What is the document management system?
Document management is a program used to store and control the documents used by the Company. Before the arrival of computers, a document management system was simply a process of submitting printed documents such as purchasing orders, engineering changes and schemes, in a systematic order of facilitating search. The most common type of document management is also known as DMS also electronic.
The document management system is a computer program that indexes and stores the company's records. This allows the information to transmit electronically to other geography without having to print, send or fax. Like content management systems most commonly used to store procedures or work guides, the document management system is stored by electronic images, so electronic documents can be accessed at the same time.
for documents that are not initially electronic.A copy to electronic pictures. Electronic images are then stored on the computer until needed. Further use of the document management system is the security and compliance.
security features include password protection, "reading only" access and disaster recovery. Password protection is used to prevent unauthorized users from browsing confidential files. Most document management systems allow users to set up a profile and can only be able to display their profile files. For example, a user set up under the Buyer's profile would be able to display pictures of shopping orders or price agreements as soon as he entered his password, but could not display pictures of technical documentation such as mechanical drawings.
“Access Access function“ read ”function allows users to view documents, but prevents any edits. This type of approach is uThe rye for employees who are mammoting to examine project data but do not have the authorization to make adjustments. Renewal after the disaster is another important, but hopefully it has never needed a document management systems. Backup files or computers outside the workplace are usually used so that all records of the company are safe in the case of fires, floods or other types of natural disasters.
Compliance is another aspect of most document management systems. For American Society, the Sarbanes-Oxley or Sox law, as is often referred to, require compliance with regulations to record retention regulations. Sox defines what types of records need to be kept and how long. Companies are audited to comply with regulations and sanctions for not retaining accurate and relevant records include fines and possible imprisonment. Using a document management system, companies have records in a safe and easily accessible location.