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Document Management Systems

What are Document Management Systems?

Document management systems are computer systems and software used to store, manage, and track electronic documents and electronic images of paper-based documents captured through the use of a document scanner. Document management software is a type of enterprise content management software that helps organizations to manage document, emails, and other types of data and files. Document management software can be used to manage, store, track, and share documents from many different sources. There are many types of document management software solutions available, so it is important to look for key features that will be most beneficial to your organizations. The following are features that may serve your organization well:

Web access. Web-based document management systems can provide fast and easy access to files and folders Web access types include mobile access, to view and edit documents on mobile devices; cloud storage, to store and share documents on the cloud; and file sharing, which allows you to share files and folders with others.

Document access. A key security feature of document management software is the ability to define who has access to particular files and folders. Additionally, editing rights can be assigned so only certain pre-defined individuals will have the ability to modify them, and notifications can be enabled so that you will be alerted when new documents are created or existing documents are modified.

Embedded viewing/editing. Document management solutions can provide the ability for users to view, edit, and save documents from within the software environment. This allows users to modify documents without having to download them and open them in new windows or tabs.

Locking. File locking in document management software is an important feature that prevents users from modifying documents. It may not only block file modifications, but it also may be configured so that a shared document will be locked while it is being edited by another user.

Versioning. Versioning allows users to store and maintain access to all versions of a document so that they can be compared and reverted to a prior iteration, if necessary. Changes can be tracked, and the modification dates/times will be noted.

Search. Document management software can help to store documents in an organized manner so that they can be easily located and retrieved. Search features can include the ability to locate documents by name, date, author, keyword, and other metadata such as tags. The software may also provide features such as exporting in different file formats, highlighting text, and previewing documents before opening them.

Drag and drop. A key efficiency feature of document management software is the ability to drag and drop files from one folder, application, or location to another folder, application, or location.