Document Management System Overview
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Document management systems (DMS) allow organizations to digitally store, index, retrieve, and share documents. Key benefits include cost reduction through less paper usage and storage, improved accessibility, and increased productivity. A typical DMS involves scanning documents, digitally storing and indexing them, and allowing authorized users to securely access and distribute files. Implementation requires investment in hardware, software, staff training, and security measures to properly manage electronic documents.
Document Management System Overview
- 2. Document Management • “Document Management includes every action taken with document/s multimedia within an Organization, with respect to the Creation, Distribution, Retrieval, Versioning and Archiving of Documents (optionally multimedia material)”
- 3. Benefits of Document Management Cost Reduction in Duplication Cost Reduction in Storage Virtual Instant Access Secure and Redundant Intelligent version control Productivity Increase Promote sharing of knowledge and information Enhance corporate transparency and governance
- 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 components of DMS: • Capture/Scanning of documents from Physical form to Digit Format (pdf,rtf,..) • Digital Storing and Archiving methods • Indexing and Retrieving tools for document search • Smart Distribution of Documents from the systems to the End User • Security, protection of documents • Audit trails • Archiving and Preservation
- 7. 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 Digital FileDigital 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
- 8. 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
- 9. 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.
- 10. 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.
- 11. 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 subject to Input quality of scanned material!
- 12. 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.
- 13. 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.
- 14. Indexing and Retrieving Tools 1. Through Index 2. Full Text Indexing 3. Folder File structure
- 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. Challenges • Initial Investment and Infrastructure • Staff Training and Workflow management • Disaster Management • Redundant and System failures • Data Security/Data Theft
- 17. To Conclude • Cost Effective Solutions for your Digital Management of Documents, Audio, Video and Multimedia Material • We will Exceed your expectations in DMS turn key projects both in delivery and quality of design and implementation • Excellent Training and SLA • We provide In house and Off site hosting services using Cloud systems