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DATA ANALYSIS AND DESIGN1.6 Document Management System:Adocument management systemis a system used to track, manage and store documents. Theterm has some overlap with the concepts ofcontent management systems. It is often viewed as acomponent ofenterprise content managementsystems and related todigital assetmanagement,document imaging,workflowsystems andrecords managementsystems.Advantage of document management system:Reduced Storage:The cost of commercial property and the need to store documentation for e.g. retrieval,regulatory compliance means that paper based document storage competes with people for spacewithin an organization. Scanning documents and integrating them into a document managementsystem can greatly reduce the amount of prime storage space required by paper. Flexible Retrieval:Retrieving documents stored as hard copies, or on microfilm absorbs time. A DMS increasescreates electronic images of documents and stores them centrally. Less time is spent locating thedocuments as they can be retrieved without leaving a desk. DMS users can also access othersystems available from the desktop at the same time as retrieving documents. Flexible Indexing:Indexing paper and microfilm in more than one way can be done, but it is awkward, costly andtime-consuming. Images of documents stored within a DMS can be indexed in several differentways simultaneously1.7 Web enabled database:Web enabled refers to a product or service that can be used through, or in conjunction with, theWorld Wide Web. A Web-enabled product may be accessed through a Web browser or be able toconnect to other Web-based applications in order to coordinate data.Advantage of web enabled database:Save Money:One of the advantages of online database software is that it can save your business money. Whenwe don't need to buy a software program for our business, this could result in a major savings10
DATA ANALYSIS AND DESIGNoverall. In most cases, businesses pay for a software program and then pay for a licensing fee foreach computer that uses it. Flexible Use:Another benefit of using an online database program is that it allows your business to be flexible.We only pay for the amount of storage that use. We need not worry about purchasing servers asgo or eliminating them when they are no longer needed.