Document Management System (DMS): These are also known as Electronic Document Management Systems (EDMS). Are systems used for managing, controlling, monitoring, and organizing all kinds of electronic documents or images from paper documents. This means it is a tool “focused on the control of electronic documents throughout their entire life cycle, from creation to eventual archiving” (Sathiadas y Wikramanayake, 2003, researchgate.net). Within its functionalities we find, apart from mentioned above, “document creation, storage and retrieval, management, version control, workflow and multiple delivery formats. (Sathiadas y Wikramanayake, 2003, researchgate.net).
These systems include a variety of tools that work together with technologies for supporting business’ processes in order to extract the appropriate documental information without interrupting or interfering with the company´s operation. Some of the benefits of using DMS are (Sathiadas y Wikramanayake, 2003, researchgate.net):
– Low costs in document creation and low use of paper.
– Easy Access to documents depending on the profile of each user.
– Availability of information for decision making.
– Standardization for following legal regulation regarding documents and information.
– Strengthening information and document security.
Because of the importance of these tools regarding the availability and safety of information, companies must choose easy solutions that allow a flexible and appropriate adaptation that fits the business strategy.