The presentation discusses digital documentation, including its definition, advantages, disadvantages, and tools available for management. Key benefits include reduced paper use, improved workflow, and enhanced security, while challenges involve new authentication methods and legal changes. The conclusion emphasizes the importance of effective information management and the use of Document Management Systems (DMS) to meet organizational needs.

1. Presentation on Digital
Documentation

2. Content
• Background (how do we store information?)
• Definition
• Advantages of Digital Document
• Advantages vs Disadvantages
• Tools of Digital Document
• Conclusion
• Video

3. How do we store information?
• Loose paper documents in folders or
binders
• Magazines, journals, newsletters
• Books
• Electronic files (PDF, HTML, RTF, DOC,
etc.)

4. Digital Document
A digital document is any electronic media
content (other than computer programs or system
files) that are intended to be used in either an
electronic form or as printed output.

5. Advantages of Digital Documentation
• Reducing our Use of
Paper. (Toner and
Energy)
• Improving Staff
Workflow.
• Enhancing Document
Security.

6. Advantages vs Disadvantages
ADVANTAGES
· Speed of creation
and communication
· Multimediality
· Easy management
DISADVANTAGES
· New signature
authentication methods
· Changes in legislation New
techniques for transmission
and archiving

7. Tools of Digital Document
• Online editing. Users can edit
files online simultaneously.
• OCR. This lets you make
changes to scanned documents.
• Audit trail. When adjustments
are made to a document, you
get notified and view which
actions are made by each user.

9. Conclusion
The main goal of any company/
system should be identifying
your information management
goals, creating an DMS to meet
these needs, and then further
honing and optimizing your
process.

10. Please watch this video to
make your senses more clear
about this presentation

11. References
• https://www.recordnations.com/articles/guide-improving-
document-management-system-dms/
• https://www.techradar.com/news/top-5-best-document-
management-systems
• https://uottawa.scholarsportal.info/ottawa/index.php/ILOB-
OLBI/article/view/1105/955
• https://en.m.wikipedia.org/wiki/Document_management_syst
em#Components

12. Best Regards
Muhammad Zahid Jabbar
zahydzee1@gmail.com
0320-2361076
BSCS 2nd Semester Federal Urdu University