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Let's start with the basics of an EDMS and what constitutes a record that may be stored in any such system.
The fundamental components of any document management system are data fields, records, files (also referred to as documents), folders and cabinets, as described below.
Specific pieces of information about a record are contained in data fields which are sometimes referred to as indexes. For example, this may include the date of a record's creation, an employee number or the name of the last person to amend the record. To completely describe a record, a set of data fields is required. These fields, sometimes referred to as metadata, enable the record to be easily found in searches and retrieved when needed. Single or multiple records may be contained in a file which can then be considered as a single document.
Groupings of files that are related to each other, for example by subject or function, are called folders. A collection of similar folders is known as a cabinet.
Dependent upon the purpose for which they are being used, EDMS are often referred to by other names. They may be described as a Content Management System, Records Management, an Information Management System or an Enterprise Portal.
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