What is a document management system?
A document management system (DMS) is more than just a data storage platform on a server. A DMS facilitates the handling of digital documents in a single environment. Other IT systems in which documents are available or in which digital documents are used can be connected via an interface. This makes it possible to integrate digital documents across systems.
The system accepts text documents as well as all other standard file formats.
Collaborative processing and versioning
Documents are not saved in separate files, for example, on a server; they need to be stored and saved only once and can be “linked” multiple times. This means that a document is put into the system only once but can be accessed and linked in different procedures and “files.” For example, a memorandum does not have to be saved in a file on a server in Department X, on SharePoint in Department Y, and then again on staff member Z’s PC.
This also means, however, that several people (from different areas in the University) can access the same, up-to-date documents and work on them together. Document versions are documented in the system.
Automatic archiving
On the one hand, the DMS can integrate documents currently being worked on or needed (e.g., as a source of information, reference, documentation). On the other hand, it ensures compliance with archiving regulations for completed documents and files. Ideally, documents will not be digitalized and put into the system only after they are completed—everything should be handled within the system from the outset so that archiving takes place automatically. This also makes it possible to comply with and review statutory deletion requirements.
Integrated full-text search
The search for documents and document content is quick and easy, similar to using an Internet search engine. You can search according to different features of a document in the system. Specific content and words can also be searched using the full-text search.
Location-independent access
As a rule, you can access the documents in the DMS from anywhere. Most DMSs offer access via a web browser as well via a client installed on your PC. There is a link to the locally installed MS Office Programs so that you can continue to work as before.
Rights management
Not all users have access to all documents in the DMS. A detailed system of user rights can establish who is allowed to see, work on, or delete which documents.
Automated processes
More elaborate systems known as Enterprise Content Management Systems (ECMs) can also depict, support, and steer document-related processes.
If, for example, one person puts a document into the system, another works on it, and a third publishes it, this entire procedure can be handled within the system. Once the document has been worked on in a given step, the next person who needs to work on it receives notification directly in the system or via email. You do not need to forward emails or use a circular. The system also records who released or worked on which document when. This makes it possible to track any changes.
You can establish standard or individual processes and work flows.