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Document management system

A record management system (dms) is a gadget (based on laptop applications in the case of the management of virtual files) used to music, manipulate and keep files and reduce paper. Maximum are capable of retaining a file of the numerous versions created and changed by way of exceptional customers (history tracking). The term has some overlap with the ideas of content control systems. It's miles regularly viewed as a thing of company content material control structures and associated with digital asset management, report imaging, workflow systems and information management systems.

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Document management system

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  1. Document Management System : • Document management system is a software used to track, Store documents , Search particular document And reduce paper work. Document management system overlap with the concepts of content management system. • Document management system also included as a different component of : • Enterprise Content Management • Digital Asset management • Document imaging • Workflow Systems • Records management systems

  2. Document Imaging • Workflow Systems • Digital Asset Management Document Management System Components Enterprise Content Management • Records Management Systems • The DMS commonly provides you • Storage, • Versioning , • Metadata, • Security, • Indexing and Retrieval Capabilities.

  3. EntepriseContent Management : ECM Provides Different Strategies, Methods and tools for the any type of organization’s documents. ECM helps organizing and storing an organizations document ,Content and other related to the organization process. • The conversion of data between various digital and traditional forms. • Most ECM solutions focus on business-to-employee (B2E) systems. • Enterprise content management, as also form of content management, combines the capture, search and networking of documents with digital archiving, document management and workflow.

  4. Digital Asset Management • It Consists of • managing tasks, • annotation, • cataloguing, • storage, • retrieval and distribution of digital assets.

  5. Digital Asset Management also included as • Digital photographs, • Animations, • Videos and Music, • for downloading, • Renaming, • Backing up, • Rating, • Grouping, • Archiving, • Optimizing, • Maintaining, • Thinning, • and exporting files.

  6. Document imaging • Document imaging it is the conversion of paper files into digital images. • It can take many forms such as • microfilm, • on demand printers,  • facsimile machines, copiers,  • multifunction printers,  • document scanners, • computer output microfilm and • archive writers.

  7. workflow system : It provides infrastructure for the set-up, performance and monitoring of a defined sequence of tasks, arranged as a workflow.

  8. Types of Workflow Management System Production WorkFlow Ad-Hoc Workflow There are two types of workflow : 1.Production Workflow Production Workflow predefined sequences to guide and control processes. 2.Ad-hoc workflow Ad-hoc workflow, the user determines the process sequence on the fly.

  9. Workflow can be implemented as • 1. Workflow Solutions • 2. Workflow Engines • Workflow solutions: which act as user interact • Workflow engines: which act as a background • Workflow management functions : • Capture, administration, visualization, and delivery of grouped information with its associated documents or data. • Incorporation of data processing tools (such as specific applications) and documents (such as office products) • Parallel and sequential processing of procedures including simultaneous saving • Reminders, deadlines, delegation and other administration functionalities. • Monitoring and documentation of process status, routing, and outcomes • Tools for designing and displaying process .

  10. Record management system : • It helps an organization's records preserve its corporate memory. In determining how long to retain records, their capacity for re-use is important. • In Record management system it includes • identifying, • classifying, • storing, • securing, • retrieving, • tracking and • destroying or permanently preserving records.

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