Whenever a DMS captures a file, it detects the metadata of that particular document and this helps track the document.
Metadata is basically a short description about a file which gives certain basic information about that document. Document management solutions that store documents based on the metadata ensure that users can search for those with ease.
This is because any user can retrieve the needed document simply by mentioning the keyword that is specified in the metadata.
The problem of manual document storage is known to almost all and an efficient DMS helps store documents conveniently. Since a document management solution can store vast quantity of documents, it’s of great importance to review the storage capacity of the software periodically.
In fact, the professionals who are responsible for managing the utility of the DMS, should be able to decide what should be stored and what should be archived.
There might be also certain documents which should be destroyed after a certain point of time
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