Implementing Electronic Filling with Integrated Document Management Systems


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Understanding key concepts and know-how on Electronic Filling Systems and Integrated Document Management Systems.

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  • A metadata appears to be a data element type according to IEC 61360, but it is an object of its own mostly combining the information associated with a variety of attributes associated with entities in the reference information model A defined metadata is associated with a query in a data base (built in accordance with the reference model) All metadata occurring - need to be tested versus the existence of the relevant properties in the reference information model; i.e. a cross reference is mandatory required A metadata with no counterpart in the reference information model can not be queried in a data base The actual list is a subset only of all possibilities provided by the reference information model
  • Implementing Electronic Filling with Integrated Document Management Systems

    1. 1. Understanding  Electronic  Filing   •  A  system  of  organizing  files  that  u9lizes  hard  drive   space  or  network  space   •  May  either  be  computer  so@ware,  an  Internet-­‐ based  program,  or  a  simple  file  and  folder  system   on  the  desktop  of  a  computer   •  Are  used  on  mul9ple  devices,  ranging  from  cell   phones  to  video  game  consoles  to  digital  video   recorders   •  Brings  the  benefits  of  an  automated  system   which  is  fast,  easy  to  use  and  delivers  efficient   and  cost  effec9ve   2  Electronic  Filling  and  DMS  
    2. 2. Understanding  The  Func9ons   •  U9lizes  an  electronic   device,  such  as  a   computer,  to  store  and   organize  files  for  easy   access   •  Place  our  work  in  a   folder  on  the  desktop   of  computer  creates  an   elementary  electronic   filing  system     3  Electronic  Filling  and  DMS  
    3. 3. Understanding  The  Func9ons  (cont’d)   •  Offer  ability  to  organize  various  types  of  files   on  one  opera9ng  system,  or  one  type  of  file   on  a  specific  opera9ng  system   •  Used  by  gaming  consoles,  MP3  players,  and   throughout  various  applica9ons  on  a   computer   4  Electronic  Filling  and  DMS  
    4. 4. Understanding  The  Features   •  A  computer  alone  is  a  vast   electronic  filing  system   offering  various  features   •  Begins  with  a  large  filing   system,  the  hard  drive,  and   splits  into  smaller  and   smaller  electronic  filing   systems  within  the   programs  and  applica9ons   on  the  computer   5  Electronic  Filling  and  DMS  
    5. 5. Understanding  The  Features  (cont’d)   •  "My  Documents"  folder  on  a  computer  is  an   electronic  filing  system  arranging  your   documents  in  order  of  9me  created,   alphabe9cally,  or  most  o@en  used,  depending   on  your  preferences   •  Offer  the  ability  to  search  or  browse  through   the  files   6  Electronic  Filling  and  DMS  
    6. 6. Understanding  The  Benefits   •  Electronic  filing  system  allows  you  to   store  your  important  documents  on   a  computer  or  Web  server  instead  of   as  hard  copies   •  Need  a  computer  system  as  well  as   so@ware  and  a  scanner   •  The  scanner  allows  you  to  transfer   printed  documents  to  an  electronic   format  for  storage   •  More  secure  way  to  maintain  your   paperwork  as  password  is  required   7  Electronic  Filling  and  DMS  
    7. 7. Understanding  The  Benefits  (cont’d)   •  Cost     A  lower  cost  compared  to  printed  files.  Pay   simply  for  storage,  so@ware  or  a  Web  hos9ng  fee   •  Environmentally  Friendly     Helps  us  to  save  paper,  which  in  turn  benefits   the  environment   •  Quick  Retrieval     Retrieve  the  informa9on  that  you  need  very   quickly  with  a  computer  search   8  Electronic  Filling  and  DMS  
    8. 8. Se_ng  Up  a  Simple  Filing  File  System     •  Label  hanging  file  folders  in  your  file  cabinet  with   categories  that  pertain  to  your  business     Example:  taxes,  payroll,  rent,  u9li9es,  insurance,   office  equipment,  clients,  vendors,  monthly  reports   and  completed  orders   •  Create  manila  folders  for  individual  clients,  providers  or   contracts  within  each  category     Example:  the  office  equipment  category  could  have  a   folder  for  each  type  of  equipment,  such  as  computers,   copiers,  postage  machine,  fax  machines  and  printers.       These  folders  would  contain  the  equipment  lease  or   purchase  receipt,  warranty  and  maintenance  records   9  Electronic  Filling  and  DMS  
