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DEVELOPMENT OF A DOCt]MENT MANAGEMENT SYSTEMFOR OFFICE USE

CASE STIIDY: OFFICE OF PROFESSOR EMERITUSDR. NATTII BHAi\,IARAPRAVATI, CENIER FOR VACCIIYE

DEVELOPMENT, MAHTDOL UNTyERSmy, SALAYA CAMPUS

ANAI{ ANAiYTAPIIRUTI

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A TIIESIS STTBMITTED IN PARTIAL FT'LFILLMENTOF TTIE REQT]IREMENTS FOR

THE DEGREE OF MASTER OF SCIENCE(TECIINOLOGYOFINFORuTA*TIONSYSTEMMANAGEMENT)

FACT]LTY OF GRADUATE STT]DMSMAIIIDOL UNTYERSITY

1999

.,.,".,.ISBN 97+662-972:7 *+

COPYRIGHT OF MAIIIDOL TNUVTRSITYt:

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Copyright by Mahidol UniversityCopyright by Mahidol University

Thesis

entitled

DEVELOPMENT OF A DOCI'MENT I\,IANAGEMENT SYSTEMFOR OFrICE USE

CASE SITIDY: OFFICE OF PROFESSOR EMERITUSDR NATTH BM, CENTER FOR VACCIITE

DEVELOPMENT, MAHIDOL UNTVERSTTY, SALAYA CAMPUS

..M......ky.l:*l#'Mr. Anan arr.ot pn*ti""'/""""Candidate

Prof. Liangchai Limlomwongse, Ph.D.DeanFaculty of Graduate Studies

Major-advisor

...{t,..q*!-.Y:.:.:ru: . "

Assoc. Prof. Monthree Chulasamay4M.D., Ph.D.Co-advisor

Asst" Prof. Sutatip Bhamarapravati,Ph.D.Co-advisor

Asst. Prof. Pirojana Suvanasuthi,M. Eng. (Electrical. Eng.)ChairmanMaster of Science Programme inTechnology of Information SystemManagementFaculty of Engineering

"4


Thesis

entitled

DEVELOPMENT OF A DOCI]MENT MANAGEMENT SYSTEMFOR OTTICE USE

CASE STIIDY: OTTICE OF PROFESSOR EMERITUSDR. NATTH BM, CENTER FOR VACCII\E

DEVELOPMENT, MAHIDOL ItNrVERSmy, SALAYA CAMPUS

was submitted to the Faculty of Graduate Studies, Mahidol University

for the Degree of Master of Science (Technology of Information System Management)

on

August 16,,1999

...*/. UJ::y?:Yfr!:: z,z; .4-1..##!<fr+::Assoc. Prof. Monthree Chulasamaya, Lect.Silvio L. Emery, ph.D.Ph.D., M.D.Member

Chaimran

k-*r^ +/*Asst. Prof. Kasem Kulpradi! M.Sc. Asst. Prof. Sutatip Bharnarapravati,

.,1m.*. . . . A*.".b.r .L^hMr. Anan a"*tupn*[Candidate

Ph.D.Member

Prof. Liangchai Limlomwongse, Ph.D. Lect. Thanakorn Uan-o& D.Engr.Dean DeanFaculty of Crraduate Studies Faculty of EngineeringMahidol University Mahidol University


ACKNOWLEDGEMENT

I would like to express my sincere gratihrde and deep appreciation to Dr. Silvio

L. Emery, my advisor, for his guidance, invaluable advice, supervisiorl

encouragement and kindness throughout. The use of his operating hardware,

development system and partial financial assistance from Dr. Silvio are also

appreciated. I am equally grateful to Dr. Sutatip Bhamarapravati, my coadvisor for her

help and supervision. I wish to thank Dr. Monthree Chulasamaya for his guidance and

constructive comments, and Ajam Kasem Kulapradit forhis advice.

I would like to thank Professor Dr. Natth Bhamarapravati, for his kindness

allowing me to work on his office project. Partial financiat support from him is also

appreciated. I thank the Faculty of Graduate Studies, Mahidol University, for the

financial .assistance with thesis preparation.

I arn grateful to Arjarn Penpnn Tasaso of Chemical Engineering Departrnent

for the use of office space. I also would like to thank Miss Jarawan I(humdumnrngkait,

and Miss Kamonrat Aumaerm, of Dr. Natth's office, for supplying office operating

inforrration. Their cooperation and generous assistance are highly appreciated.

I would like to thank my parents for their never-ending supporq and the rest of

my family for their encouragement. I thank my friends for their encouragement and

guidance during my joumey through graduate school.


