Why Document Management System Software is important for every organization
DOCUMENT MANAGEMENT SYSTEM SOFTWARE
Document management system, or as it is known as, DMS is a system which is based on computer programs and uses it store, manage and track documents and reduce paper use resulting in Paperless office and also promote digitally integrated world. It is similar with the concepts of content management systems and is related to workflow management and electronic document. ISO – 2009:2015 Certified Company
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WHAT IS A DOCUMENT In the today’s computer age, a document is usually used to illustrate a mainly textual file, along with its composition and blueprint, such as fonts, colors and additional images. The recent term 'document' can no longer be defined by its broadcasting medium, such as paper, following the reality of electronic documents. 'Documentation' has more meanings than a written or drawn presentation of thoughts. ISO – 2009:2015 Certified Company
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OTHER NAMES FOR DOCUMENT MANAGEMENT SYSTEMS Electronic Document Management Interactive Database Systems Integrated Document Management Customer Relationship Management Digital Storage eDocuments Digital Vault Content and Knowledge Management
COMPONENTS OF DOCUMENT MANAGEMENT SYSTEMS
CAPTURE
META DATA
DMS
INDEX
STORAGE
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CAPTURE
Capture means accepting processing the images of paper documents from different types of scanners or multifunctional printers. Optical Character Recognition (OCR) or Optical Mark Recognition (OMR) are the software's which are commonly used for the said process. ISO – 2009:2015 Certified Company
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INDEX
Index is unique document identifier which helps tracking electronic documents. It also provides classification through the documents’ Metadata as well as through the word indexes that are extracted from the documents’ contents. ISO – 2009:2015 Certified Company
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STORAGE
ďƒ˜Storage of the documents usually includes management of those documents; there location of storage, for how long they are to be stored, migration of the documents from one storage media to another and eventual document destruction.
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METADATA ďƒ˜ The metadata is stored for each document and is usually extracted from the same document automatically or suggest the user to do so.
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