Electronic Document Management Systems Electronic Document Management System (EDMS) is a computer system or suite of programs designed to store and track electronic documents and other media. Such System is used for managing both electronic and paper-based documents. In simple terms, it allows you to store, search and retrieve digital versions of most any document — anytime, anywhere.
History <ul><li>Beginning in the 1980s, a number of vendors began developing systems to manage paper-based documents. These systems managed paper documents, which included not only printed and published documents, but also photos, prints, etc. </li></ul><ul><li>The earliest electronic document management (EDM) systems were either developed to manage proprietary file types, or a limited number of file formats. These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval (retrieval was possible because the system handled the extraction of the text from the document as it was captured, and the text indexer provided text retrieval capabilities). </li></ul><ul><li>EDM systems evolved to where the system was able to manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities. </li></ul>
What is EDMS? <ul><li>EDMS is a new generation document management system that provides a remarkably simple solution at a fraction of the usual cost. Using the latest web technology this electronic document management system can be configured to work for small companies, projects and departments up to large blue chip multi nationals. It can be tailored to meet specific needs of any type of company. </li></ul><ul><li>Making the knowledge in documents work better for your enterprise </li></ul><ul><li>EDMS is proactive and pushes information to the user with news items that use organisational structure, personal job function details and interests to tailor and promote information. The system can identify new information and alert users to changes that matter. This dramatically simplifies distribution. </li></ul><ul><li>System administration, document configuration and versioning are all easily managed using a single web based application - making EDMS one of the most convenient and efficient systems to control and support. There are differing levels of permissions based upon an individual's role. </li></ul><ul><li>Clear, precise, uncluttered and easy to manage interfaces ensure internal customers maximise the efficiency gains that EDMS offers. </li></ul><ul><li>EDMS uses an intelligent client/server web based application that allows multiple documents to be available across an entire organisation. </li></ul>
Benefits of EDMS <ul><li>Cost effective information retrieval </li></ul><ul><li>Cost effective storage of information </li></ul><ul><li>Web based delivery of information </li></ul><ul><li>Secure distribution and control of information </li></ul><ul><li>Low maintenance, highly scalable application </li></ul>
What does EDMS do? <ul><li>EDMS delivers corporate information quickly and cost effectively, securely and accurately over a web based platform. </li></ul><ul><li>EDMS is proven to deliver the full functionality of electronic document management with a remarkably low cost of operation and ownership. Using the latest web technology this solution can be configured to satisfy the requirements of large blue chip multi-nationals but is still affordable for use in small/medium-sized organisations or even a single department/project. </li></ul>
R eview of some d ocument management systems <ul><li>Alfresco is a free software / open source, open standards, enterprise scale content management system for Microsoft Windows and Unix-like operating systems. Its design is geared towards users who require a high degree of modularity and scalable performance. Alfresco includes a content repository, an out-of-the-box web portal framework for managing and using standard portal content, a CIFS interface. The Alfresco system is developed using Java technology. </li></ul><ul><li>FileNet , a company now owned and assimilated by IBM, developed software to help enterprises manage their content and business processes. The FileNet P8 platform, their flagship system, is a framework for developing custom enterprise systems, offering much functionality out of the box and capable of being customized to manage a specific business process. </li></ul><ul><li>KnowledgeTree is a commercial document management system. Its intended use is by corporations, government institutions and medium to small business. KnowledgeTree’s open source architecture allows organizations to customize and integrate their document management system easily with their existing infrastructure, providing a more flexible, cost-effective alternative to proprietary applications. KnowledgeTree is written in PHP and uses the Apache Web Server and MySQL database management system. A multi-platform installer provides end-users with a one-click install of both the underlying LAMP or WAMP stack and the application itself. </li></ul><ul><li>OpenKM is a open source document management system that can be used by home users, corporations, government institutions and medium to small business. Its architecture allows better management of documents, providing a flexible, cost-effective alternative to systems. OpenKM is developed using Java technology based on J2EE standards and the JBoss application server. </li></ul><ul><li>Microsoft SharePoint products and technologies sold by Microsoft includes browser-based collaboration and a document-management platform. It can be used to host web sites that access shared workspaces and documents, as well as specialized applications like wikis and blogs from a browser. SharePoint interface is through a web interface, such as a task list or discussion pane. SharePoint sites are actually ASP.NET 2.0 applications, which are served using IIS and use a SQL Server database as a data storage backend. </li></ul>
Basic conception of e-government <ul><li>more successive, simple and individualized approach to presentation of services and information. </li></ul><ul><li>structural alteration of functioning of state organizations, their co-operating with citizens, private companies and own employees. </li></ul>
Basic principles of construction of electronic government <ul><li>grant information at any time; </li></ul><ul><li>maximal simplicity and transparency; </li></ul><ul><li>unique technical standards and compatibility; </li></ul><ul><li>implementation of informative safety rules and providing of confidentiality. </li></ul>
