By 
The storage of electronic documents and the ability to track or receive their changes, progress and location is known as a Document Management System. A document management system is essential for any business or organization that requires a high level of documentation and “paper trails” to ensure rapid retrieval of important documents. If your desk is buried under a pile of paper, you need a document management system that ensures the security of your data while providing a comprehensive, searchable archive.
A document management system, or DMS, should integrate seamlessly with other IT authoring tools, such as Microsoft Office applications and Adobe publishing systems, as well as other popular desktop publishing software. A good DMS will allow documents to be edited and viewed in their native applications, as well as stored and scanned with metadata and indexing to create easily searchable content.
Users can tag documents to allow quick search and retrieval in a document management system. Electronic forms can be captured in a format that has the ability to be displayed in multiple applications, allowing any user with any document viewing software the ability to open, view, and edit. Additionally, DMS provides security and access permission, so private documents remain private and only authorized users have the ability to open them. A good DMS will track any changes to the document and show users a list of changes throughout the life of the document, complete with indexing and annotations, as well as a list of users who have edited the file. Tracking the change log will help you manage the life cycle of your documents quickly and easily.
In addition, document management systems are also available for emails. Email can be archived and indexed, allowing users to perform a complex search of previous emails to find relevant information.
Document management systems are used in many types of businesses, including those that need legal documentation. DMS can archive and save documents that meet international standards and can be retrieved for use online. This ensures that legal documents can be securely opened and printed by the intended recipient through online means, without having to send a physical copy.
A DMS will ensure that the entire life cycle of a document is tracked. You can even make sure that a document is properly destroyed or disposed of, depending on your document retention policy. In the event of a disaster, documents can be recovered if you have an external storage plan in place.
Virtually every business will need a DMS, from accounting and medicine to manufacturing and human resources. Reducing document storage costs and improving archiving and retrieval while protecting access to electronic documents is a smart way to ensure your files remain private and secure.