DMS, also known as Document Management Systems, is the use of a computer system and software to manage, store, and track electronic images and documents. Typically, the image is captured through the copier or scanner of a Charlotte MFP.

DMS can also be defined as document management completed through the use of software. It can be the software that incorporates and captures your content, your organizational workflows, output systems, retrieval systems, and document repositories. The processes used to store, track, and control documents are incorporated as well.

DMS is a herald technology that will revolutionize how content management works. At the very least, DMS technology provides basic content management capabilities such as:

  • Check in/Check out, locking, coordination of simultaneous edits of the same document.
  • Version controls such as keeping tabs on how the document was input, and how it differs from the different prior versions.
  • Roll backs, which activate a prior version in case of accidental errors. It is similar to the “Undo” button on a Word document.
  • Audits, which allow the reconstruction of events concerning the document. Basically, it is the who, what, when, where, how, and possibly the why of changes that occur in a document.