Document Management System

Marwanto Rahmatuloh
m_rahmatuloh@yahoo.com
Introduction

• 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 .
• It is a computer-based technique for
storing and retrieving documents held in
a wide variety of formats .
Why organization need DMS

• Businesses generate a tremendous amount

of paper and digital content.
• Proposals, contracts, customer profiles,
human resources related documents,
financial reports, forms, announcements
are generated every day.
• Organizations cannot effectively manage
the vast number of documents without a
suitable Document Management software.
Basic Feature

• A storage facility
• A method of adding document to
the storage area.
• A method of identifying and
retrieving the document from the
storage.
Additional Facilities

• Check in & check out

• Version control
• Document reviews
• Free text searching
• Work flow
• Imaging method
• Publishing
Component of DMS

• Metadata
• Integration
• Capture
• Indexing
• Storage
• Retrieval
Functionality

• Creation and maintenance

• Scanning paper, importing electronic documents
• Capture meta-data or attributes: author, date,
title, keywords, document type, purpose, bus
characteristics
• Document storage
• Retrieval
• Powerful retrieval mechanisms based on
attributes, concepts, full-text
• Stored queries that can be executed periodically
• Automatic change notifications
Continue…

• Distribution
• target user
• User geographically disperson
• Integration
Benefits

• Reduce time to create, review, approve and

critical documents
• Increase accessibility to information; retrieval
using business characteristics and full-text
searches
• Enable enterprise-wide collaboration; reduce
email
• Publish electronic & paper documents
simultaneously
Guideline

• Document type included

• How is data formatted & indexed
• Document ownership defined
• Security access
Example DMS

• Opendocman
• LogicalDOC
• Microsoft Sharepoint
• OpenKM
Conclusion

• DMS become the primary living repositories

for organizational information/intellectual
assets
• It enable linking of related information
• It provide workflow facilities for various
stakeholders
• Increase accessibility to information through
meta-data and full-text retrieval and agents
• Enable handling of multimedia