Fac.of Grad.Studies, Mahidol Univ. Thesis / iv

3937436 EGTIA{ : MAIOR : TECHNOLOGY OF INFORI\{ATION SYSTEM

MANAGEMENT; M.Sc. (IECHNOLOGY OF

INFORI\{ATION SYSTEM MANAGEMENT)

KEY WORDS : SYSTEM AI{ALYSIS / SYSTEM DESIGN / INFORMATION

SYSTEM I DOCI.JMENT DATABASE / DOCIJMENT

MANAGEMENT

ANA}.I A}IAI{TAPHRUTI: DEVELOPMENT OF A DOCTJMENT

MANAGEMENT SYSTEM FOR OFFICE USE. CASE STI.JDY: OFFICE OF

PROFESSOR EMERITUS DR NATTH BHAMARAPRAVATI, CEN]ER FOR

VACCIM DEVELOPMENT, MAHIDOL IJNMERSITY, SAIAYA CAMPUS.

THESIS ADVISORS: SILVIO L. EMERY, Ph.D. MONTHREE CHLJLASAMAYA,

M.D.Jh.D. SUTATIP BHAMAMPRAVATI, Ph.D. 88 p.ISBN 974-662-972-7

The offrce of Prof. Natth at the Center for Vaccine Development, Mahidol

University, Salaya campus, needs a solution for how to effrciently store and retieve

essential documents. Manual methods of document storage and rehieval are slow,

error prone, and labor intensive. Information technology can provide tools to create a

more efficient and economical system to solve these problems.

This study uses the softnrare development life cycle, including system analysis,

system design, system development implementation and evaluation for the office of

Prof. Natth. The approach is to combine characteristics of databases with the variable

forms of documents. Microsoft Access 7 .0 Tlrari edition was selected as the relational

database management system to store, manipulate and retrieve document information.

The database was designed at 3NF level. Microsoft Visual Basic 5.0 was used to

create the DM application software.

The DM application is used to enhance the performance of the document

management system. This system helps the users retieve docunents faster, requires

ll26bthe storage space of the manual system, and has a lower operating cost than the

manual system; the cost of investing in the new system would be recovered within 2

years. The user evaluation indicated 97% satisfaction with the capability of this

system. Copyright by Mahidol UniversityCopyright by Mahidol University

Fac.of Grad.Studies, Mahidol Univ. Thesis / v

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flalul (DEVELOPMENT OF A DOCUMENT MANAGEMENT SYSTEM FOR

OFFICE USE. CASE STIJDY : OFFICE OF PROFESSOR EMERITUS DR. NATTHBHAMARAPRAVATI, CENTER FOR VACCINE DEVELOPMENT, MAHIDOL

UNfVERSITY, SALAYA CAMPUS) nilsn::ilflltn?uEilivrurfinuf, : Silvio L.

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CONTENTS

ACKNOWLEDGEMENT

ABSTRACT

LIST OI'TABLES

LIST OF FIGT]RES

CHAPTER

I INTRODUCTION

Background

Statement ofproblem

Objective

Scope of work

Step of work

Benefits of document man4gement system

II LITERATTIRE REVIEW

Dmument Management System

What is a Document

lv

ix

Page

iii

8

8

t2

l3

6

7

7

Whatkinds of documents

What is a Document Management System

Docrment Management system architecture

Document Management System Technology


vu

CONIENTS (Cont )

Database Management System

What is aDatabase System

What is a Database Management System

Classification of Database Management System

What is a Relational Database Management System

Characteristic of the Database Approach

Database Management System Components

Benefit of the Database Approach

METHODOLOGY

Step of work

Gathering user requirement

Determining information requirement

Analping systemneeds

Designing the recommended systemI

. Developing and documenting software

Testing and maintainingthe system

Implementing and evaluating the system

Research Tools

Hardware

Softnrare

Page

16

t6

t7

t7

l8

ie

20

20

2l

2t

22

22

22

22

22

23

23

23

23


vul

CONTENTS (Cont)

IV RESI'LT

Sptem analysis

Users requirement

The existing rystem

System design

Redesigned system

Database design

System Document

Documentsdata entry

Documents search

Making CD

System implernentation

The system evaluation

V DISCUSSION

VI CONCLUSION

REFERENCES

APPENDD(

Appendixl Questionnaire

Appendixll EvaluationForrr

Appendix III Ussmanual

Page

31

3t

3t

34

34

35

4t

4t

42

42

43

4

46

53

55

57

6t

&


LIST OF TABLES

Page

The four basic qmbols used in data flow diagram and &eir meaning 24Table 4.1

Table4.2

Table 4.3

Table4.4

Table 4.5

Table4.6

Table4.7

Table 4.8

Table 5.1

Contact name Table

Docunents Table

Storage Media Table

OfficerTable

Organizations Table

35

38

38

39

39

Table 5.2

Table 5.2

Table 5.4

Relationship of data field and data type in data entry process 42

The result of the document management system evaluation 44

Comparison of qpical storage and retrieval time (Manual vs.

