ELECTRONIC DOCUMENTRECORDS MANAGEMENT

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ELECTRONIC DOCUMENT/RECORDS MANAGEMENT

• METADATA AND MANAGEMENT
• Robert Newton
• Aberdeen Business School

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STANDARDS

• 3 LAYER MODEL OF A DOCUMENT

APPLICATION
CONTAINER
DATA
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STANDARD REQUIRED

• Use a system to create and store documents in a
  standard format which can be used by all
  applications
• Needs to apply to coding of information for
• TEXT
• GRAPHICS (AND ANIMATIONS)
• SOUND
• VIDEO

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TEXT

• ASCII - 7 bit code
• ISO LATIN-1 (diacritics, European character
  sets)
• UNICODE - 16 bit code (Non western scripts -
  Cyrillic, Greek, Gujurati etc)
• Proprietary formats for coding
• Exchange formats
• Lowest Common Denominator

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ALTERNATIVE

• 50-80 of most users needs can be met by viewing
  a document on screen
• Digital document types aimed at providing
  read-only documents
• Output formats
• Postscript - printer
• Adobe PDF (Portable Document Format) - screen
  output

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GRAPHICS

• DISPLAY UNIT (MONITOR)
• GRAPHICS CARD
• RESOLUTION AND COLOUR

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BITMAPS

• matrix of pixels
• size (in bytes)
• width in pixels x height in pixels x bits per
  pixel / 8
• ACQUIRE from
• SCANNERS
• DIGITAL CAMERAS
• PAINT PROGRAMS

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VECTOR GRAPHICS

• MATHEMATICAL REPRESENTATION OF LINES

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VECTOR GRAPHICS

• RELATIVELY SMALL SIZE
• LONGER TO DRAW
• SCALEABLE
• ACQUIRE from
• specialist draw programs
• clip art libraries
• METAFILES (E.G. WMF)
• Complex file formats

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GRAPHICS STANDARDS

• CGA
• BMP
• WMF
• JPEG
• GIF
• IMG
• PCD
• LOSSY AND LOSSLESS

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SOUND

• PASSED THROUGH
• MIDI
• WAVE
• KEY ISSUES ARE RATE AND RESOLUTION

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STANDARDS FOR QUALITY

• VOICE
• 8 BITS
• 11kHZ
• MUSIC
• 16BITS
• 44 kHZ requires 5.3 MB (mono) per
  minute

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ANIMATION AND VIDEO

• NTSC
• PAL
• SECAM
• PROPRIETARY STANDARDS
• COMPRESSION ALGORITHMS

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Implications for developers

• Complexity not because of technology but because
  of standards
• Importance of knowing the basic types of standard
  to plan for efficient integration
• Need to marry a knowledge of types of data and
  limitations when providing a technical
  specification for your system

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METADATA AND STANDARDS

• Development of metadata standards
• Standardisation and separation of content,
  structure and presentation

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METADATA

• Succinct definition of the content of information
  resources
• Why is it important?
• All documents which need to be published in
  electronic format require recognisable structure
  and referencing data incorporated into them

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DESCRIPTIVE METADATA

• AUTHOR
• TITLE
• DATE OF PUBLICATION
• KEYWORDS
• DUBLIN CORE STANDARD

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STRUCTURAL METADATA

• SPECIFICATION OF THE PARTS OF A DOCUMENT AND
  THEIR ROLE
• EQUIVALENT TO PRESENTATION STYLE

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FORMATTED TEXT

• PROPRIETARY (WORD, TeX, LaTeX)
• SGML (STANDARD GENERALIZED MARKUP LANGUAGE)
• DTD
• Procedural and formatting markup of text
• HTML CSS (Cascading Style Sheets)
• XML DSSSL ( Document Style and Specification
  Language)

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IMPLEMENTING EDMS/ERMSPROJECT PLANNING

• PROJECT PLANNING (IDEAL)
• CONCEPT
• DESIGN
• ACQUISITION/DEVELOPMENT
• MAINTENANCE

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PROJECT PLANNING - CONCEPT

• CONCEPT
• Establish aims and objectives of system and
  rationale for purchasing or developing a solution
• Seek management support and ensure active support
  is communicated to all concerned
• Identify key players involved and consult
• Establish scope a clear mandate - and budget
• Outcome Project Proposal

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PROJECT PLANNING - DESIGN

• DESIGN
• Create project team
• Establish detailed budgets for components
• Ensure all of the functionality has been
  specified
• Review competition with other document
  repositories
• Ensure integration with existing procedures
• Specify technical requirements
• Develop a comprehensive systems specification
• Outcome Request for Proposals

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PROJECT PLANNING - ACQUISITION

• ACQUISITION/DEVELOPMENT
• Analyse RFPs
• Selection of product
• Contracts
• Installation
• Training
• Outcome Working system

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PROJECT PLANNING - MAINTENANCE

• MAINTENANCE
• Establish ownership and responsibilities
• Review and report on problems or features
• Factor EDMS into infrastructure development
• Ensure training is embedded into organisational
  activities
• Evaluation
• Maintain contact with users of the system
• Maintain contact with users of other similar
  systems
• PLAN FOR REPLACEMENT