    9. 9. Se_ng  Up  a  Simple  Filing  File  System  (cont’d)   •  Use  colored  s9ckers  to  label  special  folders.  For  example,   you  may  want  to  place  green  dots  on  folders  with  tax-­‐ deduc9ble  receipts  and  orange  dots  on  vendor  folders     This  way,  if  you  accidentally  file  a  vendor  folder  with  the   customer  files,  you  only  have  to  scan  for  orange  dots  as  you   look  through  the  drawer   •  Label  a  hanging  file  folder  as  "Date  Due"  and  then  make   manila  folders  with  the  numbers  one  through  31.  As  you   receive  invoices  or  accept  customer  orders,  file  them   according  to  the  day  of  the  month  they  are  due.  This  will   help  you  meet  produc9on  deadlines  and  pay  your  vendors   on  9me   10  Electronic  Filling  and  DMS  
    10. 10. Se_ng  Up  a  Simple  Filing  File  System  (cont’d)   •  Create  manila  folders  for  the  months  of  the  year   if  you  work  with  long-­‐range  projects,  such  as   accep9ng  a  project  in  January  for  April  delivery.   File  these  folders  within  the  "Date  Due"  hanging   folder   •  Add  new  categories  or  folders  as  your  business   grows.  This  simple  file  system  is  detailed  enough   to  enable  quick  retrieval  of  informa9on,  allowing   you  to  provide  9mely  answers  to  customer   inquiries,  yet  easy  enough  to  maintain  with   minimal  effort   11  Electronic  Filling  and  DMS  
    11. 11. Crea9ng  Electronic  Filling  Systems    Describe  the  material   you  plan  to  organize  and   create  the  categories,  or   folders,  you  need  to   encompass  all  the   material    Create  subcategories,  or   subfolders,  for  each   category   12  Electronic  Filling  and  DMS  
    12. 12. Crea9ng  Electronic  Filling  Systems  (cont’d)      Prepare  a  system  for  filing  individual  documents  in   their  proper  folders.  Individuals  need  guidance   because  the  success  of  any  system  depends  on   proper  placement  of  materials    Keywords  are  a  method  frequently  used  to   recover  data  from  Internet  sites  that  can  work  in   your  filing  scheme  if  users  of  the  system  are   familiar  with  the  material   13  Electronic  Filling  and  DMS  
    13. 13. Crea9ng  Electronic  Filling  Systems  (cont’d)    A  filing  system  without  regular  backups  is  not  a   complete  or  secure  system.  Large  companies  have   suffered  large  financial  losses  when  they  lost  their   data.  Many  now  backup  to  offline  storage  sites  or   to  their  own  drives  that  are  kept  in  a  secure   loca9on.  Individuals  can  back  up  their  data  to   disks  or  second  drives  at  lijle  expense.   14  Electronic  Filling  and  DMS  
    14. 14. Maintaining  Electronic  Filing  Systems   •  A  filing  system  is  a  method  of   organizing  paperwork  and   documents  for  storage   •  A  cabinet  or  box  is  kept  which   contains  hard  copy  versions  of   documents,  while  an  electronic   system  keeps  data  on  a  computer   •  This  data  could  be  emails,  or  scanned   paperwork.  Needs  to  be  maintained   to  remain  in  order  with  updated   informa9on  and  a  procedure  for   using  both  systems   15  Electronic  Filling  and  DMS  
    15. 15. Maintaining  Electronic  Filing  Systems  (cont’d)   •  Create  folders  or  directories  on  your  computer.   Consolidate  the  data  on  a  regular  basis     •  Having  several  network  drives  or  mul9ple  folders   containing  similar  informa9on  is  not  an  efficient   way  of  organizing  the  data.   •  Back  up  of  the  data  regularly.  Use  DVDs,  a  USB   drive,  an  external  hard  drive  or  an  external   company  to  do  this.  This  protects  the  data  from   loss.   16  Electronic  Filling  and  DMS  
    16. 16. Maintaining  Electronic  Filing  Systems  (cont’d)   •  Secure  the  data  by  locking  each  file   •  Gran9ng  access  to  delegated  users  or  adding  a   password  when  opening  a  file  to  prevent  misuse,   fraud  or  unauthorized  access   •  Write  a  procedure  for  using  the  systems  including   step-­‐by-­‐step  instruc9ons  on  how  to  find,   reference,  categorize  and  archive  the  data   •  Keep  the  procedure  updated  to  prevent   confusion  between  users   17  Electronic  Filling  and  DMS  
    17. 17. Maintaining  Electronic  Filing  Systems  (cont’d)   •  Review  the  filing  system   periodically   •  Check  if  it  func9ons  well:   how  effec9ve  the  filing  is,   how  easy  it  is  to  find  data,   and  how  organized  it  is   •  Delete  unwanted  files  and   minimize  electronic   clujer   18  Electronic  Filling  and  DMS  
    18. 18. Maintain  An  Efficient  Filing  Systems   •  There  are  two  types  of  files       Ac$ve  files  that  hold   resource  materials  which   are  regularly  referred  to  for   informa9on;  and       Permanent  files  which  are   rarely  referred  to  but   contain  records  we  are   required  to  retain,  such  as   tax  and  legal  records.     19  Electronic  Filling  and  DMS  
    19. 19. Maintain  An  Efficient  Filing  Systems  (cont’d)   •  Base  filing  on  retrieval,  not  storage.  Instead  of  asking   yourself,  "Where  should  I  file  this?"  ask  yourself,   "Where  would  I  look  for  this  if  I  need  it?"  Then  label   the  file  accordingly.     •  Consistently  insert  new  papers  into  the  front  of  the  file   folder.  When  purging  files,  start  from  the  back  where   the  oldest  documents  are.     •  Purge  files  annually.  You  will  be  able  to  find  needed   items  quicker  and  will  save  on  storage  space.     20  Electronic  Filling  and  DMS  