Newsystem) 49

Comparative storage efficiency between paper and optical CD disc 50

Calculated operating cost of three system in one year 5l

Cost comparison between manual and computerized system 5l


LIST OF FIG{'RES

Page

Figue 2.1 Document storage processing of the document imagng system t0

Figure 2.2 Typical Components of an Electonic Document Management System 14

Figrrre 2.3 A Typical Hardware Components of Electronic Document Management

System

Figure 3.1 The seven phases ofthe system development life cycle

Figure 4.1 Context diagram ofthe existing system

Figure 4.2 Parentdiagram of the existing system

Figure 4.3 Child diagam level I of the existing system, Receipt document

process

Figure 4.4 Child diagram level I of the existing system, Send document Process

Figure 4.5 Child diagram level I of the existing system, Document storage

process

Figure 4.6 Child diagam level I ofthe existing system, Document retieval

Process 33

Figure 4.l l Child diagram level I ofthe new system, Document storage process 36

Fignre 4.12 Chtld diagram level I of the new system, Document retieval process 37

Figure 4.13 Entities relationship diagram 40

Figure 5.1 Cost comparison profile between manual and computerized system 5l

l5

2t

28

29

30

3l

32


Fac.of Grad.Studies, Mahidol Univ. M.Sc.(Tech. of Info. Sys. Managemenr) / I

CHAPTER I

INTRODUCTION

Background

Documents are a traditional method of communicating information. Many

organizations have the problem of how to store and retieve paper (hard copy)

docunents for their business functions. Documents are created for many purposes

(such as for correspondence, Iegal and academic work) and thus have different forms

and infomration content. Some organizations, such as research institutes, have as

their primary firnction the creation of documents (research papers)" The lifecycle of a

docutnent includes the processes of document generation, document dissemination,

doctrment storage and document retrieval. Documents are usually retieved to support

the generation of new documents and often refer to or are linked to other documents.

The genelation of documents (authorship) usually involves a search to locate

information contained in other documents on specific topics.

Traditional manual methods of paper document storage and retrieval are slow,

error prone and labor intensive. For example, a manual document filing system may

consist of a frling cabine! folders and a log book. Documents are assigned a docgment

nunrber, data is recorded about the document (author, address, date, keywords etc.) in

the logbook, the document is placed in a folder and may be filed according to the

document number(chronological, subject, document tlpe etc.). More sophisticated

methods of manual document storage, organization and retieval have been developed

in library science, but are usually prohabitively expensive for individual offices andCopyright by Mahidol UniversityCopyright by Mahidol University

Anan Anantaphruti Intoduction/ 2

other small organizations. This problem is a significant bottle-neck (imFedimenQ to

the development of new knowledge and technology.

Information Technology GD has as one of its origins, the study of methods

for the automated storage and retieval of information. The application of IT to

document management should be capable of providing a more efficient and less

expensive solution to the storage and retieval problem. IT has also provided tools

(word processoa, desk top publishing, etc.) for the generation of documents in digital

form, which are well developed and widely used.

Two different general approaches to a document management system exist.

these are a hlpertext based system and a database based system. A hlpertext system is

a document retieval system that exploits links between documents(in digital fomr),

whereas a document database attempts to combine the data manipulation (storage,

retrieval) characteristics of a database, with the variable form and information content

of documents(both of paper-base and digital form). For very large systems, such as the

World Wide Web, experience has shown that the hypertext approach even for all

electonic document is inadequate. Database search engines, such as those developed

by Yatroo, and Digital Equipment corporation (Alta Vista) are needed by users to

enable the retrieval of useful documents. Database management systems are therefore

one of the best available information technologies for storing, editing, manipulating

and retrieving data rapidly and inexpensively. However, documents and databases are

very different concepts in information technology. Documents have a unique form and

content, whereas databases consist of many records of the same form but different

content. This incompatibility is the problem. Dcuments are different from data and


Fac.of Grad.Studies, Matridol Univ. M.Sc.(Tech. of Info. Sys. Management) / 3

the infonnation content of documents is not easily divided into the smaller and

manageable pieces of data required by a database. With this fusion approach

(complete integration of document with the database), documents have to be

generated in a very structured fomr whereas database must be designed to be flexible

forrr. The components of document then. can be organized as part of the database.

This is very diffrcult to achieve in practice. The approach used in this study is more

modest, and relies on the explicit determination of user requirements to design an

adequate database storing critical document retrieval information extracted from the

documents.

Both of these approaches are efficient tools to manage docunents. The

Hypertext approach is limited to only electronic documents but document database

approach can handle both paper and electronic documents.

This project document management system was developed by using the

document database approach. This approach was selected to be as compatible as

possible with paper documents, because almost all of the documents used by the

clients office are paper documents.

Statement of Problem

The Center for Vaccine Development, Mahidol University, Salaya Campus has

the office of professor Natth Bhamarapravati. The main functions of this office are

research, and vaccine development, and the production of the research papers. The

researcher has to share knowledge base on his research with people in other

organizations inside and outside ofthe country. This work generates a large number of


Anan Anantaphruti Intoduction / 4

documents, on average fiffy documents per day. Most of these documents are stored

in a file cabinet by using the simple manual document management system briefly

summarized in the intoduction. More documents arrive each day. This has led to

document processing problems, particularly in storage and retuieval using the office,s

manual system. This is symptomatic of a capacity problem, and has resulted in the

office staff devoting a greater percentage of their time to document

management.Document management work has also impacted other office work.

