Document management system

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"Digital archiving" redirects here. For the long-term archiving of digital media, see digital
preservation.
A document management system (DMS) is a system (based on computer programs in the case
of the management of digital documents) used to track, manage and store documents and reduce
paper. Most are capable of keeping a record of the various versions created and modified by
different users (history tracking). 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 systems and records management systems.

Contents
[hide]

1History
2Components
3Standardization
4Document control
5Integrated DM
6Document Management Software
7See also
8References
9External links

History[edit]
Beginning in the 1980s, a number of vendors began to develop software systems to manage
paper-based documents. These systems dealt with paper documents, which included not only
printed and published documents, but also photographs, prints, etc..
Later developers began to write a second type of system which could manage electronic
documents, i.e., all those documents, or files, created on computers, and often stored on users'
local file-systems. The earliest electronic document management (EDM) systems managed either
proprietary file types, or a limited number of file formats. Many of these systems later[when?]became
known as document imaging systems, because they focused on the capture, storage, indexing
and retrieval of image file formats. EDM systems evolved to a point where systems could manage
any type of file format that could be stored on the network. The applications grew to encompass
electronic documents, collaboration tools, security, workflow, and auditingcapabilities.
These systems enabled an organization to capture faxes and forms, to save copies of the
documents as images, and to store the image files in the repository for security and quick
retrieval (retrieval made possible because the system handled the extraction of the text from the
document in the process of capture, and the text-indexer function provided text-
retrievalcapabilities).
While many EDM systems store documents in their native file format (Microsoft Word or Excel,
PDF), some web-based document management systems are beginning to store content in the
form of html. These policy management systems[1]require content to be imported into the system.
However, once content is imported, the software (ex. Corona Document Management System)
acts like a search engine so users can find what they are looking for faster. The html format
allows for better application of search capabilities such as full-text searching and stemming.[2]

Components[edit]
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Document management systems commonly provide storage, versioning, metadata, security, as

well as indexing and retrieval capabilities. Here is a description of these components:

Topic Description

Metadata is typically stored for each document. Metadata may, for example, include
the date the document will be stored and the identity of the user storing it. The DMS
may also extract metadata from the document automatically or prompt the user to add
metadata. Some systems also use optical character recognition on scanned images, or
Metadata perform text extraction on electronic documents. The resulting extracted text can be
used to assist users in locating documents by identifying probable keywords or
providing for full text search capability, or can be used on its own. Extracted text can
also be stored as a component of metadata, stored with the image, or separately as a
source for searching document collections.

Many document management systems attempt to integrate document management

directly into other applications, so that users may retrieve existing documents directly
from the document management system repository, make changes, and save the
changed document back to the repository as a new version, all without leaving the
Integration
application. Such integration is commonly available for office suites and e-mail or
collaboration/groupware software. Integration often uses open standards such
as ODMA, LDAP, WebDAVand SOAP to allow integration with other software and
compliance with internal controls.

Capture primarily involves accepting and processing images of paper documents

from scanners or multifunction printers. Optical character recognition (OCR) software
is often used, whether integrated into the hardware or as stand-alone software, in order
Capture
to convert digital images into machine readable text. Optical mark recognition (OMR)
software is sometimes used to extract values of check-boxes or bubbles. Capture may
also involve accepting electronic documents and other computer-based files.

Visual validation registration system and important data. E.g. document failures,
Validation missing signatures, misspelled names, this can be printed on paper documents or
images on paper.

Indexing tracks electronic documents. Indexing may be as simple as keeping track of

unique document identifiers; but often it takes a more complex form, providing
Indexing classification through the documents' metadata or even through word indexes extracted
from the documents' contents. Indexing exists mainly to support retrieval. One area of
critical importance for rapid retrieval is the creation of an index topology.

Storage Store electronic documents. Storage of the documents often includes management of
those same documents; where they are stored, for how long, migration of the
 documents from one storage media to another (hierarchical storage management) and
eventual document destruction.

