Document Management System
A document management system (DMS) is a system (based on software in the case of digital document management), with which documents can be documented and managed. Most are able to track the different versions created and modified by different users (history tracking). Store all documents, drawings, correspondence, e-mails, contracts and orders in a central environment. Access control and always have the latest patches and versions available for your computer. Support your team with special search and exit features. Quickly find the information you need by searching for metadata or searching for content. Metadata is typically stored for each document. For example, metadata may contain the date the document is stored and the identity of the user who stores it. The DMS can also automatically extract metadata from the document or prompt the user to add metadata. Some systems also use optical character recognition for scanned images or extract text into electronic documents. The resulting extracted text can be used to help users find documents by identifying probable keywords, or by providing a full-text search, or by using them themselves. Extracted text can also be saved as a metadata component, stored in the image or used separately as a source for the search for document collections.
Many document management systems try to integrate document management directly into other applications, so that users can retrieve existing documents directly from the document management repository, make changes, and save the changed document in the repository as a new version without giving up the request. System of registration of visual validation and important data. Document errors, missing signatures, badly written names can be printed on paper documents or paper images. Indexing tracks electronic documents. Indexing can be as simple as tracking unique document identifiers. But often takes a more complex form that provides a classification by the metadata of documents or even by indices of words extracted from the content of documents. The indexing is mainly to support restoration. Save electronic documents. The storage of documents often includes the administration of the same documents; where the migration of documents from one storage medium to another (hierarchical storage management) and the final destruction of the document are stored as long as possible.
Document security is critical in many document management applications. Compliance requirements for specific documents can be very complex depending on the type of documents. The workflow is a complex process, and some document management systems have an integrated workflow module. There are different types of workflows. The use depends on the environment in which the electronic document management system (EDMS) is applied. For the manual workflow, the user must display the document and specify to whom it should be sent. The rule-based workflow allows an administrator to create a rule that specifies the flow of documents through an organization: for example, an invoice passes through an approval process and is then passed to the vendor accounting. Dynamic rules allow the creation of branches in a workflow process. A simple example would be to enter an invoice amount, and if the amount is less than a certain amount, it follows different routes through the organization. Advanced workflow mechanisms can manipulate content or refer to external processes while these rules are in place.
Version control is a process of registering documents inside or outside the document management system so that users can retrieve earlier versions and continue working on a selected point. Versioning is useful for documents that need to be modified and updated over time. However, it may be necessary to return to a previous copy or to reference it. The search finds documents and folders using template or full-text search attributes. Documents can be searched with different attributes and document contents. The publication of a document includes verification procedures, preview or public, authorization, printing and approval, etc.