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. The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.
Overview
In the broadest sense, document management systems can range from a shoebox all the way to an enterprise content management system. There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices. Most methods for managing documents address the following areas:
History
Beginning in the 1980s, a number of vendors began developing systems to manage paper-based documents. These systems managed paper documents, which included not only printed and published documents, but also photos, prints, etc.
Later, a second system was developed, to manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on local user file systems. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types, or a limited number of file formats. Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval (retrieval was possible because the system handled the extraction of the text from the document as it was captured, and the text indexer provided text retrieval capabilities).
EDM systems evolved to where the system was able to manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities.
Components
Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:
Functions of DMS
Standardization
Many industry associations publish their own lists of particular document control standards that are used in their particular field. The following is the list of some of the relevant ISO documents. Divisions ICS 01.140.10 and 01.140.20. The ISO has also published a series of standards regarding the technical documentation, covered by the division of 01.110.
- ISO 2709:1996 Information and documentation—Format for information exchange
- ISO 15836:2009 which replaces ISO 15836:2003 Information and documentation — The Dublin Core metadata element set
- ISO 21127:2006 Information and documentation—A reference ontology for the interchange of cultural heritage information
- ISO 23950:1998 Information and documentation—Information retrieval (Z39.50) — Application service definition and protocol specification.
- ISO/CD 10244 Document management—Business process/workflow baselining and analysis associated with EDMS technologies
- ISO 32000 — portable document format
See also
References
- ^ Food and Drug Administration (2007). "Guidance for Industry: Computerized Sysems Used in Clinical Investigations" . http://www.fda.gov/cder/guidance/7359fnl.pdf . Retrieved 9 April 2009 .
- ^ International Organization for Standardization. "01.140.40: Publishing" . http://www.iso.org/iso/products/standards/catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=40& . Retrieved 14 July 2008 .
- ^ International Organization for Standardization. "35.240.30: IT applications in information, documentation and publishing" . http://www.iso.org/iso/catalogue_ics_browse?ICS1=35&ICS2=240&ICS3=30& . Retrieved 14 July 2008 .
- ^ OnSphere Corporation. "SOP Document Management in a Validated Environments" . http://www.onsphere.com/documents/SOPDocumentManagementinValidatedEnvironments.pdf . Retrieved 4 April 2009 .
- ^ International Organization for Standardization. "01.140.10: Writing and transliteration" . http://www.iso.org/iso/products/standards/catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=10& . Retrieved 14 July 2008 .
- ^ International Organization for Standardization. "01.140.20: Information sciences" . http://www.iso.org/iso/products/standards/catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=20& . Retrieved 14 July 2008 .
- ^ International Organization for Standardization. "01.110: Technical product documentation" . http://www.iso.org/iso/products/standards/catalogue_ics_browse.htm?ICS1=01&ICS2=110& . Retrieved 15 July 2008 .
External links
- Software/Document Management at the Open Directory Project
- Miles L. Mathieu, Ernest A. Capozzoli (2002) (PDF). The Paperless Office: Accepting Digitized data . Troy State University . http://www.cabinetng.com/media/Paperless%20Office_Troy%20State.pdf .
- Kevin Craine. Excerpts from Designing a Document Strategy. Craine Communications Group . http://www.document-strategy.com/excerpts.html . ...
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