    20. 20. Maintain  An  Efficient  Filing  Systems  (cont’d)   •  Use  color  coding  for  easy,  quick  iden9fica9on.  Office  supply   stores  have  all  kinds  of  files  and  labels  to  do  this   •  Always  alphabe9ze.  The  obvious  reason  is  to  save  you  9me   when  looking  for  a  file   •  Cleaning  up  your  computer  hard  drive  will  also  work   wonders  for  your  efficiency.  Through  disorganized  use  of   computers,  over  7%  of  9me  is  spent  finding  misplaced  files,   and  3-­‐5%  of  all  files  are  lost.     •  Free  up  memory  space  by  dele9ng  old  versions  of  so@ware   applica9ons  or  unused  programs   21  Electronic  Filling  and  DMS  
    21. 21. Maintain  An  Efficient  Filing  Systems  (cont’d)   •  Remove  document  files  to  floppy  disks  to  give  more  space   on  your  hard  drive  and  prevent  loss   •  Organize  your  hard  drive  and  your  floppy  disks  by  crea9ng   directories  or  folders   •  Use  iden9cal  systems  when  organizing  hard  drive,  floppy   disks  and  paper  files.  Color  code  disks  to  match  your  paper   files   •  Back  up  files  regularly.  How  o@en  depends  on  volume  of   files  created  over  a  given  period  of  9me.  Back  up  weekly  or   at  least  monthly   22  Electronic  Filling  and  DMS  
    22. 22. Organizing  Documents  in  Computer     Determine  what  your   broad  categories  should   be,  and  keep  them  to  a   minimum     Create  folders  for  each  of   your  main  categories   example  Personnel,   Vendors,  Products  and   Projects     Create  folders  within  each   main  category  for  more   specific  topics   23  Electronic  Filling  and  DMS  
    23. 23. Organizing  Documents  in  Computer  (cont’d)    Create  further  folders  for  subtopics,  depending  on   the  level  of  detail  you  want    Organize  each  folder  in  this  manner,  and  drop   documents  into  the  appropriate  places    Remember  this  rule  of  thumb:  if  you  have  to  take   more  than  a  moment  to  search  through   documents  to  find  a  specific  document  within  a   folder,  chances  are  you  need  to  con9nue  to   organize   24  Electronic  Filling  and  DMS  
    24. 24. Filing  Systems  Best  Prac9ce   •  The  system  should  be  kept  simple  to  reduce  errors  and  to   facilitate  all  employees  use  of  the  system       •  Files  should  contain  informa9on  which  is  linked  to  the   ac9vi9es  and  func9ons  which  they  document   •  The  system  should  have  a  structured  numeric  or   alphanumeric  referencing  system   •  Types  of  file  referencing  systems  include:         -­‐  alphabe9cal         -­‐  numerical         -­‐  alpha-­‐numeric  (for  example,  AB  12  /  1)         -­‐  keyword       25  Electronic  Filling  and  DMS  
    25. 25. Filing  Systems  Best  Prac9ce  (cont’d)   •  Suitability     The  system  should  meet  the  individual  users/ departments  needs   •  Good  Maintenance       •    A  good  follow-­‐up  system  (e.g.  tracer  cards)     •    Adequate  security     •    A  definite  “weeding”  policy     •    Proper  control  of  record  crea9on  and  filing  addi9ons       •    Secure  and  adequate  storage  for  archived  material   •  Adaptability     The  system  should  be  sufficiently  flexible  to  meet  the   future  needs  of  the  organiza9on   26  Electronic  Filling  and  DMS  
    26. 26. Filing  Systems  Best  Prac9ce  (cont’d)   •  Accessibility         The  system  must  enable  the  user  to  classify  records  in  any   desired  manner  and  to  retrieve  them  with  certainty  and   without  delay   •  Accountability     There  should  be  an  in-­‐built  audit  mechanism  whereby   failure  to  adhere  to  established  prac9ces  and  procedures  is   iden9fied  and  rec9fied     Filing  systems  can  fail  to  operate  effec9vely  for  a  number  of   reasons  such  as  overloading,  duplica9on,  lack  of  cross-­‐ referencing,  obsolete  correspondence,  absence  of  a  tracer   system,  inappropriate  equipment,  lengthy  retrieval  9mes,   filing  backlogs  and  an  overall  ad  hoc  approach  to  review  and   storage   27  Electronic  Filling  and  DMS  
    27. 27. Establishing  Paperless  Office   1.  Without  paper,  make  sure  you're  backing  up   files   2.  Realize  that  a  paperless  office  doesn't  happen   overnight   3.  You'll  need  to  rearrange  your  office—a  good   thing   28  Electronic  Filling  and  DMS  
    28. 28. Establishing  Paperless  Office  (cont’d)   4.  "Paperless"  o@en   really  means  "less   paper"     5.  Everyone  has  to   buy  in     6.  Realize  that  less   paper  is  just  the   beginning  of  the   payoff   29  Electronic  Filling  and  DMS  
    29. 29. Maintaining  Hard  Copy  Filing  When  Needed   •  Label  each  folder,  file  and   drawer  or  box       The  9tle  should  include   the  subject  of   documenta9on,  plus  the   date  the  paperwork  begins   at.     Example:  “Vendor   Invoices  June  2011  -­‐   present"  or  “Marke9ng   Department  Folder   February  2010."   30  Electronic  Filling  and  DMS  