E-government means the effective use of the newest technologies for the improvement of mutual relations and development of connections between: <ul><li>government services and citizens (government-to-citizen); </li></ul><ul><li>the state and private companies (government-to-business); </li></ul><ul><li>state organizations and their workers (government-to-employee); </li></ul><ul><li>different public organs and levels of state administration (government-to-government). </li></ul>
<ul><li>is meant to simplify and put in a good order the work of the university deaneries that is somehow connected with different kinds of educational documentation. </li></ul><ul><li>is organized as an entire set of relatively independent modules and each of the modules performs a definite task or a set of similar tasks. </li></ul>University Electronic Management System
Purpose of UEMS – to solve such problems as: <ul><li>internal and external reporting delays ; </li></ul><ul><li>timely information provision for current ; </li></ul><ul><li>operational and strategic planning of university activity ; </li></ul><ul><li>structuring and range of information concerning syllabi, curricula, students’ attendance at lectures and progress in studies, other individual data of students, postgraduates and teaching staff. </li></ul>
…. <ul><li>electronic systems of document management, not taking into account electronic budgeting and accounting system, based on international standards. </li></ul>
UEMS complies with the next main requirements: <ul><li>Web-interface and remote access possibility </li></ul><ul><li>Distributed data storage </li></ul><ul><li>Simple modernization of the system </li></ul><ul><li>High level of system security </li></ul>
System development steps: <ul><li>Requirements analysis </li></ul><ul><li>Entities selection </li></ul><ul><li>Database design </li></ul><ul><li>Data input interface development </li></ul><ul><li>Reports forming, data output, printing interfaces development </li></ul><ul><li>Embedding and post-embedded support </li></ul>
University Electronic Management System <ul><li>This system is Web-based management solution. It provides sophisticated functionality about tracking and storing electronic documents and/or images of paper documents. But system “”University is more functional than simple Document Management, it includes different developments for realization some specific university goals: </li></ul><ul><li>Automation of the document management processes for university in whole and it’s departments. </li></ul><ul><li>High system and database security with usage of up-to-date technologies for data storage, protection and support of application multitasking (repository, replication, locking db access, differentiation account security levels, data filtration, etc.) </li></ul><ul><li>System “University” is actually ASP.NET 2.0 application, which is served using IIS and use an SQL Server as a data storage backend. Mentioned technologies allowed to lay the foundation for high-performance system with the newest technologies and algoritms integration. </li></ul>
<ul><li>Adoption of the special algorithms permitting to process necessary information for the shortest period of time and easily create system entities demanding complex calculations. </li></ul><ul><li>C ompletely independent administration doesn’t requires immediate access to DataBase and allows to modify system features directly from administrator account. </li></ul><ul><li>Demarcation of access levels for working inside system environment by reason of efficient inspection of the system functioning. </li></ul><ul><li>Division into logically defined modules with own specific functionality and hierarchy. </li></ul><ul><li>S implified acces to the most needed documents. </li></ul><ul><li>Several kinds of numeric and graphic statistics. </li></ul>
Technology selection <ul><li>MS NT-based OS (NT, XP, 200x) for different reasons, mainly reliability and ease for developers and for software that runs on it. </li></ul><ul><li>MS IIS web server (supplies with OS) the choice is easy to explain – this web server is default for Microsoft platform. </li></ul><ul><li>ADO.NET technology to organize the connections with databases. It is specially optimized for building up disconnected systems, where constant connection and interaction between client and server are not needed. </li></ul>
Database of University consists of 7 blocks : <ul><li>Administration </li></ul><ul><li>Employee </li></ul><ul><li>Curricula, sheets </li></ul><ul><li>Structure of institution of higher education </li></ul><ul><li>Virtual university </li></ul><ul><li>Student </li></ul><ul><li>Orders </li></ul><ul><li>Normalization of the database is conducted to the third normal form which is fully sufficient for creation of reliable chart of information. </li></ul><ul><li>The database consists of 130 tables, all names of the fields are concerted. </li></ul>
Parts of UEMS: <ul><li>“ Students”: database and interfaces </li></ul><ul><li>“ Staff”: database and interfaces </li></ul><ul><li>“ Curricula”: database and interfaces </li></ul><ul><li>Retrieval information system </li></ul><ul><li>System of database presentation at the university site </li></ul><ul><li>“ Virtual University”: an interactive system of Internet presentation of teaching materials. </li></ul>
Informational flows in Dnipropetrovs'k National University
University Electronic Management System Design (nowadays) <ul><li>Design of this system is developed taking into account some specific features of university document management. T hereby it has the next advantage s: </li></ul><ul><li>Strict menu hierarchy by functional modules </li></ul><ul><li>Full independent interface administration </li></ul><ul><li>Possibility of modification system design without direct database changing </li></ul><ul><li>Optimized usage of web-page space </li></ul><ul><li>Seasonal menu behaviour, it includes division of menu items by attachment to the corresponding year period (it means season when current menu item is activated and uses actively) </li></ul>
University Electronic Management System Design (in perspective) <ul><li>Dynamic adjustment of menu hierarchy and menu rebuilding in the next cases: </li></ul><ul><ul><li>Season activity </li></ul></ul><ul><ul><li>Users preferences </li></ul></ul><ul><ul><li>Resultant menu nesting as the outcome of expert evaluation </li></ul></ul><ul><ul><li>Rearranging by totals of statistic analysis, using data about users clicks and etc. </li></ul></ul><ul><li>Application of the algorithms on graphs for menu editing </li></ul><ul><li>All-around interface automation </li></ul><ul><li>Specialized separated module for gathering information about web-interface controls usage and presentation it in the form of tables and diagrams </li></ul><ul><li>Specified plugins for simplification of the document management and orientation in the system environment </li></ul>
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