What is Document Management (DMS)?

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

What is Document Management (DMS)?

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. The term document is defined as "recorded information or an object which can be treated as a unit". DM systems allow documents to be modified and managed but typically lack the records retention and disposition functionality for managing records. Key DM features are:

  • Check In / Check Out and Locking
  • Version Control
  • Roll back
  • Audit Trail
  • Annotation and Stamps
  • Summarization


Document management systems today range is size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience. Many document management systems provide a means to incorporate standard physical document filing practices electronically. These include:

  • Storage location
  • Security and access control
  • Version control
  • Audit trails
  • Check-in/check-out and document lock down

Document management, while still recognized and utilized independently, it is also a common component found within an Enterprise Content Management environment.


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