Retrieve the electronic documents from the storage. Although the notion of retrieving a
particular document is simple, retrieval in the electronic context can be quite complex
and powerful. Simple retrieval of individual documents can be supported by allowing
the user to specify the unique document identifier, and having the system use the basic
index (or a non-indexed query on its data store) to retrieve the document. More flexible
retrieval allows the user to specify partial search terms involving the document
Retrieval identifier and/or parts of the expected metadata. This would typically return a list of
documents which match the user's search terms. Some systems provide the capability
to specify a Boolean expression containing multiple keywords or example phrases
expected to exist within the documents' contents. The retrieval for this kind of query
may be supported by previously built indexes, or may perform more time-consuming
searches through the documents' contents to return a list of the potentially relevant
documents. See also Document retrieval.

A published document for distribution has to be in a format that can not be easily
altered. As a common practice in law regulated industries, an original master copy of
the document is usually never used for distribution other than archiving. If a document
is to be distributed electronically in a regulatory environment, then the equipment
Distribution
tasking the job has to be quality endorsed AND validated. Similarly quality endorsed
electronic distribution carriers have to be used. This approach applies to both of the
systems by which the document is to be inter-exchanged, if the integrity of the
document is highly in demand.

Document security is vital in many document management applications. Compliance

requirements for certain documents can be quite complex depending on the type of
documents. For instance, in the United States, the Health Insurance Portability and
Accountability Act (HIPAA) requirements dictate that medical documents have certain
Security
security requirements. Some document management systems have a rights management
module that allows an administrator to give access to documents based on type to only
certain people or groups of people. Document marking at the time of printing or PDF-
creation is an essential element to preclude alteration or unintended use.

Workflow is a complex process and some document management systems have a built-
in workflow module. There are different types of workflow. Usage depends on the
environment to which the electronic document management system (EDMS) is applied.
Manual workflow requires a user to view the document and decide whom to send it to.
Rules-based workflow allows an administrator to create a rule that dictates the flow of
Workflow the document through an organization: for instance, an invoice passes through an
approval process and then is routed to the accounts-payable department. Dynamic rules
allow for branches to be created in a workflow process. A simple example would be to
enter an invoice amount and if the amount is lower than a certain set amount, it follows
different routes through the organization. Advanced workflow mechanisms can
manipulate content or signal external processes while these rules are in effect.

Collaboration should be inherent in an EDMS. In its basic form, collaborative EDMS

Collaboration
should allow documents to be retrieved and worked on by an authorized user. Access
should be blocked to other users while work is being performed on the document.
 Other advanced forms of collaboration act in real time, allowing multiple users to view
and modify (or markup) documents at the same time. The resulting document is
comprehensive, including all users additions. Collaboration within Document
Management Systems stores the various markups by each individual user during the
collaboration session, allowing document history to be monitored.

Versioning is a process by which documents are checked in or out of the document

management system, allowing users to retrieve previous versions and to continue work
Versioning
from a selected point. Versioning is useful for documents that change over time and
require updating, but it may be necessary to go back to or reference a previous copy.

Searching finds documents and folders using template attributes or full text search.
Searching
Documents can be searched using various attributes and document content.

Federated This refers to the capability to extend search capabilities to draw results from multiple
Search sources, or from multiple DMSes within an enterprise.

Publishing a document involves the procedures of proofreading, peer or public

reviewing, authorizing, printing and approving etc. Those steps ensure prudence and
logical thinking. Any careless handling may result in the inaccuracy of the document
and therefore mislead or upset its users and readers. In law regulated industries, some
Publishing of the procedures have to be completed as evidenced by their corresponding signatures
and the date(s) on which the document was signed. Refer to the ISO divisions of ICS
01.140.40 and 35.240.30 for further information.[3][4]

The published document should be in a format that is not easily altered without a
specific knowledge or tools, and yet it is read-only or portable.[5]

Document/image reproduction is key when thinking about implementing a system. It's

Reproduction great to be able to put things in, but how are you going to get them out? An example of
this is building plans. How will plans be scanned and scale be retained when printed?

