What is a Document Management System (DMS)?

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Are you wondering what a Document Management System is? We found a helpful explanation of DMS through AIIM. AIIM is the global community of information professionals. They provide the education, research and certification that information professionals need to manage and share information assets in an era of mobile, social, cloud and big data.

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. The term document is defined as “recorded information or an object which can be treated as a unit”. DM systems allow documents to be modified and managed but typically lack the records retention and disposition functionality for managing records.

Key Document Management System features are:

  • Check In / Check Out and Locking
  • Version Control
  • Roll back
  • Audit Trail
  • Annotation and Stamps
  • Summarisation

Document management systems today range is size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience. Many document management systems provide a means to incorporate standard physical document filing practices electronically. These include:

  • Storage location
  • Security and access control
  • Version control
  • Audit trails
  • Check-in/check-out and document lock down

Now that we have helped scratch the surface as to what DMS is, it’s time to look at the importance of it in your organization. Contact MCC today in order to learn more and to see a free demonstration.

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