Although in this system, Prof. Natth's secretary filed each category of documents

separately and the documents were filed under the sending organization'name, a lot of

time was still required to find and refiieve needed documents. In some cases, certain

documents could not be retieved because of lose or misfiling the document. So this

situation generated the requirement to improve the document management process.

An automated Documents Management System using database and IT technologies is

our choice to solve this problem.

Objective

To develop an improved automated Documents Management System for use

in Prof. Natth's offrce at Center for Vaccine Development, Matridol University,

Salaya Campus.


I

Fac.of Grad.studies, Mahidol univ. M.sc.(Tech. of Info. Sys. Management) / 5

Scope of Work

This project will meet user requirements for a new Docunents Management

System that will simplifr the tasks of Dr. Natth's secretaries. The project will

concentrate on the following subjects:

l. To analyze the existing system.

2. To design the new system, concentating on the following areas:

2.I Database design; storage and retrieval document.

2.2 Convertpaper document to scanned document image.

2.3 Storage of scanned images in permanent storage(Compact Disc)

3. To design and develop application software for Documents Management

System.

4. User manual

5. User training

6. Implement the new system.

Step of work

l. lnterview users, review existing manual system and documented procedures

2. Determining information requirements

3. Analyzing system needs

4. Designing the system, presenting system analysis and recommendations

5. Developing and documenting software and system maintenance

6. Testing system and acceptance

7. Implementing and evaluating the system


AnanAnantaphruti Intoduction/ 6

Benelits of Documents Management System

The new syst€m will provide the following majorbenefits.

1. Less storage space required

2. Fasterretieval

3. Lower operating costs

Existing System

l. Hardware

l.l Computer Penti,m 150 Ndha Ram 32VIb, Hdd I Gb, Hdd l.Z Gb.,

8X CD-ROM, 16 Bit Sound Card

1.2 Scanner: IIP ScanJet 4 C

' 1.3 Printer: HP Laser Jet 4 L

2. Softruare

2.1 Windows 95

2.2 Mictosoft Office 7


Fac.of Grad.Studies, Mahidol Univ. M.Sc.(Tech. of Info. Sys. Management) / 7

CHAPTER II

LITERLATT]RE REYIEW

While the information age has promised a paperless office, the modem offices

create a significant increase in the amount of paper documents produced. This

increased amount of paper must then be sorted, filed and stored in filing systems

using expensive office space. Trouble still exists in finding documents when actually

need. A solution to this problem involves a multifaceted technology approach.

Document managernent combining diftbrent technologies to convert store and catalog

paper documents. Technologies dealing specifically with storage of paper documents

involve scanning, and database system.

1. Document management system

In this section, a general overview of documorg document image management

systemo and funre tends is discussed.

1.1 What is a document ?

There are several differentpossible meaning of the word "document"

In the broad agenda for document management research, Spring(l) defined,

oodocument is an identifiable entity, having some durable fonn, produced by a person

or persons toward the goal of communication and may take a number of forms but

must have at least one symbolic manifestation that can be comprehended by hurnans".


Anan Anantaphnrti Literature Review / 8

Although documents are not sEictly defined but generally documents may be

considered to be a sequence of textual and graphic qmbols rqnesent with ink on

paper.

1.2 What kinds of Documents

The Information Exchange Steering Comnrittee (ESC) defines three types of

documents. These document tlpes are(2):

1.2.1 Corporate docunents,which are all documents that are used by

an organization in the course of its blsiness such as legal and audit documents.

1.2.2 Working documents which are either copies of existing corporate

documents or are in the process of furttrer developmen! or are documents which

relate to policy, program or management issues.

1.2.2 Personal documents which are the concern of an individual

only, and also include documents such as personal notes.

13 What is a Document Management System?

The concept of document management is nothing new. The term o'document

managemenf'means the contol of documents so that the right information is put in

the hands of the right people at the right time (3). Full document management is the

control of documents through their entire life cycle within an organization, from

initial creation to final archiving. Document management allows organizations to

exert greater control over the production, storage, and distribution of documents,

yielding greater efficiencies in the ability to reuse information.

Traditionally, there have been two classes of document management ( ). The

first is management of fixed images of pages or document image management (DM)

and another is management of editable documents or electronic documentCopyright by Mahidol UniversityCopyright by Mahidol University


management (EDM), such as word processing files and spreadsheets, These two

classes differ largely in the fact that image documents are static, while editable

docurnents are dynamic and sfuqnging. The functions associated with the two classes

differ as well. Systems supporting image type documents are suited to maintaining

legacy documents and handwritten notes in the organization focus on access, with

iopuL indexing andretieval6s important fimctions, while systems supporting editable

document t)?e are suited to organization with large repositories of electronic

documents focus on creation, with joint authoring, workflow, and revision control as

the central function.

