WHAT IS DOCUMENT MANAGEMENT USED FOR?
Document management refers to the administration of electronic documents with the support of databases. File systems such as NTFS under Windows or EXT4 under Linux already make it possible to quickly find electronic documents in terms of document management based on file name, file extension and file size. However, this is only a very rudimentary form of document management and not a document management system (DMS) in the strict sense.
Document management systems, which are the subject of this article, allow in particular the definition of free and arbitrary fields for the indexing of files in order to enrich them with meta information. There are a large number of software solutions that have integrated document management functions. Particularly noteworthy are open source software such as Alfresco Community Edition and Open-Xchange, but also DAM from Acquia (where DAM stands for digital asset management). DMS are becoming increasingly important in the context of paperless companies.
The business benefits of document management are not just that digitally stored documents are easier to find. Other advantages include ensuring long-term legibility and
- compliance with legal archiving deadlines, which is made possible with the help of document management
- Versioning of documents if they have been changed by different employees (a feature that not all available DMSs can offer)
- Automation of business processes with files (often only included in paid DMS)
Further reference:
https://de.wikipedia.org/wiki/Dokumentenmanagement
The following video provides a more detailed introduction to document management:
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