For more discussion on the relative advantages and disadvantage of word or content based indexing , click here. Version Control keeps track of progressions in the development of a finished document. Many systems allow the administrator to determine the number of versions of a document to be stored, before archiving or deletion. The software monitors access to a document, time-stamping removal and return of documents. A closely related function is Security , which determines whether an individual is authorized to view or modify a document.
Records retention manages archiving and disposal schedules of records, both electronic and paper.
Electronic records can be tagged for permanent removal or archiving to a permanent storage media based on a pre-determined schedule. Paper documents which are not electronically accessible but which are referenced in the EDMS system can be tracked via field in the system which indicate their physical location in a file of storage facility, and their removal schedules can be indicated by the system. Electronic documents can be stored via diskette, hard drives, WORM laser disks, or permanent laser disks. An EDMS system with a COLD component will move data directly from a file on a mainframe, server or PC onto a optical disk. As the data is moved it can be formatted and indexed.