A Document Management (DM) Definition:
Current Document Management (DM) Definition:
Document management is the process of handling documents in such a way that
information can be created, shared, organized and stored efficiently and
appropriately.
For many businesses, the focus of document management is on the organization and
storage of documents. They want to be able to store documents in an organized
and secure way that still allows documents to be found easily. Document
management software is designed to make handling electronic files more
efficient; however, it doesn’t let you convert paper files into electronic files
like document imaging systems do.
The trend towards a paperless office is more realistic for some businesses than
for others.
Data Management (as defined from the DM standard,
ANSI 859, Data
Management) consists of the disciplined processes and systems that plan for,
acquire, and provide stewardship for product and product-related business data,
consistent with requirements, throughout the product and data life cycles. Data
management began in the 1960s, as a way to eliminate duplicate and redundant
deliveries of data. It spans the acquisition of data throughout its use during
the life cycle. The identification, definition, preparation, control, archiving,
and disposition of data all require a sizeable investment in labor, supporting
systems, and time. A well-design data management process ensures that customers
receive the data they need, when they need it, in the form they need, and of
requisite quality. Use of data management significantly reduces both the
investment in the data, and the product life cycle costs.
Definition provided Cynthia C. Hauer
Association for Configuration and Data Management (ACDM)
President
ACDM Data Management Chair, Emeritus
NASA Constellation Program DM SME NDIA Technical Information Division, Industry
Data Management Chair
ANSI-859 and Handbook 859 Team Lead GEIA Technical Fellow, GEIA Systems and
Standards Technology Council Vice-Chair
CMII, CCDM Certified Configuration and Data Manager
Legacy Document
Management (DM) Definition:
Document Management software is used to manage documents,
communications, and information in a structured environment to improve
productivity, collaboration, security, and regulatory compliance. It encompasses
not only electronic documents, but electronic files of all types, as well as
paper documents converted to digital files.
Often-times replacing shared-file
servers or filing cabinets, Document Management software is the platform on
which version control, check-in and check-out, reviews and approvals, search and
retrieval, profiling, indexing, and many other file management capabilities are
supported.
Beyond these capabilities, many
companies look for a more comprehensive “Enterprise Document Management”
solution that incorporates standard document management functions along with
records management, document-centric workflow, collaboration, and scanning.
These are core capabilities of ECM (Enterprise Content Management), that most
companies need for their business requirements.
Aside from a significantly lower
cost of ownership, Enterprise Document Management can offer several benefits in
areas of speed of deployment, user acceptance, and integration with common user
applications such as Windows Explorer, Microsoft Office, Outlook, etc.
Growing concern for government and
industry regulations, combined with a need to manage the rapidly expanding
volume of information generated in today’s electronic work environment, has led
many companies to deploy document management systems. The automation of business
processes using workflow management tools included in many document management
systems has also increased the demand of these tools.
More recently, the expanding use of
email and the need to capture such More recently, the expanding use of email and
the need to capture such electronic communications as business records for legal
concerns and regulatory compliance, has become a critical reason for deploying a
document management system that incorporates email communications.
Definition
derived from previous version of the PLMIC
Document Management
Resource Outlets:
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PLMIC's Legacy Edition DIMIC Section
Although we are launching a new PLMIC, the
Legacy Document & Image Management section of the PLMIC, (also known as the
DIMIC), will still be available for research and should be for some time after
launch. When it does come time to remove the section, deprecated or 'Legacy'
listings and resources will be removed, while listings that were updated with
some kind of service will be grandfathered into the new PLMIC.
