What is the meaning of document management and document management system?

Document management is the set of practices used by an institution to handle documents. THis includes methods, instructions and processes to manage, store and destroy documents as well as rules on their editing, versioning, forwarding and the assignment of access rights.

A Document management system is the database-supported management of any type of electronic documents, and it facilitates, simplifies and optimises the above-metioned processes.

Documents are received by post, are distributed to various departments and storedin files. The DMS digitalises this process. This means that the DMS supports the University of Bamberg in creating, archiving, tracking and managing all its documents.

Document filing is digitalised and centralised. Persons with resprective user rights can access content from any location or device.

In addition, it is possible ot save workflows (procedures) for standard processes at the University of Bamberg to facilitate an accelerated flow of information.

DMS offers raudit-safe document storage, which means that all requrements regarding immutability, security, access protection, correctness, completeness, availability and transparency are fulfilled.