In the first class of document management, the document storage process

generally follows a few steps (5):

l. Determining that the paper document must be permanently filed.

2. Defining the key words for that filing. The key words would include

the customer's name or client number, as well as words that would be appropriate for

future searches.

3. The document is scanned to make an image of the docurrent for

imagrng or to read the document for optical character recognition.

4. The document is then indexed using the key words.

5. The document is stored on a media that date when the document

was changed into electronic format.

6. depending on the business computer infrastructure and

environment, the document is then made available to people at their desktops.

l


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Anan Anantaphruti Literature Review / 10

In another class of document managemen! the document is actually created in

electronic form by using word processing, spreadshee! and others. The firnction in

this system focuses on management of the entire dssumsaf life cycle.

scannmgdocuments

storingon media

definingkeywords

Figure 2.1 document storage processing of the document imaging system

It is important to note that document management is not yet a single

technology, but several (5). The major challenge at this time is the integration of these

technologies - those for image storage and retieval, and document presentation --

into a single integrated system. In the fufire, document management functions may

be incorporated as a basic set tools of operating systems, much like the current file

access mechanisms (7).


Fac.of Grad.Studies, Mahidol Univ. M.Sc.(Tech- of Info. Sys. Management) / I I

Although document management systems perforrr several fimctions but the

basic feature set is addressed in terms of indexing and searching(8). The following

qpical firnctions, that a document management systems perform (9):

l. Capture or scanning. This is the conversion of existing paper-base

information(documents) into electonic form(image). This is represented by the

physical processing of documents tbrough an opto-mechanical sczrntrer.

2. Indexing. Indexing is a means of finding a particular document

among a repository of stored documents. Two types of indices may be used, keyword

or full text. Keyword index focuses on user-defined categories, while full text index

allows the user to find the documents that contain an arbirary set of words.

3. Storage. Many different storage media are available ( magnetic and

optical). An optical storage facility using CD-R is the main technology that will be

used in this imaging system. Because it has a high storage capacity, low cost, and is

easily integrated with any system that supports SCSI(Small Computer System

lnterface).

4. Refiieval. Retrieval is related to the indexing scheme used. A frling

system approach, found typically in smaller, single-user system, will use filing

cabinet, folder, and document-name metaphor to retieve images. The DBMS

approach , which is the most of items that are entered manually by a data entry

operator using the scairning process or are optionally extracted by image processing

field-oriented OCR, A text retrieval approach will provide retieval based on the

textual content of the docunent. of coruse, the text retieval approach mandates that

the scanning process include OCR image processing.



5. Distribution The most popular approach to distibution of images

uses the file system on a client/server architecture to allow for shared access to the

images.

6. Display and printing. From the user's standpoin! display and

printing are the most important considerations of all for a production imaging system.

1.4 Document management system architecture

there are three fimdamental document management architecture: stand-alone,

host-based, and client/server(9).

l. Stand-alone systems. A stand-alone imaging system is like an electronic file

cabinet. Its purpose is simply to replace paper with elechonic storage. A stand-alone

imagrng system has all the basic hardwear and software components required for

imaging, storage and retieval.

2. Host-base systems. the host-base environment is generally applied when an

existing corpomte repository of documen8 is used across an enterprise. Most often

this represents a transaction-oriented application that is augmented with imaging. The

host-based architecfire relies on a mainframe or minicomputer as the image

repository, server, and manager. The devices included in this system are like the

stand-alone systern, compression and decompression hardware or software will be

required to enable efficient image transmission.

3. Client-server systems. the clienUserver environment is the predominant and

preferred imaging architecture. The server acts as the provider or repository of the

images and hosts the database to access image information The client acts as the

requester of the images and provides the user interface and image processing.



15 Document Management System Technolory

ln an optical document management system, docrurents are stored on film.

Micrographic systems involve the use of film (typicdly microfilm, or microfiche) is

used to keep the document material for compact long-term storage. Micrographic

systems incorporate a photographic process that captures the image of every

document processed by the particular system.

A computer based index to film records is sometimes created to aid in locating

specific documents on individual physical film records. Computer based (database)

systems are available that support query and retrieval of specific document images

from the appropriate film roll, or microfiche card.

. In recent years, electronic document processing systems provide alternatives

to physical processing of paper or the use of micrographic systems. They perform the

same fimction as the older optical systems but the process of electronically scanning a

document replaces the process of photographic documents. Electonic systems have

also been used to replace micrographics systems, ild in some cases a phased

Eansition has occurred.

Most electonic document processing systems generally include the following

components (10):

l. System hardware component. An optical scaoner to convert paper

docurrents into an electronic form as an example.

2. System software component. The sample of this component is a

database system to organized stored documents and/or an OCR system.

