Characteristics Of Document Management Systems


There are several commercial applications for document management.

However they are different from each other, the majority of document management solutions contributes a uniform set of features that we describe below.

Web Interface

They have a designated User Friendly Web Interface, ie, enable interaction through a well-known common user – a simple browser, which is used when the user accesses the web page, be it Internet Explorer, Firefox, Opera, Chrome or any other.

The interface of document management systems is generally integrated with software packages productivity tools such as Microsoft Office (Word, Excel, Powerpoint and Outlook) and OpenOffice, to speak more popularized in the two packages.

A key feature of these systems is ensuring that produces an effective normalization of entities internal and external to the organization, and all documents produced.


Allows storage of all contents of the organization, are scans, emails, Word, Excel, PowerPoint, PDF, and other formats possible)
Generate the document numbering. They are documents of inbound, outbound, or internal to the organization.

Document Classification

Implements a system for classifying documents based on criteria set by the organization and who can rely on their own business processes.


Implements a system for creating, editing, versioning and circulation of documents in the organization.

An effective research as well that holds the documents indexed to facilitate searching of them.

Search Tool

Advanced search documents, circulations, orders, tasks and processes free text.

Some systems have integrated with fax server, which allows you to receive and send faxes directly from the document management system.


Full integration of data into a tool for databases seamlessly integrable systems and other projects of the company, the tool used: Microsoft SQL Server, MySQL, PostgreSQL, or other.


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