Document management system

Originally, a document management system (DMS) was a computer program (or set of programs) used to track and store images of paper documents. More recently, the term has been used to distinguish between imaging and records management systems that specialize in paper capture and records respectively. Document management systems commonly provide check-in, check-out, storage and retrieval of electronic documents often in the form of word processor files and the like.

Document Management Systems

Document management systems are made up of software designed to manage all types of documents, including scanned, electronic and paper. All documents are stored in a single repository that facilitates all actions that need to take place from search and retrieval to email and printing.

With Integrated Document Management, (IDM) a Microsoft Word user may retrieve (check out) an existing document directly from the EDMS repository, make changes, and save the changed document as a new version (check in), all without leaving Microsoft Word. Similar integration with a variety of applications, including Microsoft Excel, PowerPoint, WordPerfect, and even with e-mail systems such as Microsoft Outlook and Lotus Notes. IDM utilizes a variety of open standards (see ODMA, LDAP, and WebDAV) and integration techniques to achieve integration with the corporate IT tools to achieve both convenience and compliance with internal controls without imposing undue requirements on the end user.

Beginning in 1988, a number of vendors including Mindwrap (formerly Blueridge technologies) [1], Open Text [2], PaperWise [3], Laserfiche, PC DOCS (acquired by Hummingbird, Ltd), TRIM Context[4] (TOWER Software), Objective [5] and SoftSolutions (acquired by Novell), developed LAN-based IDM systems. PC DOCS in particular innovated deep integration with the wordprocessing and spreadsheet authoring applications, and led the charge into the law firm market, which adopted IDM in great numbers during the 1990s. In addition to integrating with the front-office authoring applications, PC DOCS also integrated deeply with the underlying LAN-operating system, tying the system into NetWare directory services and LAN security. Current leaders in the market include Interwoven (formerly iManage), Documentum, Open Text, and to a lesser extent Hummingbird, Microsoft (SharePoint), FileNet and Saperion.

Typical systems have the user scan in the original paper document, and store the image of the document in the document management system. The image is often given a name containing the date and the user is often asked to type in additional "tags" or "index criteria" in order to make finding the image easier. For instance, a user scanning in an invoice might want to tag it with "water, invoice, 1/1/2002".

Slightly more advanced versions also perform an OCR on the image, storing the text along with the image. Although most OCR systems are notoriously inaccurate, even a few correct words scanned off the page can eliminate the need for the user to type in their own tags.

Once the document is stored, it is typically retrieved using an application that is aware of the way the tags (or scanned text) and image are related. That way when you search for "invoice", opening the document will in fact open the original image.

Document management systems can save a tremendous amount of time, even in cases with small numbers of documents, like home bill payment or personal tax preparation. It is somewhat odd that they aren't more widely used, but some of this is likely the fault of the scanning step. Many systems include their own high-speed black and white scanner to make this step as easy as possible, or can incorporate existing office Multifunction printers.

Document management systems are becoming an essential part of the modern company's disaster plan. Fire, flood or electronic failure can happen at any moment. Many companies employ advanced techniques to ensure their electronic data is properly backed up, but few ensure paper documentation is held securely. Something in the region of 76% of business that have a disaster affecting paper storage will go out of business. EDM can help retain the vast amounts of information currently held within paper documents and protect it from future disaster.

See also

• Content management
• Records management
• Web content management
• Enterprise content management System

External links

• Simple diagram to illustrate Document Management
• Document Management definitions
• Document Management Glossary of Terms