9/8/2021 0 Comments What is Document Management? A document management. system is an electronic system used to get, store and track documents and decrease paper consumption. A majority of these systems are capable of storing an archive of all versions produced and altered by other users. In the case of the storage of electronic documents these systems rely on computer software. They can be used in a number of ways depending on the nature of the files that need to be stored. The major advantage of using this electronic document management system is that it reduces a number of costs involved with storing paper-based records. For example, every time a person makes a photocopy of any document that needs to be stored they are required to punch in the date and time at which the copy was made. Then they need to add in the name of the person making the copy, the signature of that person and perhaps a line or two specifying the purpose of making the copy. All of this is done automatically, saving the document in its original paper-based format. However, if the same information needs to be stored electronically this all has to be done again. Document management systems also have some key features like permission, access control, versioning and archiving. Permission is granted through a set of permissions that allow the user to make changes to the documents in various ways. Certain documents may be copied without having to give a human being a specific authorization. Others however, such as financial documents or medical documents would require a more detailed authorization. Versioning and archiving is another key feature found in document management systems that allows a collection of different versions of documents to be stored together. Some document management systems (Documents) are web-based. This means they can be accessed from a web browser using a username and password given to the user. There is also a type of master control found in these systems, which is a software program that is installed on a server (typically on a LAN) and is able to access, change, remove and archive any number of electronic documents. The main advantage of this type of system is that there is no need to physically store paper-based documents or images as the software can index them into a repository on a remote server. This is usually called "clickup". Contact this company for more info on document management. Electronic documents are those that are saved electronically either in PDF (Portable Document Format) or in HTML. There are two main areas where documents can be stored: on a web server (on a LAN) or on a backup drive. Both have their advantages and disadvantages. On a web server the documents are accessible from any internet connected computer. However, this is only for "manual" indexing (changing, adding, renaming) of documents that are located on the local area network (LAN). On a backup drive or server the documents are only available when the user specifically requests it (as when making a local copy). The main advantage of a backup system is that it provides metadata about the documents that make them easier to search using a database or a search tool. Metadata is information about the document such as the word size, author's name and date added or modified. This makes finding and searching the documents quite easy and quick. Some document management systems can also provide version control and editing capabilities. Read more about document management systems here: https://en.wikipedia.org/wiki/Document_management_system.
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