Understanding document management definition

Document management refers to the storage and retrieval of the electronic documents in an efficient manner. It is a software or system that performs these tasks. The types of documents that are stored are in many formats like doc, rtf, pdf, jpg, bmp, wmv, avi, etc. Any electronic document can be stored using the document management systems in use.

Although there are documents available in paper, the document management system usually refers to the electronic documents. The documents that are stored using the document management system are indexed properly so that retrieval is fast when needed. Full-text search feature is also available in most of the document management system so that the user can search for the documents based on some keywords or phrases.


The paper documents are usually scanned with the help of scanner and OCR software and converted to text or image and then stored in the document management system. To search these documents, tags are attached to the images so that you can also retrieve them based on tag search.


The major features available in the document management system are more or less same whether it is used at home or an enterprise system. Version control of the document is one of the important features to look out for in a document management system. This feature enables you to fetch the right version needed for reviews and other uses. Without version control, you would end up with any version without knowing whether it is the latest version.


A simple search on a good search engine for the document management definition would give you the meaning of all the above features. Check out the wikipedia for a more clear understanding of the document management definition. Wikipedia also gives a brief overview of the different components available in document management software.

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