# Document Management Systems

> The term document management system describes database-supported software whose aim is to support internal document management.

- Source: https://info-pharma.de/en/dokumentenmanagementsysteme/
- Language: English (UK)
- Last updated: 2023-07-24
- Section: Home › Document Management Systems
- Deutsche Fassung: https://info-pharma.de/dokumentenmanagementsysteme/index.html.md

---

## Explanation of the term

The term document management system, or DMS for short, describes database-supported software whose aim is to support a company's document management and to reduce workload. As a rule, such systems include digitisation, administration and archiving functions, with the help of which the documents that arise can be digitised, structured and edited. In addition, DMS software makes it possible to simplify existing processes and ensures the integration of workflow management that is as smooth as possible.[1]

## What is an electronic document?

The documents managed within document management software are also referred to as electronic documents. However, a distinction must be made here between text documents originally created in digital form and digitised documents that have been converted from physical to electronic form, for example with the help of a scanner. In the context of managing scanned documents, this is referred to as "document imaging"; for documents already created digitally, it is referred to as "document management". As a rule, both functions are covered by DMS software. [2]

## Functionality of a document management system

A document management system accompanies the entire life cycle of a document: from creation and capture, through distribution and editing, to archiving or deletion. Various functions are used in this process:

- Digitisation of physical documents
- Distribution of documents to responsible persons
- Process structuring
- Rights management for different document types
- Archiving

Physical documents can be digitised; documents can be viewed and commented on by different users; documents can be assigned directly to responsible persons; with the help of rights management, different users can be authorised to edit or access specific documents; by means of a search index, databases can be searched according to different document parameters; and edited documents can be archived once an editing process has been completed.

Of course, different industries require and expect different functionalities from DMS software. Accordingly, it stands to reason that special document management systems have become established within the **pharmaceutical** and **biotech industry** and have prevailed over **unsuitable solutions**. At their core, the basic functionalities are almost identical. However, these special systems are adapted to compliance with the strict **regulatory requirements** in the life sciences industry and, when used correctly, can enable enormous savings in work and time.[3]

## Differences in the structure of a DMS

In addition to the classic software application, there are other ways in which a document management system can be structured. A distinction can be made here, for example, between pure web interface systems, which can only be used via web applications and do not have to be installed locally, and cloud-based or locally stored databases. These accordingly involve different advantages and disadvantages, which must be considered by the user and in line with the intended use of the software. Cloud-based systems, for example, can offer a major security advantage, since all data is stored on an external server of the provider in the event of local system crashes or possible damage caused by fire, water or other events. When choosing the system provider, however, care should be taken to ensure that the servers used meet European security standards, as otherwise this may instead be a disadvantage in terms of security and data protection.[4]

## Sources

[1] Mendell, R. L. (2007). *Document security: Protecting physical and electronic content*. Charles C. Thomas Publisher.

[2] Dokumentenmanagement-System HYDMedia G5: Showroom Agfa HealthCare. (2012). *kma – Das Gesundheitswirtschaftsmagazin*, *17*(09), 58–59.

[3] Autor, D., Kaufman, Z., Tetzlaff, R., Gribbin, M., Dole, M., Glover, D., Mercer, B., Newhouse, D., Veivia-Panter, J., Sawant, A., & Baker, D. (2018). PDA points to consider: Best practices for document/data management and control and preparing for data integrity inspections. *PDA Journal of Pharmaceutical Science and Technology*, *72*(3), 332–337.

[4] Steinbrecher, W. (2012). Dokumentenmanagement — nur ein modernes Märchen?: Umstellung auf die produktorientierte Ablage in der Stadt Haiterbach. *Innovative Verwaltung*, *34*(4), 36–38.