A document management system is a computer program or set of tools used to store, manage, and track electronic documents and electronic images of paper-based information captured through the use of a document scanner. Document management systems are often used by organizations to securely store, organize, and track the electronic documents in their possession.
These systems typically include a range of features and tools that allow users to easily create, store, and organize electronic documents, as well as to search for and retrieve specific documents as needed. They may also include features for version control, collaboration, and document approval processes, among others.
One of the primary advantages of using a Document Management System is that it allows organizations to easily store, organize, and access large amounts of electronic documents and other information in a central location. This can help to streamline business processes and improve efficiency, as well as to ensure that important documents are easily accessible to those who need them.
Another benefit of a Document Management System is that it can provide enhanced security and control over electronic documents. These systems often include security features that allow organizations to control who has access to specific documents, as well as to track and monitor access to the documents. This can help to prevent unauthorized access to sensitive information, as well as to ensure that only authorized users are able to make changes to important documents.
In addition to these benefits, document management systems can also help organizations to comply with legal and regulatory requirements related to the storage and management of electronic documents. These systems can provide the necessary controls and tracking capabilities to ensure that organizations are able to meet the requirements for the retention and destruction of electronic documents, as well as to produce records in response to legal requests.