Document Management System

As in daily life, you have a lot of important documents like passport, ID, salary slips, Electricity bills etc, which you need to keep safe and carefully, similarly you have to manage important document on your mobile, laptop or desktop also. Now the question arises how can we manage these kinds of documents within the system,

So I must tell you that the answer of this question is quite easy and moreover very interesting, Actually we have a system which is not only used to track your important documents but can be also used to manage and store them. And this system is called as DOCUMENT MANAGEMENT SYSTEM.

Document management system is very efficient in its working and implementation. Document management system reduces paperwork to a great extent as we can digitally manage the required documents easily without having any trouble.

If we talk about some key features of document management system. so these are:

• There is a continuous facility of check-in/checkout  and locking is available in this system which provides a superb coordination of simultaneous editing of the content. Its resultant advantage is that users never get confused and one person's edition does not overwrite other's.

• Annotation and stamp facility is also there.

• During any release of a document, in a case of any error, the user can easily roll back, the same solution is also there for any premature release.

• Facility of "version control" is also there, so that one can easily judge that how the document came to be and how it came before???

LET US NOW DISCUSS SOME OF THE MAIN CAPABILITIES OF DOCUMENT MANAGEMENT SYSTEM BRIEFLY

1. METADATA Metadata is actually important information about any particular data. Sometimes the database management system(DMS) itself extracts the information regarding the document and sometimes it prompts the user to add some metadata.
   
   Metadata actually contains information like the date and time on which the document will be stored, Identity of the user who is storing the document in the system, a purpose of the data, file size and many more.

1. VALIDATION
   DMS is capable of having visual validation registration number and other important information like missing signatures, document failures, misspelled names etc.
2. INDEXING
   Indexing refers to the way of tracking electronic documents. In data management system indexing is so simple as if you are keeping track of individual document identifier.Index topology is the critically important area in DMS as it involves rapid retrieval of the required document.
   
    
3. STORAGE
   DMS is capable of storing a number of electronic documents whether they are images, audio or any sort of video. It is able to manage and store the documents in the hierarchy which really reduces the complexity of storage and tracking to a great extent.
4. SECURITY
   As we are talking about storing and managing important documents so security is the most important concern, but in document management system u really need not think about security as document management system is high secured. 
   
   PDF creation means document marked at the time of printing, is an important element in DMS that exclude the chances of unintended use.
5. SEARCHING
   In DMS document can be easily searched without having any delay. They can be efficiently searched by document content and various other attributes.

For more info kindly visit:
 https://www.scopidea.com/document-management-system