Metadata

Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata. Some systems also use optical character recognition on scanned images, or perform text extraction on electronic documents.

Integration

Many document management systems attempt to integrate document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application.

Storage

Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another (Hierarchical storage management) and eventual document destruction.

Retrieval

Although the notion of retrieving a particular document is simple, retrieval in the electronic context can be quite complex and powerful. Simple retrieval of individual documents can be supported by allowing the user to specify the unique document identifier, and having the system use the basic index to retrieve the document.

Security

Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents.

Workflow

Workflow is a complex problem and some document management systems have a built in workflow module. There are different types of workflow. Manual workflow requires a user to view the document and decide who to send it to. Rules-based workflow allows an administrator to create a rule that dictates the flow of the document through an organization.

Versioning

Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to a previous copy.