| Different business organizations use different | | | | The information includes the name of the author |
| types of software to manage their documents. | | | | who has created the document, the date of |
| This software performs the function of creating, | | | | creation, the last occasion on which it was |
| full text indexing, controlling the different versions | | | | accessed and the subsequent changes made to it. |
| of documents, retrieval, and so on. | | | | The system also maintains information on the |
| The vital component of any document | | | | main topics or subjects contained in the |
| management software system is the inherent | | | | documents, as well as details of documents that |
| database management technology that classifies | | | | are relevant to the document requested for. |
| and tracks the documents created and stored. | | | | The database system has to be reliable and must |
| The database system locates and retrieves the | | | | have a high level of operational efficiency in |
| requested document from the archives or from | | | | managing large volumes of text-based |
| the documents under its control on the basis of | | | | documents, images, sound and video. The |
| query submitted to it. | | | | database may be either centralized or distributed, |
| The database management system prevents | | | | depending upon the data management software |
| unauthorized persons from accessing the | | | | system installed in an organization. A centralized |
| information. Only users with passwords have | | | | database, which stores document profile |
| access to the entire database or a portion of it. | | | | information in a single database, offers quick and |
| Any addition made to the data is carried out | | | | efficient searching but faces the risk of losing |
| without altering the existing database. The system | | | | information in case of failure or corruption in the |
| is also designed to filter out duplicate copies of | | | | document profile repository. In a distributed data |
| the records. | | | | base system the information is dispersed and |
| For all documents created and stored, the | | | | stored at various points based on the company's |
| database system generates a host of information | | | | network or on the disk structure. This minimizes |
| about the documents. This information is | | | | the risk of losing all the information, in case of |
| maintained separately from the document itself. | | | | failure or corruption. |