With this technology, you can convert a hard copy document into an image

document. You can view documents on screen and, if desired, exactly duplicate the


AnanAnantaphruti Literature Review / 14

origrnal document by printing. It is very useful when you put image document data in

a database. The capabilities of database management enable you to easily search for

and view your targeted document

rysterncontolerlScanner eta Fnana$ment qf$em nncs Storage

Prlnterc

'Jukebox. Optcal

Drive

NetaorkUnks

M TTFffiIIr

".{1,*- .lfr+

tHt( F)IffiHffiffi

Figure 2.2 Typical components of an large electonic document management system.

1.5.1 System Hardware Component

The component of an electronic document management system usually

includes the following components (10):

l. Flatbed Image Scanners. These devices convert document material into

digtal image documents.

2. Hig!-speed Communications lnterface. Most of electonic document

mrnagerrent systems, supporting multiple simultaneous usiers in a distributed

environment require high speed communications.

3. Mass Storage. Optical disks are very suitable for long term archival

storage.Magnetic media dislq zuch as disks or tape are necessary for temporary

storage. The capability of magnetic media make it unsuitable for permanent storage.

Llserc PBs


Fac.of Grad.Studies, Mahidol Univ. M.Sc.(Tech. of Info. Sys. Management) / l5

4. Displays. The resolution of image display device must be suffrcient to

display a legible portion, full orthumnail ofthe image document representation.

5. Hard Copy Output Devices. Curently the most desirabte hard copy output

device, are laser printers because they provide sufficient resolution for legible

reproduction of black and white scanned binary image document, and 4 to 12

pages/minute output. Inkjet printers are also zuitable but have slower print speeds.

ScannerComputer

Laser Printer

Figure 2.3 A typical hardware components of electonic document management

system.

1.5.2 System Software Components

An electronic document management system will include several tlpes of

software. Software components in this system include the following (10):

1. Operating System provides overall control of basic processing and

input/ouput firnctions.

2. Document management application software designed to support the

specific document processing requirements. Generally, such application software


Anan Anantaphruti Literature Review I 16

supports document acquisition, indices, image storage, retrieval, image display, and

hard copy generation.

2. Database management system

Database management system (DBMS) is the.core of a document management

system. DBMS allows documeut management system to query docrlnent database

and to retieve information based on the logical stnrcture of the index.

2.1 What is a Database System ?

Database System is a computerized record-keeping system whose overall

purpose is to maintain information and to make that information available on demand

(13). The information can be anything which is significant to the individual or

organization (13). Database system has four major components.

2.1.1 Data are the inforrration stored in the database system.

2.1.2 Hardware of database system consists of a secondary storage, a

storage and UO device, processor(s), and associated main memory. All are used to

support the execution of the database system software.

2.13 Softrvare is an interface between users and data in a database

management system. AII request from users for access to the database are handled by

the DBMS.

2.1.4 Users are people who interact with DBMS. User can be categorized into

three classes. Application prograrnmers are the people who responsible for writing

application programs that utilize the database. End users are people who work with

the system from online workstations or temrinals. The database adminishators are


Fac.of Grad.Studies, Mahidol Univ. M.Sc.(Iech. of Info. Sys. Management) / 17

users who create the acnral database 6d implement the technical contol needed to

enforce the various policy decisions made by the manager.

To access information from a database, one needs a database management

system.

2.2 What is a Database Management System?

DBMS is a collection of programs that allows the users to store, modiff, and

extact information from a database. There are many different tlpes of DBMSs, to

suit different types of computer they will be located on.

Requests for information from a database are made in the form of a query,

which is a stylized question. For example, the query

SELECT ALL WHERE NAME = ,'SMIT}I, ANID AGE > 35

requests all record in which the NAME field is SMITH and the AGE field is greater

than 35. The set of nrles for consfructing queries is known as a query language.

Different DBMSs support different query languages. Structured Query Language

(SQL) is a semi-standardized query language. Sophisticated languages for managing

database systems are called fourth generation language (4GL).

The infomration from a database can be presented in a variety of fomrat. Most

DBMSs include a report writer program that allows the users to generate data output

in the form of a report. Many DBMSs also include a graphics component that allows

the users to ouput information in the form of graphs and charts.

2.3 Classilication of Database Management System

DBMSs are classified base on the data model that are relational, network,

hierarchical, and object-oriented model ( I 5).


Anan Anantaphruti Literanre Review / 18

l. The Relational Model. This model represents a database as a

collection of tables. Each table can be stored as a separate file. Most relational

databases have high-level query language and support a limited form of user views.

2.T\e Network Model. This model represents data as record t1pes. It

also represents a limited tlpe of One to Many relationship called a set type. This

model has an associated record-at-a-time language.

3. The Hierarchical Model. This model represents data as hierarchical

tee structure. Each hierarchy represents a number of related records. There is no

standard language for the hierarchical model, although most hierarchical DBMSs

have record-at-a-time language.