    30. 30. Maintaining  Hard  Copy  Filing  When  Needed  (cont’d)   •  Create  new  folders,  files,  drawers,  boxes  when   you  have  a  new  category  of  paperwork  to  save,  or   when  older  folders,  files  and  drawers  are  full.       Use  color  coding  to  differen9ate  between  years   or  months.   •  Add  new  documents  to  the  most  relevant  folder   or  drawer   •  Put  documents  into  folders  at  random  will  ruin   the  filing  system   31  Electronic  Filling  and  DMS  
    31. 31. Maintaining  Hard  Copy  Filing  When  Needed  (cont’d)   •  If  the  system  orders  documents  alphabe9cally,   con9nue  using  this  process  instead  of   switching  to  another  format   •  Remove  old,  unnecessary  documents  annually   •  As  files  are  added,  some  informa9on  will   become  irrelevant  and  outdated.  Shred  it  and   free  up  extra  storage  space   32  Electronic  Filling  and  DMS  
    32. 32. Maintaining  Hard  Copy  Filing  When  Needed  (cont’d)   What  We  Need   •  File  cabinet  or  box   •  Folders   •  Blank  labels   •  Pens  or  markers   •  Computer   33  Electronic  Filling  and  DMS  
    33. 33. Understanding  Document   Management  Systems  (DMS)   •  EDMS:  Electronic  Document   Management  System   •  BPR/BPM:  Business  Process   Redesign/Management   •  ECM:  Enterprise  Content   Management     “the  technologies  used  to   create,  capture,  customize,   deliver  and  manage  enterprise   content  to  support  business   processes”   34  Electronic  Filling  and  DMS  
    34. 34. Understanding  Document  Imaging  Fundamentals   Document  Library   Prep   Scan   Index   • Unique  ID   • Date   • Doc  Type   • Associa$on  to   cases/clients   Commit   (store)   Retrieve   35  Electronic  Filling  and  DMS  
    35. 35. Document  Imaging  “add-­‐ons”   Document  Library   Prep   Scan   Index   • Unique  ID   • Date   • Doc  Type   • Associa$on  to   cases/clients   Commit   (store)   Retrieve   Faxes   Electronic   Forms   Other  kinds   of  “content”   Barcodes   Character   recogni9on   No9fica9on   (mail  delivery)   Workflow   36  Electronic  Filling  and  DMS  
    36. 36. Document  Management  In  Details   •  A  process  taken  with   document  within  an   organiza9on,  with  respect  to   the  crea9on,  distribu9on  and   dele9on  of  documents   •  “Document  Management   includes  every  ac;on  taken   with  a  document  within  an   organiza;on,  with  respect  to   the  crea;on,  distribu;on  and   dele;on  of  documents     37  Electronic  Filling  and  DMS  
    37. 37. Defining  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  tradi9onal  hardcopy   consis9ng   of   one   to   thousands   of   pages”     38  Electronic  Filling  and  DMS  
    38. 38. Familiarizing  The  Terminology   Document    management  has  been  named  differently     •  DMS  (Document  Management  Systems),   •  DIS(Document  Informa9on  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)   39  Electronic  Filling  and  DMS  
    39. 39. Why  We  Need  DMS?   • Can  each  member  of  your  group  quickly   find  any  relevant  document  created  by   any  other  group  member?     • If  not,  how  long  does  a  typical  document   quest  take?     • Can  you  call  up  a  list  of  documents  and,   simply  by  looking  at  the  list,  know  the   nature  of  each?     40  Electronic  Filling  and  DMS  
    40. 40. Why  We  Need  DMS?  (cont’d)   •  Can  you  quickly  sense  the  content?     •  Can  you  control  who  can  see  each  document?   And  who  can  edit?     •  Do  you  have  a  detailed  record  describing  every   ac9on  taken  by  every  user  on  your  system   with  respect  to  every  document  in  your   repository?     •  Can  you  quickly  locate  any  document  in  your   department  associated  in  any  way  with  say,   Sales/Marke9ng?     41  Electronic  Filling  and  DMS  
    41. 41. Peeking  Out  The  Sta9s9cs   •  Most  office  workers  lose  up  to  500  hours  a  year  looking   for  documents   •  On  average,  professionals  spend  50%  of  their  9me   looking  for  informa9on   •  The  average  organiza$on:   • Spends  $20  in  labor  to  file  each  document   • Spends  $120  in  labor  finding  each  misfiled  document   • Loses  1  out  of  every  20  documents   • Spends  25  hours  re-­‐crea9ng  each  lost  document   •  The  Gartner  Group  predicts  that  more  than  98%  of  the   organiza9ons  will  be  using  a  DMS  by  2014   42  Electronic  Filling  and  DMS  
    42. 42. What  a  DMS  Can  Do?   •  FIND:  Find  documents  and  files  in  seconds   rather  than  hours   •  SHARE:  Allow  more  than  one  worker  access  to   the  same  document  at  the  same  9me   •  VERSION  CONTROL:  Version  control  gives  you   the  ability  to  mange  document  changes  and   revisions-­‐-­‐including  going  back  to  a  previous   version  of  a  document   43  Electronic  Filling  and  DMS  
