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{{redirects here|EDMS|an airport with ICAO acronym "EDMS"|Straubing Wallmühle Airport}}
{{Use dmy dates|date=February 2020}}
A '''document management system''' ('''DMS''') is usually a computerized system used to receivestore, trackshare, managetrack and storemanage documentsfiles andor reduce paperdocuments. MostSome aresystems capableinclude ofhistory tracking keepingwhere a recordlog of the various versions created and modified by different users (history tracking). In the case of the management of [[digital document]]s such systems are based on computeris programsrecorded. The term has some overlap with the concepts of [[content management system]]s. 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.
 
==History==
While many EDM[[electronic systemsdocument management system]]s 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 HTML-based document management systems can act as publishing systems or policy management systems.<ref>[http://www.policystat.com/health-systems-or-networks/ Policy Management System] {{webarchive |url=https://web.archive.org/web/20111029013250/http://www.policystat.com/health-systems-or-networks/ |date=29 October 2011 }}</ref> Content is captured either by using browser based editors or the importing and conversion of not HTML content. Storing documents as HTML enables a simpler full-text workflow as most search engines deal with HTML natively. DMS without an HTML storage format areis required to extract the text from the proprietary format making the full text search workflow slightly more complicated.▼
Beginning in the 1980s, a number of vendors began to develop software systems to manage paper-based documents. These systems dealt with [[paper document]]s, which included not only printed and published documents, but also [[photograph]]s, prints, etc.
 
Search capabilities including [[Full-text_search#Boolean_queries|boolean queries]], [[cluster analysis]], and [[stemming]]<ref>[http://www.policystat.com/blog/2011/11/08/making-medical-office-policies-easier-to-find-with-stemming/ Stemming: Making searching easier] {{webarchive|url=https://web.archive.org/web/20120111094547/http://www.policystat.com/blog/2011/11/08/making-medical-office-policies-easier-to-find-with-stemming/ |date=11 January 2012 }}</ref> have become critical components of DMS as users have grown useused to internet searching and spend less time organizing their content.▼
Later developers began to write a second type of system which could manage [[electronic document]]s, i.e., all those documents, or files, created on computers, and often stored on users' local [[file-system]]s. The earliest electronic document management (EDM) systems managed either proprietary file types, or a limited number of [[file format]]s. Many of these systems later{{When|date=February 2011}} 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 tool]]s, security, workflow, and [[audit]]ing capabilities.
 
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 [[Information repository|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 retrieval|text-retrieval]] capabilities).
 
▲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 HTML-based document management systems can act as publishing systems or policy management systems.<ref>[http://www.policystat.com/health-systems-or-networks/ Policy Management System] {{webarchive |url=https://web.archive.org/web/20111029013250/http://www.policystat.com/health-systems-or-networks/ |date=29 October 2011 }}</ref> Content is captured either by using browser based editors or the importing and conversion of not HTML content. Storing documents as HTML enables a simpler full-text workflow as most search engines deal with HTML natively. DMS without an HTML storage format are required to extract the text from the proprietary format making the full text search workflow slightly more complicated.
 
▲Search capabilities including [[Full-text_search#Boolean_queries|boolean queries]], [[cluster analysis]], and [[stemming]]<ref>[http://www.policystat.com/blog/2011/11/08/making-medical-office-policies-easier-to-find-with-stemming/ Stemming: Making searching easier] {{webarchive|url=https://web.archive.org/web/20120111094547/http://www.policystat.com/blog/2011/11/08/making-medical-office-policies-easier-to-find-with-stemming/ |date=11 January 2012 }}</ref> have become critical components of DMS as users have grown use to internet searching and spend less time organizing their content.
 
==Components==
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| '''Capture''' || Capture primarily involves accepting and processing images of paper documents from [[Image scanner|scanner]]s or [[multifunction printer]]s. [[Optical character recognition]] (OCR) software is often used, whether integrated into the hardware or as stand-alone software, in order 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.<ref name="WebberITGov16">{{cite book |url=https://books.google.com/books?id=4OzyDAAAQBAJ&pg=SA41-PA4 |title=It Governance: Policies and Procedures |last1=Webber |first1=M. |last2=Webber |first2=L. |publisher=Wolters Kluwer |page=41-4 |year=2016 |isbn=9781454871323 |access-date=19 May 2018}}</ref>
|-
| '''Data validation''' || Data validation rules can check for document failures, missing signatures, misspelled names, and other issues, recommending real-time correction options before importing data into the DMS. Additional processing in the form of harmonization and data format changes may also be applied as part of data validation.<ref name="TrinchieriEval03">{{cite book |title=Evaluation of Integrated Document Management System (IDMS) Options for the Arizona Department of Transportation (ADOT) |last=Trinchieri |first=D. |publisher=Arizona Department of Transportation |page=158 |year=2003 |quote="The data validation rules should be embedded in the form itself, rather than accomplished in a post-processing environment. This provides the use an interactive real-time experience. Often data validation requires a database look-up. The rules should allow this database query, providing the user real-time choices based on query results."}}</ref><ref name="MorleyUnder14">{{cite book |url=https://books.google.com/books?id=bDAeCgAAQBAJ&pg=PA558 |title=Understanding Computers: Today and Tomorrow, Comprehensive |last1=Morley |first1=D. |last2=Parker |first2=C.S. |publisher=Cengage Learning |pagepages=558–559 |year=2014 |isbn=9781285767277 |access-date=19 May 2018}}</ref>
|-
| '''Indexing''' || 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 classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support information query and retrieval. One area of critical importance for rapid retrieval is the creation of an index [[topology]] or scheme.<ref name="MeurantInto12-1">{{cite book |url=https://books.google.com/books?id=lzGGHLDERYIC&pg=PA120 |title=Introduction to Electronic Document Management Systems |last=Meurant |first=G. |publisher=Academic Press |page=120 |year=2012 |isbn=9780323140621 |access-date=19 May 2018}}</ref>
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* [http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=45935 ISO 10244] Document management – Business process baselining and analysis
* [[ISO 32000]] Document management – Portable document format
* [[ISO/IEC_27001IEC 27001]] Specification for an information security management system
 
