Since document management (DM) actually uses either a software program or a complete computer system it should be expected that it will have several components. These component features accomplish the purpose of such a system, which includes storing, managing and tracking electronic images and documents.
Key Features
DM systems have the following key features to make it absolutely useful in any working environment: summarization, stamps and annotation, audit trail, roll back, version control, and document locking and security. Of course, the full scope of the components of document management systems cover a lot more functions than the basic key features. But note that these are the most important ones that should be present in any competing system out there.
Looking Into the Different Components
The following are the different components of a document management system. Note that some DM systems may have more components while others may have fewer. The number of components used by a system is influenced by the actual function and application of each system in use. Some DM systems are simpler since they cater to small scale operations thus they have fewer components.
Capture Component
This is actually one of the first components to be used in any DM system that is already in place in a work flow environment. Capture basically refers to the conversion or capturing of images of paper documents and converting them into useful digital format. By this we also infer that the images are not merely stored in a computer's storage system. The images must also be processed and converted into various formats that are machine readable.
Metadata Component
Data or images that have been captured and stored in a computer system are usually tagged with the date when the said electronic document was created and the name and identity of the user who made the document. Information needs to be collated into a system where they are easy to find. Adding metadata allows this and more.
Indexing Component
Indexing allows electronic documents to be tracked by the system. On the most fundamental level, indexing refers to tracking a file's unique identifier. On a higher scale, indexing includes classifying documents into certain classes and according to the metadata of each electronic document. The main purpose of indexing is to make document and information retrieval more systematic and eventually more efficient. It becomes more useful when large amounts of information and data have been accumulate and stored through the years.
Retrieval Component
Every document management system will require a retrieval component. Obviously, documents and other information stored will not be of any use to human beings if you can't access them. Retrieval of information from a large database of documents and information will require more efficient search methods which may involve the use of Boolean expressions to come up with the most probable match or set of documents that matches one's search criteria.
Security Component
Electronic document security is a major concern in data management. No one wants sensitive information to be indiscreetly made available to the general public. Financial information, health records, and other sensitive information are safeguarded not only by DM systems but also by the law.
These are some of the usual components of any DM system on the planet. Other systems may also include workflow, versioning, distribution, collaboration, publishing, and reproduction components but others will require less. It all depends on the type of document management system requirements applicable to each business entity that uses them.
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