An introduction to the concept of managing information in a structured manner so that the information is made available across the enterprise in an user friendly and secure manner.

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Introduction to Document Management
Partho Nandy
Independent Consultant
Document Imaging & Information Management
Monday, 06 June 2016

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Agenda
Document Management

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Eye Opener
• 90% of Corporate memory is still paper based
• Paper files are doubling every 3.5 years - Coopers & Lybrand
• Most office workers loose upto 500 hours a year looking for documents – Gartner
• On average professionals sped 50% of their time looking for information – Gartner
• The average document is copied 17 times in its lifetime – Gartner
• 18 minutes is the average search time for a document – Gartner
• 7.5 percent of all documents get lost, 3 percent of the remainder get misfiled – Gartner
• On an average it takes 25 hours to re-create a lost document – Gartner

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Managing Documents Today
Typically an organization’s documents reside in:
Paper in files,
books & manuals
etc.
Document files
like Word, Excel,
CAD etc, in PCs
Computer printouts
Document files
backed up on
CDs/DVDs/Tapes/ etc.
Drawings on
paper/tracing paper etc
Documents on
microfilms
More than 80% of an organization’s documents reside in unstructured data

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Challenges
● Information on different media & platforms
● No central repository for information – shared file system not very efficient
● No control over document versions
● Time lost in retrieving information
● Poor access control on the documents
● Expensive storage overheads
● Documents liable to be lost or misfiled

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Consequences - Service Denials
Sorry Sir! You need to contact your home branch or give
us a weeks time to get your file!
Denying Service to Customers can be FATAL!
Customers have options, you DON’T

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Consequences – Loss of Records
More than 70% of today’s businesses would fail within 3 weeks if they
suffered a catastrophic loss of paper-based records due to fire, floods or
any other natural calamity

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The Solution
● Centralize your pool of information into a structured filing system
● Enable quick access to information regardless of the format of the source
● Exercise strict control over information access – watertight audit trail
● Automate business processes
● Instant disaster recovery in case of calamities
● Save on valuable storage space - no more bulky, expensive filing cabinets

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Electronic Document Management System
● Application Server – Index Database & Documents are stored here
● Workstations – Workstations on the network are the retrieval devices
● Reproduction – Prints on standard printers connected to the network
● Distribution – The documents can be distributed by email/fax etc.

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Document Management System - Components
● Capture & Import Tools to bring documents into the system
● Indexing & retrieval tools to locate documents
● Storage & archiving of documents
● Search tools for retrieval of documents in the archive
● Security to protect documents from unauthorized access
● Collaboration & Workflow tools

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Document Management System - Capture
● Scan documents using MFPs/Document Scanners/Book Scanners/Camera
● Import emails from Microsoft Outlook
● Save Microsoft Office Documents into the EDMS
● Save AutoCAD Drawings ino the EDMS
● Connect to standard Line of Business Applications (ERP/CRM/Sharepoint)

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Document Management System – Index/Capture Metadata
● Capture Index Data manually
● Index information captured using OCR/ICR tools for text recognition
● Index data fields populated automatically by connecting to existing databases

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Document Management System – Search & Retrieve
● Browse through folders
● Search by Metadata/Document Properties
● Search through document content
● Boolean Search (AND/OR)

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Document Management System – Document Control
● Check-out documents for editing – control document collaboration
● Version Control – Changes to documents saved as new version
● Control on changes made / Roll Back to previous versions
● Clarity on changes made – by whom/when - Audit Trail

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Document Management System – Workflow/Collaboration
● Automate Business Process
● Monitor Document Movement
● Enable Collaboration

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Document Management System – Security
● Define Users & User Groups
● Define Roles for each User
● Control access to documents/content based on User rights/roles
● Control action on documents based on User rights/roles

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Document Management System – Benefits
● Fast Retrieval – Quicker response to customer queries
● Flexible Indexing – Customised for different document types
● Full Text Search – Search not only on metadata but also on document content
● Improved security – Better and more flexible control over documents
● No Lost / Misplaced documents
● Document Sharing & Distribution easy
● Save space
● Disaster Recovery – Replicate Document Repository

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Document Management System

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Partho Nandy
Independent Consultant | Document Imaging & Information Management
Tel: +91 9831076437 | email: partho.nandy@gmail.com