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  1. 1. Electronic Document Management Systems Presented by Andrey Petkov
  2. 2. Summary <ul><li>Definition 3 </li></ul><ul><li>Features of EDMS 4 </li></ul><ul><li>Data Capture 5 </li></ul><ul><li>Document Retrieval 5 </li></ul><ul><li>Integration 6 </li></ul><ul><li>Workflow 6 </li></ul><ul><li>Version Control 7 </li></ul><ul><li>Concurrent access 8 </li></ul><ul><li>Concurrent Versions System 8 </li></ul><ul><li>Security 9 </li></ul><ul><li>Library 10 </li></ul>
  3. 3. Definition <ul><li>An Electronic Document Management System (EDMS) is a computer system or suite of programs designed to store and track electronic documents and other media. </li></ul>
  4. 4. Features of EDMS <ul><li>- A formalized system (such as EDMS) is needed by all enterprises. </li></ul><ul><li>EDMS can act as standalone system, performing all the tasks necessary to manage the electronic documents of an enterprise </li></ul><ul><li>EDMS: Association for Information and Image Management ( A IIM ) ; Association for Records Management and Administrators ( ARMA ). </li></ul>
  5. 5. Data capture and document retrieval <ul><li>Data capture – How ? </li></ul><ul><li>Individual electronic documents are assigned metadata to assist in their correct filing and tracking (metadata includes date of storage and user storing it) </li></ul><ul><li>EDM systems attach additional data – Why ? </li></ul>
  6. 6. Integration and workflow <ul><li>Integration – What for? </li></ul><ul><li>EDM systems enable the automatic routing of documents to the user responsible for working on them . </li></ul><ul><li>Workflow applications ensure that documents are forwarded to the appropriate user automatically at specified times, alerting the user of the necessity to process them </li></ul>
  7. 7. Version Control <ul><li>An integral part of the EDMS software is the ability to track and manage multiple versions of the same information. In order to correctly manage the ongoing development of digital data it is necessary to create and correctly store multiple versions of data as it progresses through the system. </li></ul>
  8. 8. Concurrent access and Concurrent Versions System <ul><li>About Concurrent access </li></ul><ul><li>About Concurrent Versions System : </li></ul><ul><li>- several users collaborate simultaneously on the same document . </li></ul><ul><li>- CVS systems work around the problem of concurrent access by storing a master copy of the document . </li></ul>
  9. 9. Security <ul><li>In any enterprise it is vital that the security of electronic documents is appropriately managed. EDM systems ensure that access to the system is restricted only to those with the correct access permissions, both to ensure the integrity of data and to reduce the number of documents presented to the user only to those documents that are relevant to his or her role. </li></ul>
  10. 10. Information used from: <ul><li> </li></ul><ul><li>Pictures from: </li></ul><ul><li> </li></ul><ul><li> </li></ul>