==Document control==
[[Regulatory economics|Government regulations]] typically require that companies working in certain industries control their documents. A [[Document Controller]] is responsible to control these documents strictly. These industries include accounting (for example: 8th [[Directive (European Union)|EU Directive]], [[Sarbanes–Oxley Act]]), food safety (e.g.,for example the [[Food Safety Modernization Act]] in the US), ISO (mentioned above), medical device manufacturing ([[Food and Drug Administration|FDA]]), manufacture of blood, human cells, and tissue products (FDA), healthcare (''[[JCAHO]]''), and information technology (''[[ITIL]]'').<ref>
{{cite web
|title = Code of Federal Regulations Title 21, Part 1271
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|first1 = Bob
|title = Effective Document Management: Unlocking Corporate Knowledge
|year = 2000
|url = https://books.google.com/books?id=JnDwAAAAMAAJ
|edition = 2
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Documents stored in a document management system—such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply can cause fines, the loss of business, or damage to a business's reputation.
 
Document control includes:<ref>{{cite web|url=https://www.isotracker.com/blog/what-is-document-control/|title=What is Document Control?|accessdate=9 November 2023|website=isoTracker}}</ref>
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"
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* ensuring that external documents (such as customer-supplied documents or supplier manuals) are identified and controlled
* preventing “unintended” use of obsolete documents
 
These document control requirements form part of an organisation's [[compliance cost]]s alongside related functions such as a [[data protection officer]] and [[internal audit]].
 
==Integrated DM==
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==Document management software==
Paper documents have long been used in storing [[information]]. However, paper can be costly and, if used excessively, 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 [[Electronics|electronic]] cabinet that can be used to organize all paper and digital files.<ref>{{cite web |url=http://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html |title=Document Management Systems - A Buyer's Guide |access-date=2017-01-10 |url-status=live |archive-url=https://web.archive.org/web/20170110162200/http://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html |archive-date=10 January 2017}}</ref> 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]] get imported.<ref>Chaouni, Mamoun (5 February 2015). [http://www.business2community.com/tech-gadgets/7-powerful-advantages-using-document-management-system-01148648#QByJYdR4YItDZzq1.97 "7 Powerful Advantages of Using a Document Management System"] {{webarchive|url=https://web.archive.org/web/20170110162348/http://www.business2community.com/tech-gadgets/7-powerful-advantages-using-document-management-system-01148648 |date=10 January 2017 }}</ref> One of the most important benefits of [[digital document]] management is a “fail-safe” environment for safeguarding all [[documents]] and data.<ref>{{Cite web|title=Benefits of a Document Management System and 9 Things to Look For|url=https://www.ashconversions.com/blog/document-management/benefits-document-management-system-9-things-look/|last=ash-conversions|date=2020-02-13|website=Ash Conversions International|language=en-GB|access-date=2020-05-07}}</ref> AnotherIn featurethe ofheavy Documentconstruction Managementindustry isspecifically, document management software solutionsallows thatteam addressmembers Customerto Communicationsecurely Managementview and upload documents for projects they are assigned to from anywhere and at any time to help streamline day-to-day operations.<ref name="HCSS-document-management">{{Citationcite web |title=CustomerDocument communicationsManagement Software for Construction management|date=15 December 2021-11-16 |url=https://enwww.wikipediahcss.orgcom/wproducts/index.php?title=Customer_communications_management&oldid=1055598991construction-document-software/ |workwebsite=Wikipedia|language=enHCSS |access-date=2021-12-237 June 2022}}</ref> (CCM) as well as leading organizations who utilize those solutions.
 
==See also==
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* [[Information repository]]
* [[Information science]]
* [[Intelligent document]]
* [[Knowledge base]]
* [[Knowledge management]]
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{{Authority control}}
 
{{DEFAULTSORT:Document Management System}}
[[Category:Information technologyDocument management systems| ]]
[[Category:Document management systems|*]]
[[Category:Records management technology]]
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