A document management in Perth system, or DMS, is a system employed to get, keep and track documents and prevent the paper from being wasted. Most can preserve a virtual record of all the versions created and altered by other users. For the administration of electronic documents like electronic files management, there are specialized systems mostly based on technical computer applications. There are various types of DMS’s available in the market today. Depending on your company’s requirements and budget, you can choose the kind of DMS that will serve your purpose. Some of the most common ones are discussed below.
Document management in Perth software is a set of computer software designed specifically for a particular office application. These applications are usually designed to meet the specific needs of specific departments within an organization. The most common document management software is the suite of products that include the core document management software, the security and audit software, and the desktop solution. This suite provides different aspects of a well structured and safe storage and retrieval system.
Document archiving and storage. This is one of the basic needs of any good document management in Perth program. This protects data, documents and digital files from loss due to human error or computer malfunction. It helps track electronic records so that they can be retrieved when required.
Content management. A content management system manages the workflow of production documents. It is used to provide information about the workflow process of an organization. The advantage of content management is that it provides easy access to all the work items and their metadata and facilitates work planning and document order. A content management system also ensures that the workflow does not become dysfunctional because of inconsistent keywords or document structure.
Version control. This refers to the ability to create, update and archive electronic versions of electronic documents. Electronic documents are often version controlled so that users can make sure that the latest version of a document is available. Different version control systems are available including the centralized version control system, desktop system and workflow or branch-of-service version control. This feature is essential for large organizations where multiple users are involved in the same document.
Indexing and retrieval. Indexing and retrieval refer to the organization’s ability to locate and retrieve specific pieces of information. Electronic documents are stored in a digital indexing database that makes them easily searchable. The most commonly used indexing database includes the Electronic Document Delivery Service (EDDS), the Enterprise Search Interface (ESI) and the Electronic Publishing Workbook (EPU). The advantage of indexing is that it makes the content of a document easily accessible by users and the system administrator. The disadvantages are that the indexing system may generate a large amount of duplicate content, and the maintenance of such an extensive indexing database can be a challenge.