Different organizations use different types of software to manage your documents. This software performs the function of creating full-text indexing, document version control, retrieval, and so on. The essential component of any system of records management software is the technology of database management inherent in the classification and monitoring of records created and stored. The database system locates and retrieves the records or documents under their control on the basis of the research presented.
Database management system prevents unauthorized access to information. Only users with passwords can access the entire database or part of it. Any additions made to the data is carried out without modifying the existing database. The system is also designed to filter out copies of the documents.
For all documents created and stored, the database system generates a wealth of information on the documents. This information is stored separately from the document itself. The information includes the name of the author who created the document creation date, the last time it was accessed and changes made to it. The system also manages information on key topics or themes contained in the documents, and details of the documents that are relevant to the document requests.
The database system must be reliable and have a high level of operational efficiency in managing large volumes of text documents, images, sound and video. The database can be centralized or distributed, according to the system of data management software installed on an organization. A centralized database that stores information in a database profile single document, providing a fast, efficient, but faces the risk of losing data in case of failure or corruption in the profile repository of documents.
In an information system of distributed databases is dispersed and stored in different locations based on the company network or disk structure. This minimizes the risk of losing all the information in the event of failure or corruption.