    43. 43. What  a  DMS  Can  Do?  (cont’d)   •  CENTRALIZATION:  Store  department  or   workgroup  documents  in  a  central  storage   area   •  SECURITY:  Set  document  security  for  who  can   view  and  update  files   •  AUDIT:  Verify  who  viewed  and  made  updates   to  documents   •  ARCHIVING:  Set  reten-on  periods  for   documents,  and  schedule  archival  or  removal   processes   44  Electronic  Filling  and  DMS  
    44. 44. DMS  at  ICT  Environment   45  Electronic  Filling  and  DMS  
    45. 45. Components  of  Document  Management   •  Capture  of  documents   for  bringing  them  into   the  system     •  Storing  and  archiving   methods     •  Indexing  and  retrieving   tools  for  document   search   46  Electronic  Filling  and  DMS  
    46. 46. Components  of  Document  Management  (cont’d)   •  Distribu9on  for  expor9ng   documents  from  the  systems   •  Security  to  protect   documents  from  authorized   access   •  Audit  trails     47  Electronic  Filling  and  DMS  
    47. 47. Scanning  and  Indexing  Workflow   48  Electronic  Filling  and  DMS  
    48. 48. Understanding  Process  Flow   49  Electronic  Filling  and  DMS  
    49. 49. Capturing  documents  for  systems   •  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 and maximum dpi limit can be up to 600 50  Electronic  Filling  and  DMS  
    50. 50. Capturing  documents  for  systems  (cont’d)   •  Bit  depth:  This consideration in view of possible number of color 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 up to 130 and contrast upto 80 is adjusted for exposure 51  Electronic  Filling  and  DMS  
    51. 51. Capturing  documents  for  systems  (cont’d)   •  OCR:  Op9cal  Character  Recogni9on-­‐  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 52  Electronic  Filling  and  DMS  
    52. 52. Capturing  documents  for  systems  (cont’d)   • Annota-ons         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   annota9ons  and  see  through  reduc9ons.   53  Electronic  Filling  and  DMS  
    53. 53. Choosing  Storage  op9ons   •  Magne9c  Media  (Hard  Drives):  It  includes          -­‐    RAID  -­‐  Redundant  Array  of  Independent  Disks,          -­‐    NAS  Network  Ajached  Storage  and            -­‐    SAN  Storage  Area  Networks  .     •  Magneto-­‐op9cal  Storage     •  Compact  Disc     •  DVD’s     •  WORM       54  Electronic  Filling  and  DMS  
    54. 54. Understanding  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  ac9ons,  including  adding   pages,  annota9ng,  copying,  or  dele9ng  records   55  Electronic  Filling  and  DMS  
    55. 55. Benefits  of  Document  Management   1.  Improve  staff  produc9vity   2.  Reduce  costs  associated  with  manual  document   3.  Promote  sharing  of  knowledge  and  informa9on   4.  Enhance  corporate  transparency  and   governance   5.  E-­‐mail  and  fax  files  instantly   6.  Access  documents  while  traveling   7.  Publish  documents  to  CD,  DVD  or  the  web,  as   appropriate     56  Electronic  Filling  and  DMS  
    56. 56. Key  Challenges   •  MONEY     •  MAN:    It  is  the  toughest  task  to  make  people  abandon   there  old  working  and  to  adapt  to  new  working  ways.   •  Computer  Malfunc$oning   •  New  Technologies   •  Backup  in  different  Media   •  Disaster  Management:  We  can  store  backup  data  in   different  Seismic  Zone     •  Data  Security/Data  TheY   57  Electronic  Filling  and  DMS  
    57. 57. Defining  Electronic  Systems   What  is……                    Electronic  Content  Management                            Electronic  Document  Management                    Electronic  Records  Management           58  Electronic  Filling  and  DMS  
    58. 58. A   set   of   processes   &   technologies   suppor9ng   the   evolu9onary  life  cycle  of  digital  informa9on   Example   Digital   content   created   by   one   or   more   authors.   Over   9me   content   may   be   edited   &   one   or   more   individuals  may  provide  editorial  oversight  thereby   approving   the   content   for   publica9on.   Later   the   content   may   be   replaced   by   another   form   of   content  &  is  re9red  or  removed  from  use   Electronic  Content  Management   59  Electronic  Filling  and  DMS  
    59. 59. A  cri9cal  aspect  of  content  management  is  the  ability   to  manage  versions  of  content  as  it  evolves  –  version   control       A  Content  Management  Systems  (CMS)  facilitates  the   organiza9on,  control  &  publica9on  of  a  large  body  of   documents  &  other  content,  such  as  images  &  mul9-­‐ media  resources.  A  CMS  o@en  facilitates  the   collabora9ve  crea9on  of  documents   Content   management   is   an   inherently   collabora9ve   process   with   the   following   basic   roles:   Content   author,   Editor,  Publisher,  Administrator  &  Consumer   Electronic  Content  Management  (cont’d)   60  Electronic  Filling  and  DMS  
    60. 60. Content  Management  System  In  Details   Contract   Templates  &     Version  Control   Allows  business  to  control   language  and  content  of  a   document  and  to  track   changes  (versions)  made   to  the  document   V1   Contract   V2   Contract   V3   61  Electronic  Filling  and  DMS  
