What is Document Management (DMS)?

What is Document Management (DMS)?

Document Management (DMS)? , often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.Document management is how your organization stores, manages and tracks its electronic documents.According to ISO 12651-2, a document is “recorded information or object which can be treated as a unit”. While this sounds a little complicated, it is quite simply what you have been using to create, distribute and use for years.

Now, we can define document management as the software that controls and organizes documents throughout an organization. It incorporates document and content capture, workflow, document repositories, COLD/ERM, and output systems, and information retrieval systems.  Also, the processes used to track, store and control documents.Document management is one of the precursor technologies to content management, and not all that long ago was available solely on a stand-alone basis like its imaging, workflow, and archiving brethren. It provides some of the most basic functionality to content management, imposing controls and management capabilities onto otherwise “dumb” documents. This makes it so that when you have documents and need to use them, you are able to do so.

Document management systems today range in size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience.  Many document management systems provide a means to incorporate standard physical document filing practices electronically. These include:


Document Management System (DMS) is an ideal solution for managing and tracking your corporate documents, especially soft copies of documentation very efficiently. It has always been a challenge to ensure users have the latest copy of any corporate document (for e,g, policy documents, product catalogs), to keep track of documents being modified and notifying users of modified documents. Document Management System aims to help eliminate these challenges.

Control user access 

Administrators can create access controls for roles within the system, determining which modules they can access and how they can interact with them (e.g. create, read, update, and delete). The system starts with certain default permissions, but these can be expanded or modified via the access control module.

Time saving upon search of documents

A document’s data is sorted according to its groupings; however, you may want to control how it is sorted beyond that. For example, you may want to sort the information in the document’s Detail section. If you have a document grouped by Region and Year, you may want the records in the Detail section sorted by Revenue in descending order. The Sort by field, Revenue in this case, is also referred to as a sort key.

Member Info management

Maintain all aspects of your membership activities and data, and leverage this insight to drive your email campaigns, events and automations intelligently. Our integrated membership organization software connects all the dots for you, and gives you the data you need on demand.

Document management, while still recognized and utilized independently, it is also a common component found within an Enterprise Content Management environment.

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One Reply to “What is Document Management (DMS)?”

  1. Gregorio Oginski

    naturally like your web site but you have to check the spelling on several of your posts. A number of them are rife with spelling issues and I find it very bothersome to tell the truth nevertheless I will certainly come back again.

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