A document management system (DMS) is a computer program or set of programs used to track and store documents. The term “document management” refers to the process of handling documents, including scanning and storing, retrieving, indexing and categorizing, as well as controlling versions and revisions. A DMS may also provide tools for collaboration and workflow.
Most DMSs are designed to work with digital documents, but some systems can also work with scanned paper documents. When working with digital documents, a DMS helps to keep track of different versions of a document as it is edited and updated. This is important for preventing lost or overwritten work, as well as for maintaining a record of who made what changes to a document and when.
Some document management systems include features for workflow and collaboration. Workflow features can automate certain processes, such as routing a document to the next person in line for approval. Collaboration features may allow multiple users to work on a document simultaneously, or provide a way to leave comments or make changes that can be reviewed later.
When choosing a document management system, it is important to consider what types of documents will be stored and managed. For example, if you need to store images or video files, you will need a system that can handle those file types. It is also important to think about how many users will need to access the system and whether concurrent users will need to be able to edit documents at the same time. Other factors to consider include security, scalability, and integration with other systems. management system will help you keep track of your documents and make it easier to find the information you need. When choosing a document management system, consider what types of documents you need to store and manage, how many users will need to access the system, and whether concurrent users will need to be able to edit documents at the same time. Other important factors include security, scalability, and integration with other systems.