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  • 1. Document Management: tools and techniques * Choudhary, Pravin.Kr., Sr. Manager (Doc.), DLF ** Shokeen, Ashu (Dr.), Head & Chairman, KUK
  • 2. 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
  • 3. “ 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”. 
  • 4. 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),
  • 5. Doc.Manag.at ICT Environment
  • 6. 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
  • 7. SCANNING & INDEXING WORK FLOW Enter Details on RECEIPT & RETURN REGISTER QC Verified Document QC Document Scanning Preparing Pre- indexing Data Sheet TIF File Creation Return of Documents to DIC Reporting, Approval & Audit Index & Upload to the Server Receive Documents from DIC
  • 8. Process Flow
  • 9. 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.
  • 10. 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. B rightness upto 130 and contrast upto 80 is adjusted for exposure.
    • Page orientation
  • 11. 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
  • 12. 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.
  • 13. 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.
  • 14. Indexing and Retrieving Tools 1. Through Index 2. Full Text Indexing 3. Folder File structure
  • 15. 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.
  • 16. 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
  • 17. 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
  • 18. To Conclude
    • Disaster Mgmt./Preparedness
    • Efficiency of working
    • Mobile Working Environment
  • 19. Thanks