The Efficiency of Maintaining a Document Management System

Topics: Enterprise content management, Document management system, Content management system Pages: 12 (3201 words) Published: October 14, 2011

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 captured and then, the text indexer provides the text retrieval capabilities. EDM systems evolved to where the system was able to manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security and auditing capabilities.


In common language the word document usually means a container of information (usually on paper) containing written or drawn information for information for particular purpose in a structured way.

“The word document usually means an information carrier (usually on paper) containing written or drawn information for a particular purpose.” (Lӧwnertz 1988)

Document management is the process of handling documents in such a way that information can be created, shared, organized and stored efficiently and appropriately. For many businesses, the focus of document management is on the organization and storage of documents. They want to be able to store documents in an organized and secure way that still allows documents to be found easily. The trend towards a paperless office is more realistic for some businesses than for others. Most businesses still operate in a “mixed” environment of paper and electronic data, so their document management system has to expedite the handling of paper documents as well. It’s entirely possible for a business to create and use a document management plan that does not involve using either document management software or a document imaging system and such a plan may be the most appropriate choice for small businesses. A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. 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...
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