4. The Object-oriented Model. This model presents a database in term

of objects, their properties, and their operations. Object with the same structure and

behavior belong to a class, and classes are organized into hierarchical or acyclic

Saphs. Operations of each class are specified in terms

2.4 What is a Relational Database Management System ?

Relational Database Management System (RDBMS), introduced by Codd in

1970, is a type of database that stores data in the form of normalized relations ( i.e.,

relation variables) of assorted degree (14). RDBMS is powerfirl because it requires

few assumptions about how data is relate4 or how it will be extacted from the

database. As a result, the same database can be viewed in many different ways.

Another feature of relational systems is that a single database can be spread

across several tables. This differs from flat-file databases, in ufiich each database is

self-contained in a single table. Almost all full-scale database systems for personal

computers use a relational database.Copyright by Mahidol UniversityCopyright by Mahidol University

Fac.of Grad.Studies, Matridol Univ. M.Sc.(Iech. of Info. Sys. Management) / 19

Characteristics of a'true" relational DBMS (15).

l. All inforrration are represented only in tables.

2. Eachatomic value is accessible by combination oftable name, primary key

and columnname. There are no duplicates.

3. The treatment of NULLs is systematic..

4. Line data catalog is maintained.

5. Data sublanguages are comprehensive.

6. Updated can be viewed correctly.

J. Inseft, Update and Delete are used as Set operators.

8. Physical data, Logical data, Integrity and Distribution are independence.

9. Non-subversion is needed.

Elmasri R, Ass. Prof. in computer science, offer a more succinct set of tlree

basic rules to defined RDBMS (15):

1. It must store data as relations such that each column is independently

identified by its column name and the ordering of rows is immaterial.

2. The operations available to the user, as well as those used intemally by the

system, should be true relational operations; that is, they should be able to generate

new relations from old relations;

3. The system must support at least one variant of the JOIN operator.

2.5 Characteristic of the Database Approach

Database approach is distinguished from the traditional approaches of

prognmming wittr files. In the database approach, a single repository of data is

maintained, defined once, and then accessed by various users (16).



2.6 Database Management System Components

The tlpical component of database management systems are (1Q:

l. Stored database.

2. System catalog/data dictionary.

3. Stored data which are used to contol access to DBMS information

stored on disk.

4. DDL compiler processes schema definitions and stores it in ttre

DBMS catalog.

5. Run-time database processor handles database accesses at run time.

It receives retrieval or update operations and carries them out on the database.

6. Query compiler handles highJevel queries which are entered

interactively.

7. Pre-compiler extacts DML commands from an application program.

8. DML compiler is used to compile the command from user into

object code for database access.

2.7 Benefit of the Database Approach

The advantages of using database come from'the centralized contol of the

data. The ability to contol information redundancy allows faster renieval of data. Its

ability to represent complex relationships among data allows data search from more

than one primary key. Thus it should be suitable to use RDBMS in the document

management system as a solution to the office management problem.


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Management) l2l

CHAPTERItr

METHODOLOGY

1. Step of works

ln this thesis we develop document management application for the Center for

Vaccine Developme,lr! Mahidol University, Salaya Carnpus. We can divided the task

into seven step referred to the systematic approach. The systems development life

cycle (SDLC) is a phased approach to analysis and design which hold that systems are

best developed through the use of a specific cycle of analyst and users activities(17).

6. Testing and

maintiaining

system

5. Developning

& documenting

softrrare

4. Designing the

recommeded

syslem

3. Analping

system needs

Figrue 3.1 The seven phases of the systems development life cycle.

1.1 Gathering user requirement

ln this first phase, we concerned with acquisition of users in the new

computerized document management systems . The requirement will be collected by

interviewing the users (system operatiorur managers and operations workers) in the


Anan Anantaphnrti Methodolo5y 122

Dr. Natth's secretary office. And then generate report containing list of users

requirement scope of system.

1.2 Determining information requirement

In this phase, I am stiving to understand what information usen need to

perform their jobs. The details of current system functions will be collected by

interviewing the operations worker : how does the current document system work?

who are involved in the system and what the job is he or she responsible for? After all

the detailed report of current document management system are generated.

13 Analyzing system needs

After determining information requirement phase, it is an analyzing document

management system phase. Data flow diagram technique is used to represent the

document management processing (inpu! process, and output). Data dictionary is

developed that lists all of the data items used in the system. Decision tables are used

to analyze structrued decisions.

1.4 Desiguing the recommended system

In this phase, collected information in the earlier phase are used to accomplish

the logical design of document management system. User interfacg input and output

layout and database are designed in this step.

1.5 Developing and documenting software

Code and user manual of application software are developed in this phase.

1.6 Testing and maintainingthe system

Application software are tested to find and correct an eror . Maintenance of

the system and is documentation are carried out roughly in this phase.


