Document Management Systems

2007-03-08 10:33:40

( Business )



Document management systems refer to documents stored electronically. The document management systems are different from the record management systems because the former refer to documents stored in the computer while the latter refer to hard copies of documents which are filed manually.

The document management systems are efficient ways to a document management solution. This solution is primarily based on the premise of online document management. Documents are stored electronically thereby making them retrievable, printable, and editable. They can be kept for a long period of time without you having to worry about deterioration of quality of paper, loss of files, etc.

Hence, even with turnover of employees or executives, the completeness of the documents is still present via the document management systems.

However, you must remember that the function of document management systems is limited too. The very fact that the document management systems may edit documents provide for flaws. If you value content originality, the very documents that you would like to protect may easily be edited via the document management systems.

It is better to be clear on the functions of the document management systems. You may want one goal yet the other party may mean another thing about the document management systems.

Hence, the main feature of the document management systems is operational in nature and scope. It maintains an index of documents, controls document versions, inputs itemized documents, etc. If you want safekeeping of documents, it would be advisable for you to specifically mention that need in putting up the document management systems.

Nevertheless, the very idea that the document management systems are computer programs provide for a lot of flexibility. A lot of doors and even windows can be opened with the endless and limitless possibilities that the document management systems can provide to the users.


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