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When people hear the term document management for the first time, it may sound like some very technical process used exclusively by computer professionals. However, if people only took the time to check out what it really is they will definitely be able to see how practical and simple a system it really is. Composing a Layman’s Definition Document management or DMS refers to a system of computers or a system of computer programs that are used to track and store documents in an electronic format. It’s a system, like any other office system in place which is made up of logically arranged processes that brings out useful output in the workplace. The difference of course is that a DMS incorporates the use of computers or several computer programs. Remember the time when documents used to be gathered, filed in folders, and collated in labeled drawers? That used to take a lot of space in the office especially if operations have been going on for several years. A DMS simplifies all that thus offices and workplaces no longer need to be packed with a lot of paper documentation. A computer system will be used to store the documents in electronic format. This will usually require the use of a high speed scanner. In case documents can’t be scanned then they will be encoded in text or some other document format manually. This will free up a lot of office space since computers don’t really need a lot of room to store their data. You can say that document management falls under the category of records management systems. Of course, a DMS can do that but it can also do so much more. Some people also classify this office system as a workflow flow system. Again, a DMS does have the characteristics of a work flow system but it has other features that deal with other processes as well. Components of DM System Here are some of the basic components of a complete DMS. The usual definition of such a system describes it as being responsible for storage, changing and managing versions of documents, document security, retrieval, as well as indexing stored information. The following is a description of some of the crucial components in such a system. • Metadata Metadata includes the date when a certain document was stored in the system as well as the identity of the office personnel who stored it. Metadata is primarily used in identifying documents and making them easy to search when a query is made. • Capture Capture simply refers to processing or scanning images from paper documents. Capture goes beyond scanning documents into image formats of course. The system makes use of optical character recognition software to convert the images into data that can be read and processed by computers and computer software. • Storage Storage basically refers to storing electronic files and making them accessible later on. Storage includes being able to identify where certain files are stored and how long have they been stored in a specific storage device used in the system. • Retrieval Of course, information stored in a computer system won’t be that useful if no one can find it and use it later on. A DMS can locate and allow users to retrieve needed information that is stored These are only some of the necessary components used in such a system. A complete document management system will include other necessary components to make it completely useful to business processes. Looking for a company which will do document management and document management for you? We offer the services at Tallega.com
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