The document discusses electronic document management systems (EDMS). It defines document management as any process within an organization related to creating, distributing, and deleting documents. An EDMS has five main components: imaging, indexing, workflow, security, and storage. Imaging involves scanning documents while indexing allows documents to be searched. Workflow automates business processes. Security protects documents from unauthorized access. Storage saves documents for future retrieval. The document outlines the benefits of an EDMS in improving productivity and reducing costs associated with manual document handling. Challenges include costs, computer issues, backup, and data security. Proper disaster management planning is also important for an EDMS.

1. Electronic DocumentElectronic Document
Management SystemManagement System
Pemerintah Kabupaten Pati - Jateng
Hotel Brothers – Solo , 20 – 22 September 2016
Ahmad Hanafi, S.T,. M.Eng
Hanafi.a.ahmad@gmail.com

2. DOCUMENT AND RECORD
MANAGEMENT:
TOOLS AND TECHNIQUES
Ahmad Hanafi, S.T,. M.Eng.
hanafi@mti.ugm.ac.id

3. Manajemen dokumen
• Manajemen Dokumen adalah setiap proses
yang dilakukan dalam sebuah organisasi
berhubungan dengan pembuatan, distribusi
dan penghapusan sebuah dokumen.

4. Dokumen
Dokumen adalah informasi yang dikumpulkan
dan bisa diakses serta digunakan.
Dokumen juga didefinisikan sebagai informasi
yang diciptakan, diterima, dan dikelola sebagai
bukti maupun informasi yang oleh organisasi atau
perorangan digunakan untuk memenuhi
kewajiban hukum atau transaksi bisnis.
•Bentuknya bisa berupa file elektronik, suara,
gambar, video dan juga kertas tercetak.

5. information created, received, and maintained as evidence
and information by an organization or person, in
pursuance of legal obligations or in the transaction of
business
Informasi yang dibuat, diterima dan di kelola sebagai bukti
dan informasi oleh organisasi atau perorangan dalam
cakupan kewajiban legal atau kegiatan transaksi bisnis.
Definisi Record (Rekaman/Arsip)
(ISO 15489 – 1 : 2001 pp 3)

6. Istilah-istilah yang digunakan
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)

7. Manajemen Dokumen di Lingkungan ICT
Electronic Documents/emails are
viewed or uploaded to server
using web browser

8. Komponen EDMS
Ada 5 Komponen EDMS:
• Alih Media (Imaging)
• Pengindeksan dan Fitur pencarian kembali dokumen
(indexing)
• Distribusi dan pengubahan bentuk dokumen dari sistem
(Workflow)
• Keamanan dan proteksi dokumen dari akses yang tidak
berhak, Jejak Audit (security)
• Penyimpanan dan Pengarsipan (storage)

9. Imaging Document
Management
Computer Output
to Laser Disk
(COLD)
Indexing
Workflow
Security
Storage
Presentation Layer
ApplicationIntegration
Komponen EDMS

10. Report DistributionReport Distribution
CaptureCapture
Version ControlVersion Control
Real Time RetrievalReal Time Retrieval
AnnotationAnnotation Optical Character
Recognition (OCR)
Optical Character
Recognition (OCR)
Content ManagementContent ManagementOMR/ICROMR/ICR
Business Process AutomationBusiness Process Automation
NotificationNotification Exception AutomationException Automation
Approval ManagementApproval Management
Business RulesBusiness Rules
Automated Task ManagementAutomated Task Management System IntegrationSystem Integration
ManualManual
Full TextFull Text
Quality ControlQuality Control
Key WordKey Word
FormsForms
IntegrationIntegration
RedactionRedaction
Document LevelDocument Level
User / Group LevelUser / Group Level
SANSAN HSMHSM Optical DiskOptical DiskArchiveArchive
ImagingImaging Document ManagementDocument Management Computer Output to Laser DiskComputer Output to Laser Disk
WorkflowWorkflow
IndexingIndexing
SecuritySecurity
StorageStorage
FunctionalFunctional
Print Stream
Support
Print Stream
Support
Data Intelligent FunctionalityData Intelligent Functionality
Forms ProcessingForms Processing
Komponen EDMS

11. Work Flow (Aliran kerja) Scanning & Indexing
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/PDF FileTIF/PDF 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

12. 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

13. Imaging (proses alih media)
• Imaging or Scanning: Flatbed atau ADF (Automated
Document Feeder)
• Scanners Speed: 10 – 100 dokumen per menit
• Scanning scale: 100%
• Resolution standard:
 Secara rekomendasi normal 200 dpi,
 Batas Maximum dpi bisa sampai 600.

14. Imaging (proses alih media)
• Bit depth: Kedalaman warna. Pertimbangan
terhadap tipe dokumen
• Compression: Umumnya JPG, BMP, TIFF
atau GIF.
• Exposure: Menggambarkan kecerahan
(brightness) dan kontras dari sebuah gambar.
Brightness 130 and contrast 80 disesuaikan sebagai
exposure standar.
• Page orientation : orientasi halaman (potrait)
atau landscape.

15. Imaging (proses alih media)
• 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

16. Imaging (proses alih media)
•Annotations
kemampuan untuk menambah atau menghilangkan
informasi tertentu pada dokumen tanpa mengubah
dokumen original. Umumnya : Highlighting, Stamps,
Redactions (black-outs or white-outs) and Sticky notes.
Administrator sistem diharuskan memiliki kendali atas
siapa saja yang boleh melihat anotasi dan kebisaan untuk
melihat reductions.

17. Pilihan media penyimpanan (storage)
• Magnetic Media (Hard Drives): It includes
- RAID - Redundant Array of Independent Disks,
- NAS : Network Attached Storage and
- SAN : Storage Area Networks .
• Compact Disc
• DVD’s
• Bluerays

18. Pengindeksan dan pencarian kembali
1. Through Index
2. Full Text Indexing
3. Folder File structure

19. Keamanan Dokumen
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.

20. Manfaat Manajemen Dokumen
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

21. Tantangan
• MONEY
• MAN:
• Computer Malfunctioning
• New Technologies
• Backup in different Media
• Disaster Management: backup saat gempa atau
musibah alam lainnya.
• Data Security/Data Theft

22. Kesimpulan
• Manajemen bencana (kesiapan)
• Efisiensi kerja
• Lingkungan kerja yang bergerak (mobile)

23. Maturnuwun