Document Management SystemAnucha Pu

Document Management System
Anucha Puangpaka
Document Management Systems
Document management systems, as the name implies, are systems that aid in
the publishing, storage, indexing, and retrieval of documents. Although such systems
deal almost exclusively with explicit knowledge, the sheer volume of documents
that an organization has to deal with makes them useful and in some cases even
mandatory. Often they are a part of content management systems.
Usually, a document management system will include the following functions:
• Capturing: In order for paper documents to be useable by the document
management system, they must be scanned in. For companies that need to carry
out this process and who have numerous paper documents this may be time
consuming and expensive.
• Classification using metadata: Metadata (data about data) is used to
identify the document so that it can be retrieved later. It can include keywords, date,
author, etc. The user is often asked to input this metadata or the system may extract
it from the document. Optical character recognition may be used to identify text on
scanned images.
• Indexing: There are many different forms, and a good indexing system is
crucial. The index function will use metadata.
• Searching & retrieval: The document management system's search
function is one of its most important elements. Search functions can be more or less
sophisticated, allowing for searches by elements of the document's metadata, or by
searching the actual document for key words/phrases and using semantic analysis to
determine relevance.
• Versioning: Storage and management of different versions of documents -
useful for documents that require frequent updating. Allows authorized users to
return to earlier versions.
• Administration & security: Any IT system needs to be regulated and
policed. Users require different levels of authorization, with certain more sensitive
functions/documents being available only to selected users/administrators.
Document management systems will also have backup systems in place in case of
mishaps.
Beyond this, they may include a whole host of possible features, including
multiple platform

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Document Management System
Anucha Puangpaka
Document Management Systems
Document Management Systems, soos die naam aandui, is stelsels wat steun in
die uitgewery, berging, kruip, en herwinning van dokumente. Hoewel sulke stelsels
Hanteer byna uitsluitlik Explicit Kennis, die blote volume van dokumente
wat aan 'n organisasie het maak Deal met hulle en in sommige gevalle nuttig selfs
verpligtend. Dikwels is dit 'n Deel van content management stelsels.
Gewoonlik, 'n dokument Management System sluit die volgende funksies:
• Vaslegging: Ten einde vir papier dokumente bruikbare deur die dokument wat
Management System, moet hulle geskandeer in vir maatskappye wat nodig is.. voer
uit hierdie proses en Wie het talle dokumente Papier Mag dit tyd
in beslag neem en duur.
• klassifikasie in terme van metadata: metadata (Data oor die data) word gebruik om
die dokument sodat dit later kan opgespoor word, te identifiseer. Dit kan insluit Sleutelwoorde, datum,
skrywer, ens Die gebruiker word dikwels gevra om insette hierdie metadata of die stelsel Uittreksel
uit die dokument. OCR Kan gebruik word om die teks op te identifiseer
geskandeerde beelde.
• kruip: Daar is baie verskillende vorme, en 'n goeie kruip stelsel is
noodsaaklik. Sal gebruik maak van die funksie indeks metadata.
• Soek en Herwinning: Die Document Management System se soek
funksie is een van die belangrikste elemente. Soek funksies min of meer wees
gesofistikeerd, wat voorsiening maak vir soektogte deur elemente van metadata van die dokument, of deur
te soek die werklike dokument vir sleutelwoorde / frases en gebruik van semantiese analise te
relevansie te bepaal.
• Versioning: berging en bestuur van verskillende weergawes van dokumente -.
nuttig vir dokumente wat gereelde basis aangepas moet word. Laat gebruikers wat gemagtig is om
terug te vorige weergawes.
• Administrasie en Sekuriteit: Enige IT-stelsel moet gereguleer en
gepolisieer. Gebruikers vereis verskillende vlakke van magtiging, met sekere meer sensitief
funksies / dokumente beskikbaar slegs aan geselekteerde gebruikers / administrateurs.
Document Management Systems sal ook Friends stelsels in plek in die geval van
ongelukke.
Beyond hierdie, kan hulle sluit 'n hele leër van moontlike funksies. , insluitend
verskeie platform