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A Document management system (DMS) is a computer system (or set of
computer programs) used to track and store electronic documents and/or images of
paper documents. 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.
In the broadest sense, document management systems can range from a shoebox all
the way to an enterprise content management system. There are several common
issues that are involved in managing documents, whether the system is an
informal, ad-hoc, paper-based method for one person or if it is a formal,
structured, computer enhanced system for many people across multiple offices.
Beginning in the 1980s, a number of vendors began developing systems to manage
paper-based documents. These systems managed paper documents, which included not
only printed and published documents, but also photos, prints, etc.
Later, a second system was developed, to manage electronic documents, i.e., all
those documents, or files, created on computers, and often stored on local user
file systems. The earliest electronic document management (EDM) systems were
either developed to manage proprietary file types, or a limited number of file
formats. Many of these systems were later referred to as document imaging
systems, because the main capabilities were capture, storage, indexing and
retrieval of image file formats. These systems enabled an organization to
capture faxes and forms, save copies of the documents as images, and store the
image files in the repository for security and quick retrieval (retrieval was
possible because the system handled the extraction of the text from the document
as it was captured, and the text indexer provided text retrieval capabilities).
EDM systems evolved to where the system was able to manage any type of file
format that could be stored on the network. The applications grew to encompass
electronic documents, collaboration tools, security, and auditing capabilities.
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