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Essential Guide to Document Management Systems

A document management system (DMS) is a computer system used to store and track electronic documents and images. It allows organizations to effectively manage the large amounts of paper and digital content generated daily, like proposals, contracts, and reports. A DMS provides features like version control, metadata, indexing, retrieval, distribution, and integration with other systems. It benefits organizations by reducing document creation and approval times, improving accessibility of information, and enabling collaboration.

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76 views12 pages

Essential Guide to Document Management Systems

A document management system (DMS) is a computer system used to store and track electronic documents and images. It allows organizations to effectively manage the large amounts of paper and digital content generated daily, like proposals, contracts, and reports. A DMS provides features like version control, metadata, indexing, retrieval, distribution, and integration with other systems. It benefits organizations by reducing document creation and approval times, improving accessibility of information, and enabling collaboration.

Uploaded by

dzaki
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
  • Title Slide
  • Introduction
  • Why organization need DMS
  • Basic Feature
  • Additional Facilities
  • Component of DMS
  • Functionality
  • Continue...
  • Benefits
  • Guideline
  • Example DMS
  • Conclusion

Document Management System

Marwanto Rahmatuloh
m_rahmatuloh@[Link]
Introduction

• A document management system (DMS)


is a computer system (or set of
computer programs) used to track and
store electronic documents and/or
images of paper documents .
• It is a computer-based technique for
storing and retrieving documents held in
a wide variety of formats .
Why organization need DMS

• Businesses generate a tremendous amount


of paper and digital content.
• Proposals, contracts, customer profiles,
human resources related documents,
financial reports, forms, announcements
are generated every day.
• Organizations cannot effectively manage
the vast number of documents without a
suitable Document Management software.
Basic Feature

• A storage facility
• A method of adding document to
the storage area.
• A method of identifying and
retrieving the document from the
storage.
Additional Facilities

• Check in & check out


• Version control
• Document reviews
• Free text searching
• Work flow
• Imaging method
• Publishing
Component of DMS

• Metadata
• Integration
• Capture
• Indexing
• Storage
• Retrieval
Functionality

• Creation and maintenance


• Scanning paper, importing electronic documents
• Capture meta-data or attributes: author, date,
title, keywords, document type, purpose, bus
characteristics
• Document storage
• Retrieval
• Powerful retrieval mechanisms based on
attributes, concepts, full-text
• Stored queries that can be executed periodically
• Automatic change notifications
Continue…

• Distribution
• target user
• User geographically disperson
• Integration
Benefits

• Reduce time to create, review, approve and


critical documents
• Increase accessibility to information; retrieval
using business characteristics and full-text
searches
• Enable enterprise-wide collaboration; reduce
email
• Publish electronic & paper documents
simultaneously
Guideline

• Document type included


• How is data formatted & indexed
• Document ownership defined
• Security access
Example DMS

• Opendocman
• LogicalDOC
• Microsoft Sharepoint
• OpenKM
Conclusion

• DMS become the primary living repositories


for organizational information/intellectual
assets
• It enable linking of related information
• It provide workflow facilities for various
stakeholders
• Increase accessibility to information through
meta-data and full-text retrieval and agents
• Enable handling of multimedia

Document Management System Marwanto Rahmatuloh m_rahmatuloh@yahoo.com
Introduction • A document management system (DMS) is a computer system (or set of computer programs) used to track and sto
Why organization need DMS • Businesses generate a tremendous amount of paper and digital content. • Proposals, contracts, cu
Basic Feature • A storage facility • A method of adding document to the storage area. • A method of identifying and retriev
Additional Facilities • Check in & check out • Version control • Document reviews • Free text searching • Work flow • Imaging
Component of DMS • Metadata • Integration • Capture • Indexing • Storage • Retrieval
Functionality • Creation and maintenance • Scanning paper, importing electronic documents • Capture meta-data or attributes:
Continue… • Distribution • target user • User geographically disperson • Integration
Benefits • Reduce time to create, review, approve and critical documents • Increase accessibility to information; retrieval
Guideline • Document type included • How is data formatted & indexed • Document ownership defined • Security access

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