The Efficiency of Maintaining a Document Management System
ABSTRACT
Managing documents can be extremely time-consuming and costs in staffing are substantial. In large organisations, keeping templates up-to-date and ensuring all staffs using the latest document are almost impossible. Document retrieval took up an hour per document and even a longer time since paper files were stored in desperate locations. Today, Document Management System (DMS) can help to meet the challenges. DMS is a system for managing collections of documents. It is a computer system (or set of computer programs) used to track and store electronic documents and/images of paper documents. Although, the term somehow has the same concepts of Content Management System and it is often viewed as a component of Enterprise Content Management (ECM), DMS is basically related to digital asset management, document imaging, workflow systems and records management systems.
Document Management System begins in the 1980’s. A number of vendors began developing systems to manage paper-base documents. These systems manage paper documents, which included not only printed and published documents, but also photos, prints and others. Later, a second style of system was developed. The system was to manage electric documents, for instance, all those documents or files created on computers and often stored on local user file systems. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types or a limited number of file formats. Many of these systems were later referred to as a document imaging system. It is because of the main capabilities were capture, storage, indexing and retrieval of image filing formats.
This type of system enabled an organisation to capture faxes and forms, save copies of the documents as images and store the image files in the repository for security and quick retrieval. Retrieval was possible because the system handled the extraction of the text from the document as it was
Managing documents can be extremely time-consuming and costs in staffing are substantial. In large organisations, keeping templates up-to-date and ensuring all staffs using the latest document are almost impossible. Document retrieval took up an hour per document and even a longer time since paper files were stored in desperate locations. Today, Document Management System (DMS) can help to meet the challenges. DMS is a system for managing collections of documents. It is a computer system (or set of computer programs) used to track and store electronic documents and/images of paper documents. Although, the term somehow has the same concepts of Content Management System and it is often viewed as a component of Enterprise Content Management (ECM), DMS is basically related to digital asset management, document imaging, workflow systems and records management systems.
Document Management System begins in the 1980’s. A number of vendors began developing systems to manage paper-base documents. These systems manage paper documents, which included not only printed and published documents, but also photos, prints and others. Later, a second style of system was developed. The system was to manage electric documents, for instance, all those documents or files created on computers and often stored on local user file systems. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types or a limited number of file formats. Many of these systems were later referred to as a document imaging system. It is because of the main capabilities were capture, storage, indexing and retrieval of image filing formats.
This type of system enabled an organisation to capture faxes and forms, save copies of the documents as images and store the image files in the repository for security and quick retrieval. Retrieval was possible because the system handled the extraction of the text from the document as it was
References: 1] http://www.ifla.org/udt/op/ 2] ----------------------- [pic] [pic] [pic] [pic] [pic]