Document Management Systems (DMSs) are software solutions that allow storing, organizing, tracking and sharing files. They improve efficiency and security and often provide features such as version control, search capabilities, and automated workflows to manage the document lifecycle from creation to archiving or deletion.
Types of DMSs
| Type | Main Purpose | Typical Features | Examples |
|---|---|---|---|
| Basic File Repositories | Store/upload files | Folders, metadata tags | Google Drive, OneDrive |
| Enterprise Document Management Systems (DMS/ECM) | Control documents throughout lifecycle | Version control, access permissions, audit trails, workflows, compliance | SharePoint, M-Files, OpenText |
| Records Management Systems | Long-term archiving and legal compliance | Retention policies, certification, disposal schedules | Laserfiche Records, IBM FileNet |
| Knowledge/Content Management Systems (KMS/CMS) | Share structured information as knowledge | Wikis, collaborative editing, search, linking | Confluence, Notion, MediaWiki |
| Document Control Systems | Strict revision control (often regulated industries) | Approval workflows, change logs, document numbering | MasterControl, DocuWare |