A Document Management system (DMS) is a computer system used to track and store electronic documents and/or images of paper documents, provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. The term has some overlap with the concepts of Enterprise Content Management Systems and is related to Digital Asset Management. It's also termed as document management software or document management tool.

The need for managing documents:

Some of the most common reasons that make having a document management solution imperative:

• Searching for required information in documents is time consuming
• Managing changes and versions of documents requires a lot of effort
• E-mailing documents to collaborate creates inbox clutter
• Decentralized management of documents encourage unnecessary replication
• Share sensitive documents among limited people.
• Ongoing security and backup of documents.

cyn.in for Document Management:

cyn.in is an open source collaborative knowledge management appliance delivered to entperises and small businesses in an On-Premise and SaaS model. cyn.in enables teams, companies or communities to create, manage, organize, store, version, search through, collaborate and share any kind of information. cyn.in's document management system provides storage, versioning, metadata, security, as well as indexing (for fast search) and retrieval capabilities. cyn.in can enable your business to manage electronic documents throughout their lifecycle, from creation to archival.

• Managed Filing: Maintain the efficiency of your cyn.in document filing system by using File Repositories, where you can maintain hierarchy just like in your operating system. Categories can be assigned to files to make the files more easily searchable.
• Bulk Management: Upload multiple files of any type to a file repository. Images, videos, files, pdfs can all be categorized and renamed in bulk. Workflow state can also be modified in a similar way.
  
• Fast Retrieval: Using cyn.in you can search for any document or content inside that document uploaded to the system, with the live Full Text Search. Advanced search allows users to selectively search for the document that they are searchin for, based on authors, published date or categories.
• Security: The role based security and permission system makes your content within cyn.in very secure. Only users with access to the content can view, edit or delete content.
• Notification & Distribution: Any modification to any content, notifications are sent out to the responsible users making them aware of your content. cyn.in lets you easily click-to-distribute documents to select users via email.
• Archival: Documents created in cyn.in can be automatically scheduled to archive to a different space using the rules and workflows. The archived documents will be made available to the admins only and will not appear in the search results, avoiding clutter.
• Retention: You can even purge prior revisions in cyn.in and permanently delete stored documents, to protect security of sensitive documents.

Benefits of cyn.in Document Management:

• Central Storage of Electronic Documents
• Reduction of paper storage and lost documents
• Faster access to information
• Document Collaboration between users
• Improved control over documents and document-oriented processes
• Security over document access and modification
• Provide reliable and accurate audit trail
• Full Text searching for information in documents of any format
• Notifications every time new documents (or revisions) are added to the system by email, RSS, and Business Dashboards
• Track revisions of documents
• Zero Infrastructure requirements and cost
• Streamlining of time-consuming business processes

Who uses cyn.in for Document Management?

Any group can use cyn.in's document management solution to manage, share, version and collaborate on documents; these are some of the broad categories where usage is typical.