Scribd
Upload
68 views

Document Managment System

A document management system (DMS) allows for the transfer, storage, and retrieval of electronic documents across information systems and devices. It addresses key areas like location, filing, retrieval, security, disaster recovery, retention periods, archiving, distribution, workflow, document creation, authenticity, and traceability. DMS commonly provide metadata, storage, versioning, security, indexing and retrieval capabilities to manage the entire document lifecycle from capture to final disposition.

Uploaded by

Mano Ranjane
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
68 views

Document Managment System

A document management system (DMS) allows for the transfer, storage, and retrieval of electronic documents across information systems and devices. It addresses key areas like location, filing, retrieval, security, disaster recovery, retention periods, archiving, distribution, workflow, document creation, authenticity, and traceability. DMS commonly provide metadata, storage, versioning, security, indexing and retrieval capabilities to manage the entire document lifecycle from capture to final disposition.

Uploaded by

Mano Ranjane
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 12

Architecture of information systems

Document managment system

Peter Záhorák
Document managment system

DMS
The document management is an information system that allows the transfer,
the storage and the retrieving of any electronic documents with connecting
facilities with other information systems or electronic devices

There are several common issues that are involved in managing documents:

• whether the system is an informal, paper-based method for one person


• if it is a formal, structured, computer-enhanced system for many people
across multiple offices
Document managment system

Most methods for managing documents address the following areas:

•Location
•Filing
•Retrieval
•Security
•Disaster recovery
•Retention period
•Archiving
•Distribution
•Workflow
•Creation
•Authenticity
•Traceability
Document managment system
Location:
Where will documents be stored?
Where will people need to go to access documents?

Filing:
How will documents be filed?
What methods will be used to organize or index the documents to assist
in later retrieval?

Retrieval:
How will documents be found?
What kind of information about documents are indexed for rapid retrieval?
Document managment system
Security:
How will documents be kept secure?
How will unauthorized personnel be prevented from reading, modifying or destroying
documents?

Disaster recovery:
How can documents be recovered in case of destruction from fires, floods or
natural disasters?

Retention period:
How long should documents be kept ?
Document managment system
Archiving:
How can documents be preserved for future readability?

Distribution:
How can documents be available to the people that need them?

Workflow:
If documents need to pass from one person to another, what are the rules for
how their work should flow?
Document managment system
Creation:
How are documents created?
This question becomes important when multiple people need to collaborate, and the
logistics of version control and authoring arise.

Authenticity:
Is there a way to vouch for the authenticity of a document ?

Traceability:
When, where and by whom are documents created, modified, published and stored ?
Document managment system

Figure 1 : Document management life cycle


Document managment system
Document management systems commonly provide metadata, storage,
versioning, security, indexing and retrieval capabilities

Metadata: Metadata is typically stored for each document.

• Metadata may, for example, 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

Integration: Many document management systems attempt to integrate


document management directly into other applications, so that users may
retrieve existing documents directly from the document management system
repository, make changes, and save the changed document back to the
repository as a new version, all without leaving the application.
Document managment system
Capture:
Images of paper documents using scanners or multifunction printers.

Storage:
Store electronic documents. Storage of the documents often includes
management of those same documents; where they are stored, for how
long, migration of the documents from one storage media to another
(hierarchical storage management ) and eventual document
destruction.

Versioning:
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. Versioning is useful for documents that change over
time and require updating, but it may be necessary to go back to or reference a
previous copy.
Document managment system
Security:
Document security is vital in many document management applications.
Some document management systems have a rights management module that
allows an administrator to give access to documents based on type to only
certain people or groups of people.

Indexing:
Track electronic documents.
Indexing exists mainly to support retrieval. One area of critical importance
for rapid retrieval is the creation of an index topology.

Retrieval:
Retrieve the electronic documents from the storage.
Literature

1. http://en.wikipedia.org/wiki/Document_management_system

2. http://steconomice.uoradea.ro/anale/volume/2008/v4-management-marketing/270.pdf

You might also like