Document management system
2 likes719 views
This document outlines a project on document management systems (DMS) focusing on processes for document creation, distribution, and deletion within organizations. It details components such as document capture, storage, indexing, security, and retrieval tools, alongside the benefits and challenges of implementing a DMS. Key considerations include technology, workflows, and ensuring data security, aiming for improved productivity and knowledge sharing.
Document management system
- 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),
- 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