A file system controls how data is stored and retrieved. Without a file system, data placed in a storage medium would be one large body of data with no way to tell where one piece of data stops and the next begins. By separating the data into pieces and giving each piece a name, the data is easily isolated and identified. Taking its name from the way paper-based data management system is named, each group of data is called a "file". The structure and logic rules used to manage the groups of data and their names is called a "file system".

There are many different kinds of file systems. Each one has different structure and logic, properties of speed, flexibility, security, size and more. Some file systems have been designed to be used for specific applications. For example, the ISO 9660 file system is designed specifically for optical discs.

As a whole, a file system is a structured representation of data and a set of metadata describing this data. It is applied to the storage during the format operation. A file system serves for the purposes of the whole storage and is also a part of an isolated storage segment – a disk partition. Usually, a file system operates blocks, not sectors. File system blocks are groups of sectors that optimize storage addressing. Modern file systems generally use block sizes from 1 to 128 sectors (512-65536 bytes). Files are usually stored at the start of a block and take up entire blocks.

A filing system software is an application that is used to store, arrange, and access files stored on a disk or other storage location. The main purpose of a electronic filing system software is to enable users to create and store new files on a device (laptop or desktop), view all the files stored on the device, and to organize files in different hierarchical arrangements, such as folders, for easy classification. The basic operations possible with a computer filing system software include:

•     Creating new files
•     Displaying all stored files
•     Moving files between locations
•     Adding and editing basic metadata
•     Sorting files based on criteria such as date modified, date created, file size, file format, etc.

Digital file management software provides you with a simple interface that can be used to browse through folders and access different files using dedicated applications, such as Excel for .xls, Acrobat for .pdf, and Word for .doc. The default file management system provided for the users of Microsoft Windows computers is Windows Explorer.

Document management software (DMS) is a highly advanced digital filing software that provides a wide range of file functions and an array of helpful document management tools. Digital filing system software offers numerous ways for file indexing, allowing you to define file types and the attributes associated with those types. For instance, you can define ‘customer invoice’ as a file type with specific attributes and associated metadata. You can assign file attributes such as client name, amount due, or payment status, which can be used to identify individual invoices. Assigning such attributes enables the DMS to uniquely identify different files, even if they all have the same format, such as .pdf or .doc.

In addition to improving the searchability of files, digital document management software can also be used for automating document approval processes, sharing of files, and collaborative editing, among other functions. Although there is no harm in using a standard file management system, businesses can run faster and far more efficiently if they use digital document management system that can provide a host of added features to enhance an office’s productivity and complement an organization’s initiatives for process improvement.