Various business organizations use different types of software to manage their documents. This software performs functions for creating, indexing the full-text search, the control of different versions of documents, retrieval, and so on.
An important part of any document management system software is embedded in a database management technology, classify and track documents that are created and stored. Database System implemented and retrieving the requested documents from archives or from the documents under the control based on the query made to him.
Database management systems against unauthorized access to information. Only users with a password to have access to a database of all or a portion thereof. The addition of the data without changing the existing database. This system will also filter out copies of records.
For all documents created and stored to create the database some information about the document. This information separately from the document itself. The information includes the name of the author of the document, date of creation, the last occasion in which they called and will continue to create changes made. These systems also keep information about the main theme or subject of the document, and details of the relevant documents with the documents requested for.
Database system must be reliable and have a high degree of efficiency in managing large amounts of text-based documents, images, sound and video to have. The database can be either centralized or distributed, depending on the data system software that is installed in an organization. Central database that stores information in a single database profile document provides a quick and efficient search, but given the risk of losing information in case of failure or corruption in the profile repository. In a distributed database system, information is scattered in different places and stored on the corporate network or on disk structure. This minimizes the risk of losing all information in the event of failure or corruption.