In all aspects of our lives, we always have to document something. May it be a picture or a letter or a simple note to remind us what we are supposed to do, or what happened yesterday or last week. We thrive by having something remind us that we have things to do and things that we should remember.
In businesses, it is very important that you keep a documentation of your stocks in order for you to keep track of what is going in and out. Keeping track is essential in a business since you don’t want to lose sales and lose money.
What is a DMS?
Document management, often referred to as Swiss Post Solutions , 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. It is how your organization stores, manages and tracks its electronic 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. Some of the key features in document management include:
- Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s
- Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before
- Roll-back, to “activate” a prior version in case of an error or premature release
- Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system
- Annotation and Stamps,
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:
- Storage location
- Security and access control
- Version control
- Audit trails
- Check-in/check-out and document lockdown.
Document Management is widely popular and is being used by most companies today. Companies that are big and cannot be keep tracked by a person only. It is a big help to those that are handling so many things aside from the stocks but also the well-being of its people or employees. 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.
Document management, while still recognized and utilized independently, it is also a common component found within an Enterprise Content Management environment. A very popular way of securing our business is using DMS.