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==History==
While many
▲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 is 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 used 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>
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| '''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 |
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| '''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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==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 (
{{cite web
|title = Code of Federal Regulations Title 21, Part 1271
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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>
* reviewing and approving documents prior to release
* 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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* [[Information repository]]
* [[Information science]]
* [[Knowledge base]]
* [[Knowledge management]]
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