A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking).
The term of document management system has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.
Documents stored in a document management system—such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply can cause fines, the loss of business, or damage to a business's reputation.
Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of 'documents' across an enterprise. In this context 'documents' are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video.
Paper documents have been used for long in storing information. Paper is costly, prone to hazards and is wasteful. Document management system is not simply a tool but it lets a user manage access, track and edit information stored. Document management software is an electronic cabinet that can be used to organize all paper and digital files. The software helps the businesses to combine paper to digital files and store it into a single hub after it is scanned and digital formats gets imported. Web based document management software are becoming the staple of the industry.