Standardization[edit]
Many industry associations publish their own lists of particular document control standards that
are used in their particular field. Following is a list of some of the relevant ISO documents.
Divisions ICS 01.140.10 and 01.140.20.[6][7] The ISO has also published a series of standards
regarding the technical documentation, covered by the division of 01.110.[8]

ISO 2709 Information and documentation Format for information exchange

ISO 15836 Information and documentation The Dublin Core metadata element set
ISO 15489 Information and documentation Records management
ISO 21127 Information and documentation A reference ontology for the interchange of
cultural heritage information
ISO 23950 Information and documentation Information retrieval (Z39.50) Application
service definition and protocol specification
ISO 10244 Document management Business process baselining and analysis
ISO 32000 Document management Portable document format

Document control[edit]
Government regulations require that companies working in certain industries control their
documents. These industries include accounting (for example: 8th EU Directive, SarbanesOxley
Act), food safety (e.g., Food Safety Modernization Act), ISO (mentioned above), medical-device
manufacturing (FDA), manufacture of blood, human cells, and tissue products (FDA), healthcare
(JCAHO), and information technology (ITIL).[9] Some industries work under stricter document
control requirements due to the type of information they retain for privacy, warranty, or other
highly regulated purposes. Examples include Protected Health Information (PHI) as required
by HIPAA or construction project documents required for warranty periods. An information
systems strategy plan (ISSP) can shape organisational information systems over medium to long-
term periods.[10]
Documents stored in a document management systemsuch as procedures, work instructions,
and policy statementsprovide evidence of documents under control. Failing to comply can
cause fines, the loss of business, or damage to a business's reputation.
The following are important aspects of document control:

reviewing and approving documents prior to release

reviews and approvals
ensuring changes and revisions are clearly identified
ensuring that relevant versions of applicable documents are available at their "points of use"
ensuring that documents remain legible and identifiable
ensuring that external documents (such as customer-supplied documents or supplier
manuals) are identified and controlled
preventing unintended use of obsolete documents

Integrated DM[edit]
Integrated document management comprises the technologies, tools, and methods used to
capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise. In this
context 'documents' are any of a myriad of information assets including images, office
documents, graphics, and drawings as well as the new electronic objects such as Web pages,
email, instant messages, and video.

Document Management Software[edit]

Paper documents have been used for long in storing information. Paper is costly, prone to
hazards and is wasteful. Document management software is not simply a tool but it lets a user
manage access, track and edit information stored. Document management software is
an electronic cabinet that can be used to organize all paper and digital files.[11] The software helps
the businesses to combine paper to digital files and store it into a single hub after it is scanned
and digital formats gets imported.[12] Web based document management software are becoming
the staple of the industry.

See also[edit]
Construction collaboration technology
Customer communications management
Data proliferation
Document automation
Documentation
Enterprise content management
Information repository
Information science
Intelligent document
 Knowledge base
Knowledge management
Library science
Product data management
Revision control
Snippet management
Taxonomy (general)
Technical documentation

References[edit]
1. Jump up^ Policy Management System Archived 29 October 2011 at the Wayback Machine.
2. Jump up^ Stemming: Making searching easier
3. Jump up^ International Organization for Standardization. "01.140.40: Publishing". Retrieved 14
July 2008.
4. Jump up^ International Organization for Standardization. "35.240.30: IT applications in
information, documentation and publishing". Retrieved 14 July 2008.
5. Jump up^ OnSphere Corporation. "SOP Document Management in a Validated
Environments" (PDF). Archived from the original (PDF) on 4 September 2011. Retrieved 25
April2011.
6. Jump up^ International Organization for Standardization. "01.140.10: Writing and transliteration".
Retrieved 14 July 2008.
7. Jump up^ International Organization for Standardization. "01.140.20: Information sciences".
Retrieved 14 July 2008.
8. Jump up^ International Organization for Standardization. "01.110: Technical product
documentation". Retrieved 15 July 2008.
9. Jump up^ "Code of Federal Regulations Title 21, Part 1271". Food and Drug Administration.
Retrieved 31 January 2012.
10. Jump up^ Wiggins, Bob (2000). Effective Document Management: Unlocking Corporate
Knowledge (2 ed.). Gower. p. 25. ISBN 9780566081484. Retrieved 2016-04-09. At the
organisational level an information systems strategy plan (ISSP) is a way to determine in general
terms what information systems an organisation should have in place over the medium to long
term (typically around three to five years [...]).
11. Jump up^ http://www.businessnewsdaily.com/8026-choosing-a-document-management-
system.html
12. Jump up^ http://www.business2community.com/tech-gadgets/7-powerful-advantages-using-
document-management-system-01148648#QByJYdR4YItDZzq1.97

External links[edit]
Wikimedia Commons has
media related to Document
management systems.

Software/Document Management at DMOZ

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