A document management system (DMS) is a set of computer programs used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). This web solution provides facility for manipulating the internal operation of the firm.

1. Document Management
System
Minor Project
-Abhishek Agrawal
-Computer Science, Final year

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 unauthorized
access
• Audit trails

7. D o c u m e n t
managements y ste m
Administrator Versioncontrol Registration User Search
User group
User creation
Checkin
Checkin/out
History View
version
Latest version
download
Registration
Project
creation
Checkout Checkin/out
Fileedit &
u p lo a d
History
Filesearch
Metadata
search
Providingright
togroup
Providingright
tofiles

8. SCANNING & INDEXING WORK FLOW
Enter Details on RECEIPT &Enter Details on RECEIPT &
RETURN REGISTERRETURN REGISTER
QCQC
VerifiedVerified
Document QCDocument QC
DocumentDocument
ScanningScanning
Preparing Pre- indexingPreparing Pre- indexing
Data SheetData Sheet
TIF FileTIF File
CreationCreation
Return ofReturn of
Documents toDocuments to
DICDIC
Reporting,Reporting,
Approval &Approval &
AuditAudit
Index &Index &
Upload toUpload to
thethe
ServerServer
Receive DocumentsReceive Documents
from DICfrom DIC

9. First Unit Scanner Scanning PC Image QC PC
Exp. Staff Exp. Staff Exp.+ Qualified Staff
Image QC Scanner Image Audit staffs
Second Unit Scanner Scanning PC Image QC PC
Exp. Staff Exp. Staff Exp.+ Qualified Staff
Indexing PC Reporting & Supervision
Exp.+ Qualified Staff Shift Supervisor
Process Flow

10. 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.

11. 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. Brightness upto 130 and contrast upto 80 is
adjusted for exposure.
• Page orientation

12. 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

13. 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.

14. 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.

15. Indexing and Retrieving Tools
1. Through Index
2. Full Text Indexing
3. Folder File structure

16. 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.

17. Benefits of Document Management
1. Improve staff productivity
2. Reduce costs associated with manual document
3. Promote sharing of knowledge and information
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

18. 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

19. To Conclude
• Disaster Mgmt./Preparedness
• Efficiency of working
• Mobile Working Environment