Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to track, manage and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking).
It incorporates document and content capture, workflow, document repositories, COLD/ERM, and output systems, and information retrieval systems. Some of the key features in document management include:
–Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s.
–Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before.
–Roll-back, to “activate” a prior version in case of an error or premature release.
–Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system.
–Annotation and Stamps.
–Searching an entire library of files by individual keyword
–Restricting access to certain documents
–Controlling and regulating when out-of-date documents can be deleted.
Jeff Pickard, CEO of Lucion Technologies, a provider of document management solutions, said these systems help businesses organize all of their paper and digital files in one central location, where everyone in the office has access.