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เรือ่ งท​ ่ี 14.3.3
Document Management Systems

Reading passage 10

Document Management Systems

Document management systems, as the name implies, are systems that aid
in the publishing, storage, indexing, and retrieval1 of documents.
1. ค้น​คืน

Although such systems deal almost exclusively with explicit knowledge, the
sheer volume of documents that an organization has to deal with makes them
useful and in some cases even mandatory.2 Often they are a part of content 2. บังคับ
management systems.

Usually, a document management system will include the following functions:
1. Capturing: In order for paper documents to be useable by the

document management system, they must be scanned in. For companies that

need to carry out this process and who have numerous paper documents this
may be time consuming3 and expensive.
2. Classification using metadata: Metadata (data about data) is used to 3. ใช้, บริโภค

identify the document so that it can be retrieved later. It can include keywords,

date, author, etc. The user is often asked to input this metadata or the system

may extract it from the document. Optical character recognition may be used

to identify text on scanned images.
3. Indexing: There are many different forms, and a good indexing
system is crucial.4 The index function will use metadata. 4. ส�ำคัญ
4. Searching & retrieval: The document management system’s search
function is one of its most important elements. Search functions can be more
or less sophisticated,5 allowing for searches by elements of the document’s 5. สมัยใ​หม่

metadata, or by searching the actual document for key words/phrases and

using semantic analysis to determine relevance.
5. Versioning: Storage and management of different versions of

documents - useful for documents that require frequent updating. Allows

authorized users to return to earlier versions.