    61. 61. Electronic  Document  Management   A  system  used  for  managing  documents  allowing  users  to  store,   retrieve  &  share  them  with  security  and  version  control     Document  Management  Systems  allow  you  to  create  a  document   or  capture  a  hard  copy  in  electronic  form,  store,  edit,  print,  process   &  otherwise  manage  documents  in  image,  video  &  audio,  as  well   as  in  text  form   The  EDM  usually  provides  a  single  view  of  mul9ple  databases  &   may  include  scanners  for  document  capture,  printers  for  crea9ng   hard  copies,  storage  devices  such  as  redundant  array  of   independent  disks  systems  &  computer  server  and  server   programs  for  managing  the  databases  that  contain  the  documents   62  Electronic  Filling  and  DMS  
    62. 62. Electronic  Document  Management  System  (cont’d)   Records  created   &  received   electronically   Records  created   &  received  in   hard  copy   Records  are  filed  &  managed  for  access  &   maintenance  electronically   63  Electronic  Filling  and  DMS  
    63. 63. Electronic  Records  Management  System   Electronic  Records  Management  System  (ERMS)  is  a   system  used  by  an  organiza9on  to  manage  its  records  from   crea9on  to  final  disposi9on.  The  system’s  primary   management  func9ons  are  categorizing  and  loca9ng   records  and  iden9fying  records  that  are  due  for   disposi9on.  The  Electronic  Records  Management  System   also  stores,  retrieves,  and  disposes  of  the  electronic   records  that  are  stored  in  its  repository.     The  Electronic  Records  Management  System  may  contain   a  content  management  and  document  management   component  to  its  system.   64  Electronic  Filling  and  DMS  
    64. 64. Deaccessions   Destruc9ons   Records  Disposi$on     Destruc9on  Request  Lejers   Destruc9on  Authoriza9ons   Garten  Destruc9on  Receipts   Deacession  Request  Lejers   Deacession  Authoriza9ons   1   year   75   years   4   years   1   year   Permanent  TL’s   –  2  years  a@er  transfer  to  State  Archives,  destroy   Non-­‐Permanent  TL’s     –  10  years  a@er  final  disposi9on,  destroy   ERMS  Work  Flow     Develop  file  structure   &  assign  reten9on  at   lowest  folder  level   65  Electronic  Filling  and  DMS  
    65. 65. ERMS  Work  Flow  (cont’d)   Document  Created   User  Prompt  1   Does  record  need   to  be  saved?   Yes   No  –  Record  is  not   retained   User  Prompt  2   Which  file  do  you   want  to  save  it  to?     Deaccessions   Destruc9ons   Records  Disposi$on     Destruc9on  Request  Lejers   Destruc9on  Authoriza9ons   Garten  Destruc9on  Receipts   Deacession  Request  Lejers   Deacession  Authoriza9ons   1   year   75   years   4   years   1   year   Permanent  TL’s   –  2  years  a@er  transfer  to  State  Archives,  destroy   Non-­‐Permanent  TL’s     –  10  years  a@er  final  disposi9on,  destroy   66  Electronic  Filling  and  DMS  
    66. 66. ERMS  Work  Flow  (cont’d)   Destruc9on  Request  Lejers  1  year   Document  is  placed  in  proper  folder   System  Administrator   is  prompted  when   document  is  ready  for   destruc9on   Document  is  accessible   un9l  final  disposi9on     By  placing  in  folder,   document  is  assigned   proper  reten9on  &   disposi9on  by  ERMS   Note:  Electronic  Records  Management  Systems   may  contain  a  content  management  &  document   management  component   67  Electronic  Filling  and  DMS  
    67. 67. ISO  -­‐  IEC  82045:  Specifica9ons  for   Document  Management  Systems  
    68. 68. What  is  in  IEC  82045-­‐1  ?   •  A document is considered as a closed unit (black box) managed along time from its initiation until deletion •  Defines requirements for a document management system for conventional sequential and parallel working procedures along the full document life cycle including archiving 69  Electronic  Filling  and  DMS  
    69. 69. What  is  in  IEC  82045-­‐2?  (cont’d)   •  An   open   reference   collec9on   of   iden9fied   metadata  (for  computer  use)  together  with   predefined   human   readable   labels   (language   dependant;   intended   for   the   man-­‐machine   interface)   to   be   used   along   the  document  life  cycle.  The  metadata  are   related   to   each   other   and   defined   by   means  of  a  reference  informa9on  model.     70  Electronic  Filling  and  DMS  
    70. 70. What  is  in  IEC  82045-­‐2?  (cont’d)   •  Defined Conformance Classes –  CC1 Contains basic concepts for “static” document management –  CC2 adds concepts for “dynamic” document management –  CC3 adds concepts for subscription, distribution and archiving •  An EXPRESS-based reference information model covering the requirements as per IEC 82045-1 (Annex A) •  Recommendations for XML implementation (Annex B) 71  Electronic  Filling  and  DMS  
