Document Management: tools and techniques

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Document Management tools and techniques
Choudhary, Pravin.Kr., Sr. Manager (Doc.),
DLF
Shokeen, Ashu (Dr.), Head Chairman, KUK
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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

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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. 

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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),

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Doc.Manag.at ICT Environment
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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

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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
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Process Flow
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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.

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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 archiving format. 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

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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 recognition that
  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

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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.

• DMSs security should give the system
  administrator control over who can view
  annotations and see through reductions.

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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
• DVDs
• WORM

• Ultrium Data Cartridge It is high capacity
  very secured storage medium. It is available in
  200GB, 400GB and 800 GB capacity.

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Indexing and Retrieving Tools
1. Through Index
2. Full Text Indexing
3. Folder File structure
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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.
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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

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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

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To Conclude

• Disaster Mgmt./Preparedness
• Efficiency of working
• Mobile Working Environment

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Thanks