Document Management System


A Document Management System is a program to store and track documents. Documents can be word-processing documents, presentations, scanned documents etc, in a variety of document formats.

Features List

  • Documents in the DMS should be capable of being retrieved. For this purpose, it is necessary to tag each document with one or more key words, according to the number of topics included in the document. Apart from this, each document uploaded into the system is serially numbered. When a user wants to search documents covering a particular topic, he punches in the key word and the relevant documents will be displayed.
  • Document retrieval can be private to an individual, limited to a client or can exclude specific people. Such restrictions can be placed on all documents or particular documents.
  • Can transfer documents into the popular Adobe PDF format.
  • Documents uploaded into the system, if not in PDF format, should be converted to PDF format, so that they cannot be modified.
  • The DMS can be maintained either by an organization for its own use, or for one or more organizations.
  • Whenever a new document is uploaded into the DMS, all users in the system get an indication that a new document has been uploaded. Once a user views it, the message disappears from list of documents.
  • Administrator can view, in addition, what documents were downloaded by any of the users.
  • There are two ways in which documents can be added to the system. Paper-based documents can be scanned and uploaded into the system. Documents which are already in a computer can be directly uploaded into the DMS.
  • Documents in the DMS can be of two types: one, those which require processing, and two, those which are just maintained in the system for use whenever required. In the former case the DMS has provision for receiving a document, acknowledging receipt by an electronic signature and onward transmission within the system for further processing. The documents can be forwarded successively within the system in any number of steps.
  • Administrators decide which users can view and/or upload documents into the DMS.
  • The level of interaction in the DMS makes it functional and useful immediately upon installation. Not only does it store and maintain all documents, but also provides an environment for collaboration, workflow, and document processing.
  • One very important use of the DMS is to maintain records of random information. For example, one reads news items in newspapers, magazines, etc which contain a lot of information which may not be needed by a person immediately but can be of use later. Such information can be uploaded into the DMS with appropriate key word/s for future use.
  • From the above it can be seen that the DMS is useful for every person, and every organization.