Components of a Document Management System
- Document Metadata: Each file has details like date added and who added it saved with it. This metadata provides useful information to keep files organized. It makes it easier to search and sort documents later.
- Document Capture: Paper documents are scanned to create digital versions in the system. Computer files can also be directly uploaded and added. Having documents in digital form allows them to be stored and managed electronically.
- Indexing: Files are labelled and sorted into specific categories that are meaningful for your business. For example, you may categorize by department, project, client etc. Creating an index with logical categories helps you quickly locate documents.
- Storage: All your digital documents are safely stored together in a central, secure location like cloud storage. Having one place for document storage makes it convenient to access files. No more looking through separate folders or cabinets for papers.
- Document Retrieval: You can search for and quickly find any file using keywords, labels, or other details. Powerful search capabilities let you locate the exact document you need. This saves time compared to manually going through many folders.
- Document Versioning: When you edit and update a file, the previous version is kept as a record. You can view the version history to see changes over time.
- Searching: You can search for documents using various criteria like title, content, labels, or other metadata. Advanced search features allow you to find files efficiently based on what you need.
- Sharing/Distribution: The system controls who has permission to view, edit or share each document. Only authorized people get access based on their user permissions. This ensures document security.
- Document Security: Files are encrypted and secure measures prevent unauthorized access. Security safeguards protect your private and sensitive information within documents from getting leaked.
- Document Backup: All the your documents are routinely backed up to prevent the data loss if originals are damaged get or deleted. Having the backups ensures you do not lose the critical files due to the accidents or disasters.
What is Document Management?
Document management refers to the process of storing, managing, organizing, and tracking documents or images of paper documents within an organization. It involves the creation, storage, retrieval, distribution, and disposal of documents securely and efficiently.