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Every business is in need of DMS system but you have to consider following points before getting Document Management System for your business


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DOCUMENT MANAGEMENT SYSTEM: Document Management system is a system used to track, manage and store documents. This system should be capable of keeping a record of various versions of documents created and modified by different users.

Features of document management system::

Features of document management system: Feature of Document Management System are as follows: Meta Data Document check-in/check-out Document Recovery/ Retrieval Roll back and Indexing Web Publishing Document Comparison Workflow Automation


META DATA: Metadata is typically stored for each document. Metadata may include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata .  Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.

Document check-in/check-out & Versioning : :

Document check-in/check-out & Versioning : If you try to open a file that someone else is already editing, a network operating system, like Windows Server, will alert you that the file is in use and offer you the option to make a copy. Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. A DMS will tell you more; that is who is editing the document, what time person checked it out, and the information person provided about the purpose of his revision and when person plans to be done with the document.

Document Recovery/ Retrieval: :

Document Recovery/ Retrieval:   DMS typically provide strong support for document backup, archiving, and disaster recovery, working in conjunction with your other backup systems to safeguard your work . DMS  retrieve the electronic documents from the storage .

Roll back and Indexing: :

Roll back and Indexing:  Indexing tracks electronic documents.  Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents . Indexing exists mainly to support retrieval.

Web Publishing: :

Web Publishing: Most DMSs provide content-management features for intranets and even public Web sites. Often, you can define that specific types of documents should be automatically published to your intranet as soon as they're saved to the DMS.

Document Comparison::

Document Comparison:  A DMS not only supports Word's track-changes and document-merging features, but allows you to compare your edited document to an unedited version, highlighting the differences between the two within the DMS .

Workflow Automation::

Workflow Automation:    A DMS software can incorporate approvals and routing rules to define who should see the document and in what order. This allows the system to support not only the creation and retrieval of documents, but also the editing and handoff process.

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