Different business organizations use different types of software to manage their documents. This software performs the function of creating, full text indexing, controlling the different versions of documents, retrieval, and so on.
The vital component of any document management software system is the inherent database management technology that classifies and tracks the documents created and stored. The database system locates and retrieves the requested document from the archives or from the documents under its control on the basis of query submitted to it.
The database management system prevents unauthorized persons from accessing the information. Only users with passwords have access to the entire database or a portion of it. Any addition made to the data is carried out without altering the existing database. The system is also designed to filter out duplicate copies of the records.
For all documents created and stored, the database system generates a host of information about the documents. This information is maintained separately from the document itself. The information includes the name of the author who has created the document, the date of...
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