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Document Management System: Presented By, Mohana.K Shrestha.T Shruti P.Hirur

A document management system (DMS) is a computer system used to track and store electronic documents. A DMS provides comprehensive multi-user document storage and retrieval capabilities. It allows organizations to cut costs and improve efficiency by automating document-related workflows and processes. Key features of a DMS include document repositories, metadata tagging, version control, integrated workflows, audit trails, and security controls.

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Srinivasa Pashupathi
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147 views

Document Management System: Presented By, Mohana.K Shrestha.T Shruti P.Hirur

A document management system (DMS) is a computer system used to track and store electronic documents. A DMS provides comprehensive multi-user document storage and retrieval capabilities. It allows organizations to cut costs and improve efficiency by automating document-related workflows and processes. Key features of a DMS include document repositories, metadata tagging, version control, integrated workflows, audit trails, and security controls.

Uploaded by

Srinivasa Pashupathi
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Document Management System

Presented By,

Mohana.K
Shrestha.T
Shruti P.Hirur
1
What do we mean by DMS:

 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.

 DMS is a comprehensive multi-user solution with Email Archival.


(Ideally suited for digitizing documents, archiving them,
retrieving them from a standard web browser)

2
3
Why DMS?

The amount of information produced in organizations has grown


dramatically, 80% of recorded information is in documents.

Office Workers spend:


60% of their working time with documents and
16% searching for information.

Time is wasted because:60% of documents are obsolete 50% are


duplicates.

4
Why DMS?
 To cut turnaround time and cost
 Automate business processes
 Improve employee productivity
 Flexible and scalable architecture

5
DMS Architecture
Paper
document or
email

Fax

Paper
Printer document or
email

Workstation
Printer

Copier Workstation

Fax

Scanner Server
Workstation

Printer
Workstation
Paper
document or
email

Fax
Fax

Workstation

Printer

Paper
document or
email

Fax

6
Features:
 Repository Services
 Knowledge Classification
 Support for any file type
 Version Control

7
Repository Services: Capture, store, and organize information
within the repository.

Knowledge Classifications :Apply rich metadata to enhance


query precision.

8
Support for any file type: Handles numerous file types.

Version Control: Manage the history of even the most


complex documents, including version control and revision
management.

9
Features:
 Integrated Workflow
 Audit Trails
 Alerts and Notifications
 Access Control

10
Integrated Workflow: Design flexible and powerful
process automation for change management,
document review, or approvals.

Audit Trails: Comprehensive audit trail functionality


records the date and time of an action, who performed
it, a description of it, and related document activities
such as who worked on it or modified it and electronic
signature enabled.

11
Alerts and Notifications: Users are notified about the
modifications made to the documents and advanced alert
mechanism pertaining to workflow management .

Access Control: Permissions can be configured to prevent


unauthorized access .Assign roles and groups, controls whether
users can see documents, view their contents and modify or
delete them.

12
Features:
 Regulatory Compliance
 Rapid Deployment and Adoption
 Back up and Recovery
 Performance Monitoring

13
Regulatory Compliance: Implementing a secure and scalable
document management solution and adopting proven best
practices will help achieve and regulatory compliance mandates.

Rapid Deployment and Adoption: Web based and open


architecture makes quick to deploy and inexpensive to maintain.

14
Back up and Recovery: Built in tools and scheduling
mechanisms.

Performance Monitoring: Performance metrics and real time


monitoring.

15
Conclusion
 Secure storage of archive
 Convenient and simple functioning
 Fast approval and movement created documents
 The best possibility for searching necessary documents using
parameters within the system
 Saving the cost for stationery

16
Thank You

17

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