Document Management
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A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is recorded. The term has some overlap with the concepts of
content management system A content management system (CMS) is computer software used to manage the creation and modification of digital content (content management).''Managing Enterprise Content: A Unified Content Strategy''. Ann Rockley, Pamela Kostur, Steve Manning. New ...
s. It is often viewed as a component of
enterprise content management Enterprise content management (ECM) extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secure ...
(ECM) systems and related to
digital asset management Digital asset management (DAM) and the implementation of its use as a computer application is required in the collection of digital assets to ensure that the owner, and possibly their delegates, can perform operations on the data files. Termin ...
,
document imaging Document imaging is an information technology category for systems capable of replicating documents commonly used in business. Document imaging systems can take many forms including microfilm, on demand printers, facsimile machines, copiers, multifu ...
,
workflow A workflow consists of an orchestrated and repeatable pattern of activity, enabled by the systematic organization of resources into processes that transform materials, provide services, or process information. It can be depicted as a sequence of ...
systems and
records management Records management, also known as records and information management, is an organizational function devoted to the information management, management of information in an organization throughout its records life-cycle, life cycle, from the time of ...
systems.


History

Beginning in the 1980s, a number of vendors began to develop software systems to manage paper-based documents. These systems dealt with paper documents, which included not only printed and published documents, but also
photograph A photograph (also known as a photo, image, or picture) is an image created by light falling on a photosensitive surface, usually photographic film or an electronic image sensor, such as a CCD or a CMOS chip. Most photographs are now create ...
s, prints, etc. Later developers began to write a second type of system which could manage
electronic document An electronic document is any electronic media content (other than computer programs or system files) that is intended to be used in either an electronic form or as printed output. Originally, any computer data were considered as something inter ...
s, i.e., all those documents, or files, created on computers, and often stored on users' local
file-system In computing, file system or filesystem (often abbreviated to fs) is a method and data structure that the operating system uses to control how data is stored and retrieved. Without a file system, data placed in a storage medium would be one larg ...
s. The earliest electronic document management (EDM) systems managed either proprietary file types, or a limited number of
file format A file format is a standard way that information is encoded for storage in a computer file. It specifies how bits are used to encode information in a digital storage medium. File formats may be either proprietary or free. Some file formats ...
s. Many of these systems later became known as
document imaging Document imaging is an information technology category for systems capable of replicating documents commonly used in business. Document imaging systems can take many forms including microfilm, on demand printers, facsimile machines, copiers, multifu ...
systems, because they focused on the capture, storage, indexing and retrieval of
image file formats An Image file format is a file format for a digital image. There are many formats that can be used, such as JPEG, PNG, and GIF. Most formats up until 2022 were for storing 2D images, not 3D ones. The data stored in an image file format may be c ...
. EDM systems evolved to a point where systems could manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents,
collaboration tool A collaboration tool helps people to collaborate. The purpose of a collaboration tool is to support a group of two or more individuals to accomplish a common goal or objective. Collaboration tools can be either of a non-technological nature suc ...
s, security, workflow, and
audit An audit is an "independent examination of financial information of any entity, whether profit oriented or not, irrespective of its size or legal form when such an examination is conducted with a view to express an opinion thereon.” Auditing ...
ing capabilities. These systems enabled an organization to capture faxes and forms, to save copies of the documents as images, and to store the image files in the
repository Repository may refer to: Archives and online databases * Content repository, a database with an associated set of data management tools, allowing application-independent access to the content * Disciplinary repository (or subject repository), an ...
for security and quick retrieval (retrieval made possible because the system handled the extraction of the text from the document in the process of capture, and the text-indexer function provided text-retrieval capabilities). While many EDM systems store documents in their native file format (Microsoft Word or Excel, PDF), some web-based document management systems are beginning to store content in the form of
HTML The HyperText Markup Language or HTML is the standard markup language for documents designed to be displayed in a web browser. It can be assisted by technologies such as Cascading Style Sheets (CSS) and scripting languages such as JavaScri ...
. These HTML-based document management systems can act as publishing systems or policy management systems. Content is captured either by using browser based editors or the importing and conversion of not HTML content. Storing documents as HTML enables a simpler full-text workflow as most search engines deal with HTML natively. DMS without an HTML storage format are required to extract the text from the proprietary format making the full text search workflow slightly more complicated. Search capabilities including boolean queries,
cluster analysis Cluster analysis or clustering is the task of grouping a set of objects in such a way that objects in the same group (called a cluster) are more similar (in some sense) to each other than to those in other groups (clusters). It is a main task of ...
, and
stemming In linguistic morphology and information retrieval, stemming is the process of reducing inflected (or sometimes derived) words to their word stem, base or root form—generally a written word form. The stem need not be identical to the morpholog ...
have become critical components of DMS as users have grown used to internet searching and spend less time organizing their content.


