Indian Institute of Technology Madras (IIT-M) 2007 A.M.I.E.T.E Computer Science

EDM systems evolved to where the system was able to manage any kind of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities.
Components
Document management systems commonly give storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:
Metadata
Metadata is typically stored for every 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. a few systems also use optical character recognition on scanned images, or perform text extraction on electronic documents. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.
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. Such integration is commonly available for office suites and e-mail or collaboration/groupware software. Integration often uses open standards such as ODMA, LDAP, WebDAV and SOAP to allow integration with other software and compliance with internal controls.[citation needed]
Capture
Images of paper documents using scanners or multifunction printers. Optical Character Recognition (OCR) software is often used, whether integrated into the hardware or as stand-alone software, in order to convert digital images into machine readable text.
Indexing
Track electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. 1 area of critical importance for rapid retrieval is the creation of an index topology.
Storage
Store electronic documents. Storage of the documents often includes management of those identical documents; where they are stored, for how long, migration of the documents from 1 storage media to a different (Hierarchical storage management) and eventual document destruction.

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