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
  • Summarisation

Learn how to take control of your information assets.

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.

Join the AIIM Network for Intelligent Information Management on LinkedIn

AIIM provides an educational roadmap for the industry.

  • Certificate Training Programs  - Industry leading Certificate Training Programs include Enterprise Content Management (ECM), Electronic Records Management (ERM), Business Process Management (BPM), Information Organization & Access (IOA/Search), Enterprise 2.0 (E2.0), Email Management (EMM) and SharePoint. Courses are available via the web or classroom.
  • AIIM Essentials Courses    - The AIIM Essentials programs are short online courses that are focused on very specific topics applicable to any organization, and are a perfect complement to the AIIM Certificate offerings. Courses include: Imaging and Recognition, Evaluating SharePoint, Web Content Management, Digital Asset Management, eDiscovery, and PDF/A.
  • In-person Seminars  - These free, educational seminars held in cities throughout the U.S. and Canada, help educate business and government professionals with information on the latest industry trends, key business drivers, case study examples, solutions, and more.
  • Information Portals  - Provide case studies and white papers, articles and research studies focused on Green ECM, Compliance/Electronic Records Management, SharePoint and ECM, Healthcare Information Management, and Capture/Scanning/Recognition.