Components

Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:


Standardization

Many industry associations publish their own lists of particular document control standards that are used in their particular field. Following is a 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 Technical documentation is a generic term for the classes of information created to describe (in technical language) the use, functionality or architecture of a product, system or service. Classes of technical documentation Classes of technical do ...
, covered by the division of 01.110. *
ISO 2709 ISO 2709 is an ISO standard for bibliographic descriptions, titled ''Information and documentation—Format for information exchange''. It is maintained by the Technical Committee for Information and Documentation ( TC 9846). History In the lat ...
Information and documentation – Format for information exchange
ISO 15836
Information and documentation – The
Dublin Core 220px, Logo image of DCMI, which formulates Dublin Core The Dublin Core, also known as the Dublin Core Metadata Element Set (DCMES), is a set of fifteen "core" elements (properties) for describing resources. This fifteen-element Dublin Core has ...
metadata element set
ISO 15489
Information and documentation – Records management

Information and documentation – A reference
ontology In metaphysics, ontology is the philosophical study of being, as well as related concepts such as existence, becoming, and reality. Ontology addresses questions like how entities are grouped into categories and which of these entities exis ...
for the interchange of cultural heritage information *
ISO 23950 ISO is the most common abbreviation for the International Organization for Standardization. ISO or Iso may also refer to: Business and finance * Iso (supermarket), a chain of Danish supermarkets incorporated into the SuperBest chain in 2007 * Is ...
Information and documentation – Information retrieval (Z39.50) – Application service definition and protocol specification
ISO 10244
Document management – Business process baselining and analysis * ISO 32000 Document management – Portable document format *
ISO/IEC 27001 ISO/IEC 27001 is an international standard to manage information security. The standard was originally published jointly by the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC) in 2005, ...
Specification for an information security management system


Document control

Government regulations require that companies working in certain industries control their documents. These industries include accounting (for example: 8th
EU Directive The European Union (EU) is a supranational political and economic union of member states that are located primarily in Europe. The union has a total area of and an estimated total population of about 447million. The EU has often been des ...
,
Sarbanes–Oxley Act The Sarbanes–Oxley Act of 2002 is a United States federal law that mandates certain practices in financial record keeping and reporting for corporations. The act, (), also known as the "Public Company Accounting Reform and Investor Protecti ...
), food safety (e.g.,
Food Safety Modernization Act The Food Safety Modernization Act (FSMA) was signed into law by President Barack Obama on January 4, 2011. The FSMA has given the Food and Drug Administration (FDA) new authority to regulate the way foods are grown, harvested and processed. The l ...
in the US), ISO (mentioned above), medical device manufacturing (
FDA The United States Food and Drug Administration (FDA or US FDA) is a federal agency of the Department of Health and Human Services. The FDA is responsible for protecting and promoting public health through the control and supervision of food ...
), manufacture of blood, human cells, and tissue products (FDA), healthcare (''
JCAHO The Joint Commission is a United States-based nonprofit tax-exempt 501(c) organization that accredits more than 22,000 US health care organizations and programs. The international branch accredits medical services from around the world. A majorit ...
''), and information technology (''
ITIL The Information Technology Infrastructure Library (ITIL) is a set of detailed practices for IT activities such as IT service management (ITSM) and IT asset management (ITAM) that focus on aligning IT services with the needs of business. ITIL de ...
''). Some industries work under stricter document control requirements due to the type of information they retain for privacy, warranty, or other highly regulated purposes. Examples include protected health information (PHI) as required by
HIPAA The Health Insurance Portability and Accountability Act of 1996 (HIPAA or the Kennedy– Kassebaum Act) is a United States Act of Congress enacted by the 104th United States Congress and signed into law by President Bill Clinton on August 21, 1 ...
or construction project documents required for warranty periods. An information systems strategy plan (ISSP) can shape organisational information systems over medium to long-term periods. Documents stored in a document management system—such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply can cause fines, the loss of business, or damage to a business's reputation. The following are important aspects of document control: * reviewing and approving documents prior to release ** reviews and approvals * ensuring changes and revisions are clearly identified * ensuring that relevant versions of applicable documents are available at their "points of use" * ensuring that documents remain legible and identifiable * ensuring that external documents (such as customer-supplied documents or supplier manuals) are identified and controlled * preventing “unintended” use of obsolete documents


Integrated DM

Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise. In this context 'documents' are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video.


