Find Us

500 Lanier Road
Building 1, Suite B
Madison, AL 35758

Find Us

(800) 621-6501

Email Us


What is a Document Management System (DMS)?

Occasionally we find a great explanation of “What is Document Management System (DMS)?” so I thought I would share this with you from the website.

What is an electronic document management system?Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. The term document is defined as “recorded information or an object which can be treated as a unit”. DM systems allow documents to be modified and managed but typically lack the records retention and disposition functionality for managing records.

Key Document Management System features are:

  • Check In / Check Out and Locking
  • Version Control
  • Roll back
  • Audit Trail
  • Annotation and Stamps
  • Summarisation

Document management systems today range is size and scope from small, standalone systems to large scale enterprise-wide configurations serving a global audience. Many content management systems provide a means to incorporate standard physical document filing practices electronically. These include:

  • Storage location
  • Security and access control
  • Version control
  • Audit trails
  • Check-in/check-out and document lock down

Document management systems, while still recognized and utilized independently, it is also a common component found within an Enterprise Content Management environment.

About AIIM

AIIM is the global community of information professionals. They provide the education, research and certification that information professionals need to manage and share information assets in an era of mobile, social, cloud and big data.  For the complete article visit