Electronic Document Management
A document management system is simply a computer program used to get, store and manage documents and thus reduce paper in the office. Most are capable of storing a document version of all the different versions created and edited by other users. The latest systems are available with the ability to create word processing, spreadsheets and PDFs. These programs can also be used for controlling the social networks and in the business arena. Some document management systems can manage the content of the internet, such as the emails and attachments on a person's computer hard drive. The document management programs can make it easier for a person to retrieve a document if they lose it or if they forget the document name and folder location.
Document management is becoming more widely used by companies and offices because of its many benefits. It makes document storage and collaboration easier because the user can control who has access to certain documents and can determine how often they can be read or changed. Many document management systems also have features like collaboration and search. Features like these allow several people to work on the same document at once without having to individually send each person their version of the document. Collaboration allows for groups of workers to work together to solve problems.
There are several document management systems available, including web-based document management systems, desktop applications and cloud-based document management.. Web-based systems work by saving documents in a digital form and allowing the user to access those documents from any browser. Documents are stored in servers that may be on the user's local network or in the internet. See page here to understand more on the above topic.
An example of a web-based document management system is Google Docs. This service allows the use of text documents or Microsoft Office documents in the web browser. An individual can create, edit and share a variety of documents with other users of Google Docs. The document metadata, or information about the document, such as the document title, description, keywords and file size, is then stored in the user's profile folder. For additional details regarding this topic, check out this link: https://collavate.com/.
Desktop document management systems work with the computer's operating system to index and retrieve documents in a directory. Indexing is done periodically, usually every month, and metadata is stored in a file or in a repository of some kind on the hard drive. Data retrieves can either be manual or automated. Manual retrieval capabilities include searching for specific files within a directory and retrieving them by subject name, location or extension.
Electronic documents are created using text software applications, typically including word processing software. Indexing of electronic documents requires the use of data validation. A data validation process takes the date and time of creation of an electronic document and checks the information contained therein against documented data from known sources. Get more info related to this topic on this page: https://en.wikipedia.org/wiki/Google_Workspace.