To achieve functional, operational and efficient document management systems, essential components should become part of the system. This can be attested once the document management systems have the abilities to supply storage, versioning, security, metadata, archiving, and repository.
The components of a customized document management system are:
1. Metadata is the component that deals with the document itself and the identity of the users who stored the document. Optical character recognition (OCR) can also be employed so that images can be scanned and text can be extracted when electronic documents are being documented.
2. Integration happens when other applications are needed to allow users to retrieve the documents that are currently available. Editing or changing of documents can be done and it will be saved as a new version.
3. Capture component is through document scanning or printing through multifunction printers or oftentimes the use of OCR.
4. Indexing is the component that keeps track of the identifiers to achieve documents classification so that retrieval of information can be easily done.
5. Storage is not just simply storing the documents but proper management is still needed to avoid document destruction.
6. Retrieval component should be able to support potentially relevant documents when the user wants to retrieve a particular document.
7. Distribution component follows a format that is extremely hard to modify so that the documents in the system will not be inter-exchanged and the integrity of the document will be preserved all the way.
8. Security component is essential in providing access to a particular group of people only. Otherwise, threat of any document destruction and loss is always present.
9. Workflow, collaboration, versioning, and publishing are the other components that complete the system to make the flow of the system regulated and always controllable.