Document management software

Paper documents have long been used in storing
information Information is an abstract concept that refers to that which has the power to inform. At the most fundamental level information pertains to the interpretation of that which may be sensed. Any natural process that is not completely random ...
. However, paper can be costly and, if used excessively, wasteful. Document management software is not simply a tool but it lets a user manage access, track and edit information stored. Document management software is an
electronic Electronic may refer to: *Electronics, the science of how to control electric energy in semiconductor * ''Electronics'' (magazine), a defunct American trade journal *Electronic storage, the storage of data using an electronic device *Electronic co ...
cabinet that can be used to organize all paper and digital files. The software helps the
businesses Business is the practice of making one's living or making money by producing or buying and selling products (such as goods and services). It is also "any activity or enterprise entered into for profit." Having a business name does not separat ...
to combine paper to digital files and store it into a single hub after it is scanned and
digital formats Digital data, in information theory and information systems, is information represented as a string of discrete symbols each of which can take on one of only a finite number of values from some alphabet, such as letters or digits. An example is ...
get imported. One of the most important benefits of
digital document An electronic document is any electronic media content (other than computer programs or system files) that is intended to be used in either an electronic form or as printed output. Originally, any computer data were considered as something intern ...
management is a “fail-safe” environment for safeguarding all
documents A document is a writing, written, drawing, drawn, presented, or memorialized representation of thought, often the manifestation of nonfiction, non-fictional, as well as fictional, content. The word originates from the Latin ''Documentum'', w ...
and data. In the heavy construction industry specifically, document management software allows team members to securely view and upload documents for projects they are assigned to from anywhere and at any time to help streamline day-to-day operations.


See also

*
Construction collaboration technology Construction collaboration technology refers to software applications used to enable effective sharing of project-related information between geographically dispersed members of a construction project team, often through use of a web-based software ...
*
Customer communications management Customer Communications Management (CCM) is software that enables companies to manage customer communications across a wide range of media. Originally, customer communications referred to printed documents, archived digital documents, email and w ...
*
Data proliferation Data proliferation refers to the prodigious amount of data, structured and unstructured, that businesses and governments continue to generate at an unprecedented rate and the usability problems that result from attempting to store and manage that d ...
*
Document automation Document automation (also known as document assembly or document management) is the design of systems and workflows that assist in the creation of electronic documents. These include logic-based systems that use segments of pre-existing text and/or ...
*
Documentation Documentation is any communicable material that is used to describe, explain or instruct regarding some attributes of an object, system or procedure, such as its parts, assembly, installation, maintenance and use. As a form of knowledge manageme ...
*
Enterprise content management Enterprise content management (ECM) extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secure ...
*
Information repository In information technology, an information repository or simply a repository is "a central place in which an aggregation of data is kept and maintained in an organized way, usually in computer storage." It "may be just the aggregation of data itse ...
*
Information science Information science (also known as information studies) is an academic field which is primarily concerned with analysis, collection, Categorization, classification, manipulation, storage, information retrieval, retrieval, movement, dissemin ...
*
Intelligent document {{Unreferenced, date=January 2008 Intelligent documents are electronic documents with more functionality than a page designed to emulate paper. Formats include PDF from Adobe, InfoPath from Microsoft, and XForms from W3C. Each is based on using ...
*
Knowledge base A knowledge base (KB) is a technology used to store complex structured and unstructured information used by a computer system. The initial use of the term was in connection with expert systems, which were the first knowledge-based systems. Ori ...
*
Knowledge management Knowledge management (KM) is the collection of methods relating to creating, sharing, using and managing the knowledge and information of an organization. It refers to a multidisciplinary approach to achieve organisational objectives by making ...
*
Library science Library science (often termed library studies, bibliothecography, and library economy) is an interdisciplinary or multidisciplinary field that applies the practices, perspectives, and tools of management, information technology, education, and ...
*
Product data management Product data management (PDM) should not be confused with product information management (PIM). PDM is the name of a business function within product lifecycle management (PLM) that is denotes the management and publication of product data. In soft ...
*
Revision control In software engineering, version control (also known as revision control, source control, or source code management) is a class of systems responsible for managing changes to computer programs, documents, large web sites, or other collections o ...
*
Snippet management Snippet is a programming term for a small region of re-usable source code, machine code, or text. Ordinarily, these are formally defined operative units to incorporate into larger Module (programming), programming modules. Snippet management is a ...
*
Taxonomy (general) Taxonomy is the practice and science of categorization or classification. A taxonomy (or taxonomical classification) is a scheme of classification, especially a hierarchical classification, in which things are organized into groups or types. ...
*
Technical data management system A technical data management system (TDMS) is a document management system (DMS) pertaining to the management of technical and engineering drawings and documents. Often the data are contained in 'records' of various forms, such as on paper, microfil ...
*
Technical documentation Technical documentation is a generic term for the classes of information created to describe (in technical language) the use, functionality or architecture of a product, system or service. Classes of technical documentation Classes of technical do ...


References


External links

* {{DEFAULTSORT:Document Management System * Records management technology