Document Management System
A document management system (DMS) is a computer
system (or set of computer programs) used to track and
store electronic documents and/or images of paper
Document management is a process taken with
document within an organization, with respect to the
creation, distribution and deletion of documents
• Saves cost of printing, paper, ink, microfilm,
copies and postage.
• Paperless business process efficiency.
• Improved document search, security and
• Audit trial showing who has accesses or
• Remote Document Access.
1. Improve staff productivity
2. Reduce costs associated with manual document
3. Promote sharing of knowledge and information
4. Enhance corporate transparency and
5. E-mail and fax files instantly
6. Access documents while traveling
7. Publish documents to CD, DVD or the web, as
• Can each member of your group quickly find any relevant document
created by any other group member?
• If not, how long does a typical document quest take?
• Can you call up a list of documents and, simply by looking at the list,
know the nature of each?
• Can you quickly sense the content?
• Can you control who can see each document? And who can edit?
• Do you have a detailed record describing every action taken by every
user on your system with respect to every document in your
• Can you quickly locate any document in your department associated in
any way with say, Higher Education?
Why use DMS?
Document management has been named differently
DMS (Document Management Systems),
DIS(Document Information Systems),
IDM(Integrated Document Management),
EDM(Electronic Document Management),
ECM(Enterprise Content Management),
Content Management and Knowledge Management.
Document Management System (also known by some
as a "paperless office" system or content
FIND: Find documents and files in seconds rather than hours.
SHARE: Allow more than one worker access to the same
document at the same time.
VERSION CONTROL: Version control gives you the ability
to mange document changes and revisions--including going
back to a previous version of a document.
CENTRALIZATION: Store department or workgroup
documents in a central storage area.
SECURITY: Set document security for who can view and
Capabilities of a DMS
What is a Document Library?
Put simply a document library is a SharePoint container which can be used to store
documents in a central location. At a basic level a document library is similar to a
network share allowing users to add, view, edit and delete documents over
the network. However, document libraries can be extended beyond this basic
functionality by using a combination of features such as Custo
m Columns, Metadata, Keywords, Versioning and Content Types etc.
Standard Document Libraries
I am going to start by looking at a defaultstandard document library. When a new
SharePoint site is created in you will most likely be provided with a default
document library (usually named Shared Documents). Alternatively a new
document library could be created (Site Actions –> New Document library
Document Libraries and Folders
One of the more common ways of organising documents in a
document library is by using folders. I suspect that the reason why
this is so common is that it mimics the behaviour that users are
familiar with from using network shares etc. To add a folder to my
document library, on the ribbon navigate to the Documents
tab. The new folder button should be visible, I need to click on this
and give the folder a name.
Configuring Incoming Email on a
SharePoint 2010 Document Library
To Enable a SharePoint 2010 document library to
receive emails, follow the following steps:Ensure the
SMTP feature is activated on the SharePoint Server.
Configure Incoming email settings.
Configure a SharePoint Document Library for
MS has put in a preview functionality in
the list view which make is much easier to find
the right document. Simply just click on the
three dots and you get the preview, an few
actions and information for the document.
Search inside the document library
It is now possible to search for documents inside the document library. MS has added a
search box that execute queries directly on the library. The user experience is also very
good because it is without and page reload or redirection to a search center. This is really
something that is going to change the way users til structure their document libraries.
Drag and drop for uploading documents
You are now able to drag and drop files directly into a document library from the browser.
This makes it much easier to upload one or more files at the same time. This is not at
feature that only works in IE but also in other browsers fx. Firefox – Nice!
Working with views
MS has made it easier and faster to work with views on lists and libraries. The first three
views will be displayed just above the documents. Click the dots to see the rest of the
views on the list. This makes it easy and faster to switch view which was a bit annoying in
the older versions.
It is also the same thing for updating views. Change the filter or order in the
view and you will get the opportunity just beside the search box to “Save this
If you click the “Save this view” link you get the screen
below where you can overwrite or save it as a new view.
SharePoint 2013 has introduced a new feature called “Share” in the document library where the users can share the documents with other users. I have
created a team site which has Documents library. I have uploaded few documents to the documents library.
Select a document, click on Files tab in the ribbon interface. Click on Share button which is available in the Share & Track group. You can also click on …
button, where you can find an option to Share the document.
Enter the user to whom you want to share the document and select
whether the user can only view or edit the document. Click on Ok.
You are now able to create all the Office
documents you use in business. I clicked at
PowerPoint and named the file and the
Office Web Apps do the rest of the magic:
By right clicking a my PowerPoint presentation the new callout function
enables you to quickly take some Callout
By right clicking a my PowerPoint presentation the new callout function
enables you to quickly take some decisions:
I love this new feature, how cool is it? You can see an preview of the
presentation! I believe this used to be only available with FAST Search.
As if pointed out that you are able to zoom in! This is pretty cool, just double click in the
document. You have to right click to open a menu:
Follow a document
Not only whole sites can be followed. Click in the preview panel on follow to
follow individual documents.
One of the new features of SharePoint is to quickly share content or sites. Let’s click at Share:
You can type the name of the user in the Invite people box and select Edit or Read permissions. I really love the
new people picker! Just start typing and you will get a suggestion. Really cool! Use the callout to see that the
document is now shared:
The fast sharing of documents is great but again the same old major downside appears: How can you easily see
which documents are shared and with whom? You can't and that is a shame. BUT!! I checked the new My Site
and shows this:
So this is really useful! But for some reason this is not available outside the My Site. Come on Microsoft!