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A document management system (DMS) is a computer program (or set of programs) used to track and store electronic documents and/or images of paper documents. Document management systems commonly provide storage, versioning, metadata and security. The term has some overlap with enterprise content management.

Document management systems are becoming an essential part of the modern company's disaster plan. Many companies employ advanced techniques to ensure their electronic data is properly backed up, but few ensure paper documentation is held securely. Something in the region of 76% of business that have a disaster affecting paper storage will go out of business. Document management systems can help retain the vast amounts of information currently held within paper documents and protect it from future disaster.

Document management systems can save a tremendous amount of time, even in cases with small numbers of documents, like home bill payment or personal tax preparation. It is somewhat odd that they aren't more widely used, but some of this is likely the fault of the scanning step. Many systems include their own high-speed black and white scanner to make this step as easy as possible, or can incorporate existing office multifunction printers.

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Information Technologies - Fulltext archive of the PROJECT CONSULT Newsletter on Information Lifecycle Management, Knowledge Management, Workflow, Enterprise Content Management, Records Management, and other Document Related Technologies. Newsletter available in German, English, French, Russian and Spanish.
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