    71. 71. Why  have  an  informa9on  model  for  IEC  82045  ?   •  Purpose of the information structure   Translates the process requirements of part 1 into an information structure   Provides the required context in which the reference collection of metadata are defined   Serves as a basis for the IT-implementation in an Electronic Document Management system (EDMS)   Serves as reference model for exchange 72  Electronic  Filling  and  DMS  
    72. 72. Why  have  an  own  informa9on  model  for  IEC   82045?   •  The  core  model  of  ISO  10303-­‐212/214  covers  only   par9al  requirements  of  IEC  82045-­‐1   •  Iden9cal  constructs  in  the  core  model  have  been   reused   •  Open   System:   The   EXPRESS   Reference   model   in   IEC  82045-­‐2  allows  to  refer  to  any  desired  object   instance   of   interest   within   an   available   external   informa9on  system   73  Electronic  Filling  and  DMS  
    73. 73. Why  have  an  own  informa9on  model   for  IEC  82045?   •  Allows  to  describe  rela9onships  to  objects  of   interest  available  in  e.g.  PDMS  (Product  Data   Management  System)   •  E a sy,   s t e p -­‐ b y-­‐ s t e p   a n d   e c o n o m i c   i m p l e m e n ta9 o n   b a s e d   o n   d efi n e d   conformance  classes   74  Electronic  Filling  and  DMS  
    74. 74. XML  implementa9on  of  IEC  82045   •  Two  methods  recommended    XML  implementa9on  in  accordance  with   ISO  10303-­‐28  for  “STEP  users”  and   demanding  applica9ons    XML  implementa9on  in  accordance  with   a  provided  DTD  for  “non  STEP  users”  and   less  demanding  applica9ons   75  Electronic  Filling  and  DMS  
    75. 75. XML  implementa9on  of  IEC  82045  (cont’d)   •  Exchange  of  metadata  possible  without   conversion  and  data  loss  if  they  use  the  same   method  and  conformance  class   •  If  different  methods  are  used  mapping  is   necessary  to  the  extent  required  by  the   conformance  class 76  Electronic  Filling  and  DMS  
    76. 76. Understanding  DMS  Components   •  Metadata     •  Integra9on     •  Capture   •  Indexing     •  Storage     •  Retrieval     •  Distribu9on     77  Electronic  Filling  and  DMS  
    77. 77. Understanding  DMS  Components  (cont’d)   •  Security     •  Workflow     •  Collabora9on     •  Versioning     •  Searching     •  Publishing     •  Reproduc9on   78  Electronic  Filling  and  DMS  
    78. 78. DMS  ISO  Standardiza9on   •  ISO  2709:  Informa9on  Exchange   •  ISO  15836:  The  Dublin  Core  metadata  element  set   •  ISO  15489:  Records  management   •  ISO  21127:  A  reference  ontology  for  the  interchange  of   cultural  heritage  informa9on   •  ISO  23950:  Informa9on  retrieval  (Z39.50)  —   Applica9on  service  defini9on  and  protocol   specifica9on   •  ISO  10244:  DM  Business  process  base  lining  &  analysis   •  ISO  32000:  DM  Portable  document  format   79  Electronic  Filling  and  DMS  
    79. 79. Se_ng  Up  Document  Control   •  The  basic  requirement  for  document  control   require  that  you  establish  and  document  a   procedure  for:   •  Reviewing  and  approving  documents  prior  to   release   •  Reviews  and  approvals   •  Ensuring  changes  and  revisions  are  clearly   iden9fied   80  Electronic  Filling  and  DMS  
    80. 80. Se_ng  Up  Document  Control  (cont’d)   •  Ensuring  that  relevant  versions  of  applicable   documents  are  available  at  their  “points  of  use”   •  Ensuring  that  documents  remain  legible  and   iden9fiable   •  Ensuring  that  external  documents  like  customer   supplied  documents  or  supplier  manuals  are   iden9fied  and  controlled   •  Preven9ng  “unintended”  use  of  obsolete   documents   81  Electronic  Filling  and  DMS  
    81. 81. Understanding  ISO  2709   •  An  ISO  standard  for   bibliographic   descrip9ons,   9tled  Informa;on  and   documenta;on—Format   for  informa;on  exchange   •  Maintained  by  the   Technical  Commijee  for   Informa9on  and   Documenta9on     82  Electronic  Filling  and  DMS  
    82. 82. ISO  2709  Basic  Structure   •  Record  label:  first  24  characters   •  Directory:  the  directory  provides  the  entry   posi9ons  to  the  fields  in  the  record,  along  with   the  field  tags:      Field  tag  (3  characters)    Length  of  the  field    Star9ng  character  posi9on  of  the  field    (Op9onal)  Implementa9on-­‐defined  part   •  Datafields  (Variable  fields):  a  string  containing  all   field  and  subfield  data  in  the  record   •  Record  separator:  a  single  character   83  Electronic  Filling  and  DMS  
    83. 83. Three  Kinds  of  Fields  in  ISO  2709   •  Record  iden9fier  field:  iden9fying  the  record  and   assigned  by  the  organiza9on  that  creates  the  record   •  Reserved  fields:  Reserved  fields  supply  data  which  may   be  required  for  the  processing  of  the  record   •  Bibliographic  Fields:  these  are  in  the  range  010–999   and  0AA–ZZZ.  The  bibliographic  fields  contain  data  and   a  field  separator  (IS2  of  ISO  646).  They  can  also  have   these  op9onal  sub-­‐parts:     Indicator  (0–9  characters,  as  coded  in  the  Leader)       Iden9fier  (0–9  characters):  iden9fies  data  within  the   bibliographic  field   84  Electronic  Filling  and  DMS  
