A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term 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. Government regulations require that companies working in certain industries control their documents. These industries include accounting (e.g., 8th EU Directive, Sarbanes–Oxley Act), food safety (e.g., Food Safety Modernization Act), ISO (mentioned above), medical device manufacturing (FDA), manufacture of blood, human cells, and tissue products (FDA), Healthcare (JCAHO), and Information technology (ITIL).[9][10]
Documents stored in a document management system--documents such as procedures, work instructions, and policy statements--provide evidence of documents under control. Failing to comply could cause fines, the loss of business, or damage to a business's reputation.
When working in an environment that requires document control, the following procedures are useful to document:
Reviewing and approving documents prior to release Reviews and approvals Ensuring changes and revisions are clearly identified Ensuring that relevant versions of applicable documents are available at their “points of use” Ensuring that documents remain legible and identifiable Ensuring that external documents like customer supplied documents or supplier manuals are identified and controlled Preventing “unintended” use of obsolete documents
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