contents and consider it only as an atomic element.
How you use DMS in your business:
- Archiving documents in electronic form
- Managing different types of documents
- Coverage of active life cycle of documents
- Easy processes of document approval
- Keeping watch over the deadlines of document processing
- Using full-text searching in all documents
The typical Document Management System solves the following problems:
- File Management. Important is filling a meta description ability of auto detection and a way of mass document saving from applications, which allows the user to implement the direct entry into database (Active Folder, Database Connection)
- Automatic identifier assignation to document and its revisions guarantee that the document gets a number which is definite in the file.
- Versioning is helpful for distinction of different document states.
- Meta description of a document and its revisions is used to add information to document/revision. This information can exists but does not have to be a component of the document. Meta description is usually used to search for a document quickly. An example of meta description is author of document. Category is part of meta description.
- Meta Description Management is a function offered only by advanced Document Management Systems. The simplest systems use predefined parameters. Advanced systems use meta description for the whole systems and the most advanced use the meta description of files and their particular documents.
- Availability of documentation due to centralized attitude
- Documents are provided from one central resource (distributed or replicated)
- Centralization lowers the data redundancy because there is no need to exchange data between the users. Users can only insert it into the center and provide a link, where it is.
- Traceability is used to search for information by another way than it was saved. It should be possible to search not only in meta description but also in documents which were not saved and contain full-text index. The Document Management must be able to find and use the full-text index. It is favorable to define the cascading conditions of search (search in searched), or the search only to certain fields, e.g. author.
- Typology is used for interactive depiction of documents based on certain categories. Categories should be organized to hierarchical structures (branches); the superior category contains the lower ones.
- The access rights help to restrict the access of unauthorized users to system data. Some systems lack the access rights; some allow seeing certain information and some are able to control the access to certain files, documents and files of meta description.
- Archiving solves problems like: What to do I do with a full disc? How do I to make a back up? How do I get all the documents to the address structure? How do I copy it to another system? The structure XML is the answer.
- Workflow (flow of documents) supports the processes of flow of documentation in DMS. It allows users to have all the “Documents for processing” in one place. It provides management with tools used for tracking the document during the process. It can answer questions like: which documents are ready to pass for more than a month and which did not pass yet?