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  1. 1. Document Management: tools and techniques * Choudhary, Pravin.Kr., Sr. Manager (Doc.), DLF ** Shokeen, Ashu (Dr.), Head & Chairman, KUK
  2. 2. Document Management <ul><li>Document management is a process taken with document within an organization, with respect to the creation, distribution and deletion of documents. </li></ul><ul><li>“ Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents </li></ul>
  3. 3. “ Document” <ul><li>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”.  </li></ul>
  4. 4. Synonyms <ul><li>Document management has been named differently </li></ul><ul><li>DMS (Document Management Systems), </li></ul><ul><li>DIS(Document Information Systems), </li></ul><ul><li>IDM(Integrated Document Management), </li></ul><ul><li>EDM(Electronic Document Management), </li></ul><ul><li>ECM(Enterprise Content Management), </li></ul><ul><li>Content Management and Knowledge Management. </li></ul><ul><li>Document Management System (also known by some as a &quot;paperless office&quot; system or content management system), </li></ul>
  5. 5. ICT Environment
  6. 6. Components of Document Management <ul><li>There are six basic components of DMS: </li></ul><ul><li>Capture of documents for bringing them into the system </li></ul><ul><li>Storing and archiving methods </li></ul><ul><li>Indexing and retrieving tools for document search </li></ul><ul><li>Distribution for exporting documents from the systems </li></ul><ul><li>Security to protect documents from authorized access </li></ul><ul><li>Audit trails </li></ul>
  7. 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. 8. Process Flow
  9. 9. Capture of documents for bringing them into the system <ul><li>Imaging or Scanning: </li></ul><ul><li>The scanner should preferably have both flat bat and ADF(Automatic Document Feeder) </li></ul><ul><li>Scanners Speed: can handle 10 to 200 pages per minute </li></ul><ul><li>Scanning scale: 100% </li></ul><ul><li>Resolution standard: </li></ul><ul><li>Normally scanning at 200 dpi is recommended, </li></ul><ul><li>Maximum dpi limit can be upto 600. </li></ul>
  10. 10. Capture of documents for bringing them into the system Cont.. <ul><li>Bit depth: This consideration in view of possible number of colour combinations in the documents. </li></ul><ul><li>Compression : TIFF G4 format is generally adopted as archiving format. TIFF Group 3, JPG, BMP, and GIF compression . </li></ul><ul><li>Exposure: This denotes the brightness and contrast of an image. B rightness upto 130 and contrast upto 80 is adjusted for exposure. </li></ul><ul><li>Page orientation </li></ul>
  11. 11. Capture of documents for bringing them into the system Cont.. <ul><li>OCR: Optical Character Recognition- for printed material(in this case scanning at 300 dpi is recommended) </li></ul><ul><li>ICR : Intelligent Character recognition that recognizes handwritten and printed text as alphanumeric characters </li></ul><ul><li>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 </li></ul><ul><li>Note: OCR is never 100% with available technologies till date </li></ul>
  12. 12. Capture of documents for bringing them into the system Cont.. <ul><li>Annotations </li></ul><ul><li>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. </li></ul><ul><li>DMS’s security should give the system administrator control over who can view annotations and see through reductions. </li></ul>
  13. 13. Storage options <ul><li>Magnetic Media (Hard Drives): It includes </li></ul><ul><li>- RAID - Redundant Array of Independent Disks, </li></ul><ul><li>- NAS Network Attached Storage and </li></ul><ul><li>- SAN Storage Area Networks . </li></ul><ul><li>Magneto-optical Storage </li></ul><ul><li>Compact Disc </li></ul><ul><li>DVD’s </li></ul><ul><li>WORM </li></ul><ul><li>Ultrium Data Cartridge: It is high capacity very secured storage medium. It is available in 200GB, 400GB and 800 GB capacity. </li></ul>
  14. 14. Indexing and Retrieving Tools 1. Through Index 2. Full Text Indexing 3. Folder File structure
  15. 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. 16. Benefits of Document Management <ul><li>Improve staff productivity </li></ul><ul><li>Reduce costs associated with manual document </li></ul><ul><li>Promote sharing of knowledge and information </li></ul><ul><li>Enhance corporate transparency and governance </li></ul><ul><li>E-mail and fax files instantly </li></ul><ul><li>Access documents while traveling </li></ul><ul><li>Publish documents to CD, DVD or the web, as appropriate </li></ul>
  17. 17. Challenges <ul><li>MONEY </li></ul><ul><li>MAN : It is the toughest task to make people abandon there old working and to adapt to new working ways. </li></ul><ul><li>Computer Malfunctioning </li></ul><ul><li>New Technologies </li></ul><ul><li>Backup in different Media </li></ul><ul><li>Disaster Management : We can store backup data in different Seismic Zone </li></ul><ul><li>Data Security/Data Theft </li></ul>
  18. 18. To Conclude <ul><li>Disaster Mgmt./Preparedness </li></ul><ul><li>Efficiency of working </li></ul><ul><li>Mobile Working Environment </li></ul>
  19. 19. Thanks