Document Management: tools and techniques * Choudhary, Pravin.Kr., Sr. Manager (Doc.), DLF ** Shokeen, Ashu (Dr.),Head & Chairman, KUK
Document Management • Document management is a process taken with document within an organization, with respect to the creation, distribution and deletion of documents. • “Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents
“Document” • It is commonly said that “a document can either be represented in electronic form (i.e. Word document, Spreadsheet file, Movie file, Sound clip, etc.) or as a traditional hardcopy consisting of one to thousands of pages”.
Synonyms Document management has been named differently • DMS (Document Management Systems), • DIS(Document Information Systems), • IDM(Integrated Document Management), • EDM(Electronic Document Management), • ECM(Enterprise Content Management), • Content Management and Knowledge Management. • Document Management System (also known by some as a "paperless office" system or content management system),
Components of Document Management There are six basic components of DMS: • Capture of documents for bringing them into the system • Storing and archiving methods • Indexing and retrieving tools for document search • Distribution for exporting documents from the systems • Security to protect documents from authorized access • Audit trails
SCANNING & INDEXING WORK FLOW Receive Documents from DIC Enter Details on RECEIPT & RETURN REGISTER Preparing Pre- indexing Data Sheet Return of Documents to DIC QC Verified Document Scanning Index & Upload to the Server Reporting, Approval & Audit TIF File Creation Document QC
Capture of documents for bringing them into the system • Imaging or Scanning: The scanner should preferably have both flat bat and ADF(Automatic Document Feeder) • Scanners Speed: can handle 10 to 200 pages per minute • Scanning scale: 100% • Resolution standard: • Normally scanning at 200 dpi is recommended, • Maximum dpi limit can be upto 600.
Capture of documents for bringing them into the system Cont.. • Bit depth:This consideration in view of possible number of colour combinations in the documents. • Compression:TIFF G4 format is generally adopted as archivingformat.TIFF Group 3, JPG, BMP, and GIF compression. • Exposure:This denotes the brightness and contrast of an image.Brightness upto 130 and contrast upto 80 is adjusted for exposure. • Page orientation
Capture of documents for bringing them into the system Cont.. • OCR:Optical Character Recognition- for printed material(in this case scanning at 300 dpi is recommended) • ICR :Intelligent Character recognitionthat recognizes handwritten and printed text as alphanumeric characters • Zone OCR:Zone OCR enables automated document indexing that reads certain regions (zones) of a document and then places information into the appropriate index template fields • Note: OCR is never 100% with available technologies till date
Capture of documents for bringing them into the system Cont.. • Annotations These permit the users to append or remove information about a document that has been captured without permanently changing the original image. Highlighting, Stamps, Redactions (black-outs or white-outs) and Sticky notes are among the most common annotations. • DMS’s security should give the system administrator control over who can view annotations and see through reductions.
Storage options • Magnetic Media (Hard Drives): It includes - RAID - Redundant Array of Independent Disks, - NAS Network Attached Storage and - SAN Storage Area Networks . • Magneto-optical Storage • Compact Disc • DVD’s • WORM • Ultrium Data Cartridge: It is high capacity very secured storage medium. It is available in 200GB, 400GB and 800 GB capacity.
Indexing and Retrieving Tools 1. Through Index 2. Full Text Indexing 3. Folder File structure
Security of Documents There are basically two categories of rights: a.Access Rights: It basically determines who can log on the system and which folders or files individuals can open. b. Feature Rights: It determines a range of actions, including adding pages, annotating, copying, or deleting records.
Benefits of Document Management • Improve staff productivity • Reduce costs associated with manual document • Promote sharing of knowledge and information • Enhance corporate transparency and governance • E-mail and fax files instantly • Access documents while traveling • Publish documents to CD, DVD or the web, as appropriate
Challenges • MONEY • MAN: It is the toughest task to make people abandon there old working and to adapt to new working ways. • Computer Malfunctioning • New Technologies • Backup in different Media • Disaster Management: We can store backup data in different Seismic Zone • Data Security/Data Theft
To Conclude • Disaster Mgmt./Preparedness • Efficiency of working • Mobile Working Environment