    84. 84. Understanding  ISO  Z39.50   •  A  client–server  protocol  for  searching  and   retrieving  informa9on  from   remote  computer  databases.  The  standard's   maintenance  agency  is  the  Library  of  Congress   •  Widely  used  in  library  environments  and   incorporated  into  integrated  library   systems  and  personal  bibliographic  reference   so@ware   85  Electronic  Filling  and  DMS  
    85. 85. Modernized  ISO  Z39.50     •  A  pre-­‐Web  technology,  and  various  working   groups  are  ajemp9ng  to  update  it  to  fit  bejer   into  the  modern  environment.  These  ajempts   fall  under  the  designa9on  ZING  (Z39.50   Interna9onal:  Next  Genera9on),  and  pursue   various  strategies.   86  Electronic  Filling  and  DMS  
    86. 86. Understanding  Portable  Document  Format  (PDF)   •  An  open  standard  for  document  exchange   •  Created  by  Adobe  Systems  in  1993  is  used  for   represen9ng  documents  in  a  manner   independent  of  applica9on  so@ware,   hardware,  and  opera9ng  systems   •  Each  file  encapsulates  a  complete  descrip9on   of  a  fixed-­‐layout  flat  document,  including  the   text,  fonts,  graphics,  and  other  informa9on   needed  to  display  it.   87  Electronic  Filling  and  DMS  
    87. 87. PDF  Specifica9ons   •  1993  –  PDF  1.0  /  Acrobat  1.0   •  1994  –  PDF  1.1  /  Acrobat  2.0   •  1996  –  PDF  1.2  /  Acrobat  3.0   •  1999  –  PDF  1.3  /  Acrobat  4.0   •  2001  –  PDF  1.4  /  Acrobat  5.0   88  Electronic  Filling  and  DMS  
    88. 88. PDF  Specifica9ons  (cont’d)   •  2003  –  PDF  1.5  /  Acrobat  6.0   •  2005  –  PDF  1.6  /  Acrobat  7.0   •  2006  –  PDF  1.7  /  Acrobat  8.0   •  2008  –  PDF  1.7,  Adobe  Extension  Level  3  /   Acrobat  9.0   •  2009  –  PDF  1.7,  Adobe  Extension  Level  5  /   Acrobat  9.1   89  Electronic  Filling  and  DMS  
    89. 89. PDF  File  Structure   •  Boolean  values,  represen9ng  true  or  false   •  Numbers   •  Strings   •  Names   •  Arrays,  ordered  collec9ons  of  objects   •  Dic9onaries,  collec9ons  of  objects  indexed  by   Names   •  Streams,  usually  containing  large  amounts  of  data   •  The  null  object   90  Electronic  Filling  and  DMS  
    90. 90. Understanding  E-­‐mail  Management   • Sharing  Informa9on   • E-­‐mail  as  a  Strategic   Resources   • E-­‐mail  E9queje   • E-­‐mail  Management   91  Electronic  Filling  and  DMS  
    91. 91. Sharing  Informa9on   •  E-­‐mail  brings  produc9vity  gains    Reaches  the  receiver  instantly      Allows  for  the  speedy  sharing  of  informa9on   and  documents   •  7  trillion  emails  sent  worldwide  last  year   •  Average  office  worker  receives  between     60-­‐200  messages  a  day     •  Inefficiencies  –  drowning  in  messages   92  Electronic  Filling  and  DMS  
    92. 92. Strategic  Resources   •  E-­‐mail  is  an  essen9al  part  of   business  communica9on    Ease  of  Use    Quick  communica9on    Instant  delivery   •  Most  employees  use  email   as  preferred  method  of   communica9on   93  Electronic  Filling  and  DMS  
    93. 93. E-­‐mail  E9queje   Effec9ve  E-­‐mail  Communica9on   •  Be  clear  and  concise  with  message     Don’t  be  a  novelist     One  page/10-­‐sentence  email     Ajach  word  documents  for  longer  communica9ons   •  Before  sending     Reread  message     Check  grammar,  words  le@  out  and  misused  words     Use  spell  check     94  Electronic  Filling  and  DMS  
    94. 94. E-­‐mail  E9queje  (cont’d)   •  Addressing  an  email    ‘To’  -­‐  directly  addressing    ‘Cc’  -­‐  indirectly  addressing    ‘Bcc’  -­‐  blind  copy  unknown  to  the  rest   •  Use  specific  subject  line  descrip9ons   – Accurately  describe  the  content   • CAS-­‐14757  ver3  –  Final  Doc   • CAS-­‐14757  ver2   • CAS-­‐14757   95  Electronic  Filling  and  DMS  
    95. 95. E-­‐mail  E9queje  (cont’d)   •  Do  not  write  in  CAPITALS   •  Do  not  forward  viral  messages    Virus  hoaxes    Chain  lejers   •  Ajachments    Title  appropriately    Size    vCards   96  Electronic  Filling  and  DMS  
    96. 96. E-­‐mail  E9queje  (cont’d)   •   Avoid  short  cuts  and  abbrevia9ons    Generally  used  for  text  messages,  pagers   and  instant  messages    LOL  –  laughing  out  loud    BRB  –  be  right  back   •  Prac9ce  the  24-­‐hour  rule  when  upset   •  Send  message    There’s  no  ge_ng  it  back    Reply  or  Reply  All   97  Electronic  Filling  and  DMS  
    97. 97. E-­‐mail  Management   •  How  do  you  enforce  email  e9queje    1st  step  –  create  a  wrijen  email  policy   •  E-­‐mail  policy  contents    Access    Acceptable  use    Non-­‐business  allowed  /  not  allowed    Ownership    Abuse  –  Viola9ons    Reten9on    Employee  knowledge  of  policy   98  Electronic  Filling  and  DMS  
    98. 98. E-­‐mail  Management  (cont’d)   •  Server   •  Laptop   99  Electronic  Filling  and  DMS  
    99. 99. E-­‐mail  Management  (cont’d)   100  Electronic  Filling  and  DMS  
    100. 100. E-­‐mail  Management  (cont’d)   101  Electronic  Filling  and  DMS  
    101. 101. E-­‐mail  Management  (cont’d)   102  Electronic  Filling  and  DMS