Term: Document Management

Description: A document management system, also known as a DMS, is a computer system that is used to track and store documents. These documents include paper documents and electronic documents as well. The components of the document manage system are as follows:
  • metadata-
    • data about the data
  • integration-
    • how the information is used within the system
  • capture-
    • images of information such as x-rays, text results, or photos
  • indexing-
    • how electronic documents are tracked
  • storage-
    • where they are stored and how they are stored
  • retrieval-
    • how the documents are accessed
  • security-
    • how secure is the information from outside access
  • workflow-
    • the environment in which the information is applied (medical, legal, academic)
  • collaboration-
    • documents are only retrievable by those that are authorized
  • versioning-
    • documents are not saved over each other; changes are saved as a new version each time

Applications:

Location
Where will documents be stored? Where will people need to go to access documents? Physical journeys to filing cabinets and file rooms are analogous to the onscreen navigation required to use a document management system.
Filing
How will documents be filed? What methods will be used to organize or index the documents to assist in later retrieval? Document management systems will typically use a database to store filing information.
Retrieval
How will documents be found? Typically, retrieval encompasses both browsing through documents and searching for specific information.
Security
How will documents be kept secure? How will unauthorized personnel be prevented from reading, modifying or destroying documents?
Disaster Recovery
How can documents be recovered in case of destruction from fires, floods or natural disasters?
Retention
How long should documents be retained? This is an organizational policy and practice that defines what information, or documents, are to be retained; for what length of time; and what point in time the information must be removed or deleted. Retention rules are usually based on organizational practice of Records Management
Archiving
How can documents be preserved for future readability? Archiving is the removal from the active repository of documents and related metadata that have, by organizational definition, reached the end of their active lifespan, and are required to be stored, or archived, in a separate area. Usually archiving entails movement of documents, whether paper or electronic to a separate storage facility, be it an archival warehouse, or a nearline or offline storage device.
Distribution
How can documents be available to the people that need them?
Workflow
If documents need to pass from one person to another, what are the rules for how their work should flow?
Creation
How are documents created? This question becomes important when multiple people need to collaborate, and the logistics of version control and authoring arise.
Authentication/Approval
How do we provide needed requirements for legal submission to government and private industry that the documents are original and meet their standards for authentication?
(Cited from Wikipedia-Document Management System)

Web Resources:
Wikipedia- Document Mangement
Knowledge Tree
Microsoft SharePoint
DocManage

Related Terminology:
Document Mangement System
Document Storage
Data Management
File Storage

Citations/References:
Wikipedia- Document Mangement
Microsoft SharePoint

Graphics:

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