What are Document Management Systems (DMS)?

A brief overview of DMS.

DMS is simply defined as 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 scanner. Its integral devices can be listed as:

•       The input point.

•       The repository.

•       The retrieval point.

The input point: The application your documents come through to get inside a document management system.  DMS stores electronic versions of data so your documents must be converted into search-able forms such as PDF or be scanned. If these entering documents are already in electronic forms, then usually, DMS inserts them into monitored single or multiple folders.

Then, according to your specific needs, these documents then can be separated, put in groups, identified, catalogued and labeled. A scanning solution such as inFORM Decisions’ iCapture will facilitate this task:

-   Checking and controlling the folders of the documents (if contained)

-   Allowing PDF transferring process

-   Importing data from OCR, ICR, or OMR

-   Creating metadata

-   Moving your data into next stage of DMS

The repository, as you may guess, plays a roll as storing the data. Different types of data may require different types of storing sources. Normally, different document types are stored in separate folders for  security.  A backup plan for your data by creating an off-line storage is essential.

How can you retrieve your data? Proprietary systems? Open source solutions? These are both included along with your repository. Depending from your demand, you can choose from options ranging from  Microsoft  365,  SharePoint, or the very secure IBM i using iView from  inFORM Decisions.

For further information, please visit http://www.informdecisions.com and send us your questions.