Document management system and its components – Part 1

The term document management system is evolved with the evolution of computer system. The document management system is computer and set of computer programs used to track and store the digital documents. Before evolution of computers these documents were in form of paper.

With the evolution of technology companies started managing their paper documents in digital formats for reasons like fast and efficient work, cost reduction, better information management, security and more.

Now the field of document management system has grown up to maturity level. And now it consists of not only computers but also heavy softwares. With the help of these softwares the job is document management become simpler. And whole structure is fairly complex to make even complex things easier. It has various components. This article is divided into two parts, as the list of components is big. Following are the important components:

Extraction of Metadata: Metadata is data about data. For example, date of document creation, modification, by whom document was made, the format and default style of document etc. The metadata helps user to understand the document well, and the systems extract metadata automatically from the document and sometime it also prompt the user to add metadata.

Documents Integration: The advanced softwares used in data management attempt the integration of documents into their application. Once documents are integrated with applications, they form the repository of these softwares. When user requests these documents, they are fetched directly from software repositories and after update when user saves them; they are directly saved in repository again. This makes whole environment working fast, efficient and better user friendliness.

Image Capturing: Image capturing involves capturing images of paper documents. Typical example is scanner. Other examples are multifunction printers, Optical character recognition (OCR) software etc. I am sure you have appeared in some examination where you need to fill ovals or bubbles by pencil for giving answers. The machine which reads those answers is known as Optical mark recognition (OMR). This is also a typical example of Image capturing.

Data Indexing and Storage: One of the major responsibilities of document management softwares is to retrieve the document faster. In order to fulfill this requirement, they need to index data. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. And while storing documents, many times it is important for softwares to use hierarchical storage management.

Distribution of document: Another important responsibility of data management softwares is to give the flexibility of altering documents easily. And this flexibility helps in published document for distribution.

There are many more important components which I’ll list in part 2. Please keep reading.


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