Document management system
Where will documents be stored? Where will people need to go to access
documents? Physical journeys to filing cabinets and file rooms are analog-
ous to the onscreen navigation required to use a document management
How will documents be filed? What methods will be used to organize or in-
dex the documents to assist in later retrieval? Document management sys-
tems will typically use a database to store filing information.
How will documents be found? Typically, retrieval encompasses both
browsing through documents and searching for specific information.
How will documents be kept secure? How will unauthorized personnel be
prevented from reading, modifying or destroying documents?
How can documents be recovered in case of destruction from fires, floods
or natural disasters?
How long should documents be kept, i.e. retained? As organizations grow
and regulations increase, informal guidelines for keeping various types of
documents give way to more formal records management practices.
How can documents be preserved for future readability?
How can documents be available to the people that need them?
If documents need to pass from one person to another, what are the rules
for how their work should flow?
How are documents created? This question becomes important when mul-
tiple people need to collaborate, and the logistics of version control and
Authentication Is there a way to vouch for the authenticity of a document ?
Traceability When, where and by whom are documents created, modified, published
and stored ?
A document management system (DMS) is
a computer system (or set of computer pro-
grams) used to track and store electronic
documents and/or images of paper docu-
ments. The term has some overlap with the
concepts of content management systems
and is often viewed as a component of enter-
prise content management (ECM) systems
and related to digital ass