Document management serves for the data base-supported administration of electronic documents. By the term one understands the administration from originally usually paper-bound documents in electronic systems in Germany. During the administration of paper documents one speaks against it of record administration. For the better distinction frequently also the term EDM electronic document management (electronics document management) is used. The abbreviation DMS stands for document management system and in an extended sense as industry designation is used. In the American one "document management" stands against it conceptually more reduced for the administration of files with Checkin/Checkout, Versionierung and other functions. In the meantime document management is considered as a component of the spreading ECM Enterprise content management.

Document management in the closer and in the broader sense

Since the general understanding of the term became document management, as originally in the American one meant from which German term identification very strongly differentiates, by Ulrich Kampffmeyer 1995 between document management in the broader sense than industry designation and categorization for different document technologies as well as document management in the closer sense, which differentiated between classical document management of American coinage.

Document management in the closer sense

By the classical document management systems in the closer sense such solutions are to be understood, which originally developed from the necessity to make management functions available for the enormously growing file contents. For this one counts

Compound document management,

Electronics Filing and

dynamic file systems for the administration of the life cycle of the documents before electronic archiving.

Substantial characteristics are visualized order structures, Checkin/Checkout, Versionierung as well as data base-supported meta data administration to the indexing and search technologies. So characterized documents are investigatable over more information fields, than them make a file system available. In the file system the user can search only over file name, if necessary file dung, size or amendment date. At the document management arbitrary fields stand for order as bspw. Customer number, order number, responsible person etc. a substantial application of the document management in the closer sense is the electronic document, in which from different sources all matching information is united. This takes place dynamically steered by means of authorizations, status characteristics and evaluation of the attributes of the documents and document classes speaks one of the virtual document, which is generated dynamically at run-time as view.

Range and functionality of classical document management systems are approximately in ISO standard 10166 DFR document Filing & retrieval defined, which attained however no meaning.

For the demarcation of classical document management products of document Imaging, Workflow and Groupware one speaks also frequently of Compound document management solutions. It e.g. begun to the product data management, digital ate management and administration of Office documents.

Document management in the broader sense

Under a document management system in the broader sense different system categories and their interaction understood how

Document management in the closer sense (s.o.),

Office communication,

Document Imaging,

Scanning,

COLD (computer output on laser disk),

Workflow,

Groupware and

electronic archiving.

The different document management technologies are in strong measure from each other dependent, the employment of a component are meaningful generally not without the access to other components. It is common to all product categories that different kinds are data base-supported independently of documents - scanned facsimiles, fax entrance, files from applications of offices, Multimediaobjekte etc. - and administered of conventional hierarchical file management systems. The use of data bases permits the handling of large information capacities and to direct access to individual documents and groups of documents. In this connection for example the range Imaging (collection, representation and expenditure of scanned documents) under the criterion is to be regarded that it concerns here only a special kind of documents. Electronic archiving is added to the surrounding field document management.

Articles in category "Document management"

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