A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents and reduces paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems. The functions you can use these systems for include.
Searching an entire library of files by individual keyword
Restricting access to certain documents
Monitoring who is viewing documents and when
Tracking edits being made to documents
Retrieving previous versions of edited documents
Controlling and regulating when out-of- date documents can be deleted
Accessing, editing and sharing documents via mobile devices