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Document Management systems
A document management system is a computer system used to track and store electronic documents and/or
images of paper documents. The term has some overlap with the concepts of Content Management Systems.
Usually organizations fi le their documents based on the departments that originate the transactions.
It is common that various departments in the organization will require using the same documents in different
formats. In such an enterprise the information fl ow is disjointed and decision making becomes ineffi cient.
Document management systems are designed and tailored to address the above problem and to meet the unique
needs of each organization. The general features of all systems include the following:
- Location and Time
The document repository refers to a secured and searchable collection of document, whether stored on fi le
systems, within a database, or in a special format on a storage device.
- Retrieval
Typically, retrieval involves a built in search engine, and a database. The database stores and provides
access to Meta data that is data describing the documents, such as (date, time, document type, etc.). Using
one, or both technologies in tandem, enables documents to be retrieved.
- Security
This takes care of protection against loss, tampering or destruction of documents? How to deal with sensitive
information?
- Retention
This is an organizational policy and practice that defi nes what information, or documents are to be retained;
for what length of time; and what point in time the information must be removed or deleted.
Retention rules are usually based on organizational practice of Records Management
- Archiving
Archiving is the removal from the active repository of documents and related metadata that have, by
organizational defi nition, reached the end of their active lifespan, and are required to be stored, or archived,
in a separate area. Usually archiving entails movement of documents, whether paper or electronic to a
separate storage facility, be it an archival warehouse, or a near line or offl ine storage device.
- Authentication / Approval
How do we provide needed requirements for legal submission to government and private industry that the
documents are original and meet their standards for authentication?
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