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Document Management Lifecycle and Solutions Presented By: Aiman Mufti

Document Management Lifecycle and Solutions Presented By: Aiman Mufti. Purpose. To present Saudi Aramco’s Document Management Lifecycle and its supported solutions. Preview. Definitions Lifecycle Overview Tools and Technologies Challenges and Difficulties Business Case Summary.

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Document Management Lifecycle and Solutions Presented By: Aiman Mufti

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  1. Document ManagementLifecycle and SolutionsPresented By: Aiman Mufti

  2. Purpose To present Saudi Aramco’s Document Management Lifecycle and its supported solutions

  3. Preview • Definitions • Lifecycle Overview • Tools and Technologies • Challenges and Difficulties • Business Case • Summary

  4. Definitions Workers Work e-Workplace Is fundamentally about knowledge workers and the way in which they achieve their work objectives in a collaborative environment. Working Workplace

  5. Reviewing Approving Authoring Publishing Archiving Revision Lifecycle

  6. ERP e-Workplace Content Management Integrated Technologies Search Engine eForm Workflow Engine Imaging Interface Engine Approval Authority Engine

  7. Integrated Tools • eForms • Manual Fill & Print • Manual Fill, Verify & Print • Auto Fill, Verify & Print • Auto Fill, Verify, Save & Print • Auto Fill, Verify, Save, Sign & Process • Imaging • Scan • Image Processing & Auto-Correction • Index – OCR • Automated Text Categorization • Release

  8. Integrated Tools • Content Management • Authoring • Annotation and Comments • Manipulation (Semantic): Versioning, Reserving, Rendering • Scheduling • Publishing • Archiving • Approval Authority Engine • Chief Position Directory • Biometric Digital Signature

  9. Integrated Tools • Workflow • Serial vs Parallel • Ad-hoc • Segregation of Duties • BPM & BPS • Interface Engine • XML Base Engine • Web Services • Secure P2P Interface • Bandwidth analysis agent

  10. Challenges • Change Management • “On-demand” • Document Classification & Retention • Experience & Skills • Arabization

  11. Profit Expenses Cost Time Business Case: Corporate Correspondence Management System 2-3%Correspondences are lost 19 Copies are made from each correspondence 20 min/dayLooking for paper/info $120–150 Average cost of finding and replacing a misplaced correspondence $100/year Real-estate cost of a filing cabinet $20 Spent on labor to file a correspondence. (Price Waterhouse) $250 Spent on labor to search for lost correspondence $75 Spent in labor to process a correspondence. (Gartner Group)

  12. Business Case: Corporate Correspondence Management System • Cost-effective Integrated Mailing Services Across the Organization • Intelligent & Secure Mailing • User Profiles and Agents • Paperless Environment • Reduce Time for Review Processing • Improved Control of Review Cycle • Accessible by Authorized Users From any Location • On-line Reports and Audit Trails

  13. Summary • Defined e-Workplace (4 Ws) • Lifecycle Overview • Tools and Technologies • Challenges and Difficulties • Business Case: CCMS

  14. Q&A Thank you

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