Fac.of crrad.shrdis, Mahidol univ. M.sc. (tech" of Info. sys. Malrage,ment) / 23

1.7 Imptementing and evaluating the system

Document management system are implemented in the Center for Vaccine

Developmen! Mahidol University, Salaya Campus. Users training are organized to

demonstrate howthe new system work

2. Research Tools

I divided the tools to use in this thesis into two groups, One ishardware and

another is softruare.

2.1 Hardware: ComputerPls0withCD-Recordable

Scanner

Printer

zlsoftware: Windows 95

Microsoft Access9T (Thai version)

McrosoftVisual Basic 5

LEADTOOLS 8.0 Pro E:rPress WIN32


Anan Anantaphnrti Results / 24

CHAPTER TV

RESI]LTS

This study focused on the analysis, design, and system development of a DMS

for the office of Professor Emerittu Dr. Natttr, Center for Vaccine Developmen!

Mahidol University at Salaya. The results of study divided into five parts, sysrem

analysis and design, the desigl of database system, the desigu of Document

Management system, requirement of document management application and the

evaluation of the application.

The system analysis and design are represented by data flow diagram. There

are four basic syrnbols to display data movement on the diagram as show in table 4.1

Table 4.1 The four basic symbols used in data flow diagram and their meaning

Symbol Meaning

--.--_.-->

External Entity

Flow of Data

Process

Data Store


Fac.of Grad.Studieq Mahidol Univ. M.Sc. (tech. of Info. Sys. Management) / 25

1. System analysis

1.1 Users requirement

Operational manager provided an information on desired document

management system. The system had to manage many trues of document such as

mail, fax, e-mail. User requirement was

o Faster store and faster docuurent retieval.

o Reduction ofphysical storage size.

r Reductions of human effort in document processing;

o Reduction of lost or incorrect filing document.

o No lost of document content during storage.

1.2 The existing system

The flows of doctlnEnts through and from Prof. Natth's office are

shown as a context diagrarn in figure 4.1. ft shows that the system has three entities,

Prof. Natth, Other Organization and Central Library at Salaya.

Entity 1: Prof. Natth

Prof. Natth, a senior researcher at Center for Vaccine Development is

the main entity. He is the main person utilizing data from the system. This system is

established to support correspondence between Prof. Natth and Other Organization.

Documents from other organizations arrive at the system, then go to Prof. Natth.

When documents are approve{ Prof. Natth send them back to be stored on the

system. He also requests the retieval of some documents when needed.

Entity 2: Other Organization

Other Organizations are document producers or recipients of

documents. Documents sent from other organizations to Prof. Natth through system


Ananfuiantaphruti Results / 26

process are called incoming documents. Documents sent from Prof. Natth tbrough the

system to recipients are called reply docume.nts. Both document tlpes can be in

different forms, i.e., postal, mail, Fax, parcel post or Email.

Entity 3: Central Library at Salaya

Some old documents are transfer from the system to Cental Library at

salaya. This entity acts as a permanent storage of some documents.

Document Management system can be identified into different process:

Process 0: Document Management

This process handles all docrunents for Prof. Natth. The main functions

are forwarding incoming documents, creating new outgoing documents, store and

retrieve documents, and send out old documents to Central library at Salaya under the

command of Prof. Natth. Parent diagram of the existing system is shown in figure 4.2.

Process 1: Received Document

When documents arrive the office, they are classified by their t1pe, i.e.,

mail, fu or email. The incoming mails will be investigated. If the document had

previously been received by fac. If it has a fa,xed copy, the mail will be kept in the

same place as its fax copy. If it has no for copy, a received number witl be given to

the document based on the English or Thai content of the mail. Other documen6 are

again separated into Thai or English document. Then the secretary will give different

received number format to Thai and English document. Documents with received

number are moved to Process 2 as shown in figure 4.3.

Process 2: Filling in Report Binder

All documents from Process I are filed in the report binder. This

process prepares document for zubmission to Prof. Natth.Copyright by Mahidol UniversityCopyright by Mahidol University

Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Management) t27

Process 3: Produce Correspond Document

Prof. Natth drafu the reply letter and has it typed. The tlped letter will

be sent back to Prof. Natth for approval before going to Process 4.

Process 4: Send Document

Each reply letters is classified into either Thai and English document.

Then received appropriate sent number based bn the language used in the letter.

Duplicated letter is then the griginal letter will be sent out while the duplicate is kept

using process 5.

Process 5: Document Storage

Each document is classified either as an incoming or outgoing

document, English or Thai. Each will then go to storage chronologically as shoum in

figure 4.5

Process 6: Document Retrieval

Search and retieval of documents are two separate steps in document

retieval (figure 4.6). Requested document infonnation from Prof. Nat8r and the

incoming mail searching for its fa:r copy are the input of this process. The system will

be searched to locate the requested document or the matching fax docurnent. When

founded, document will be retieved and sent to Prof. Natth, or incoming mail stored

in the same location as its fa"r copy.

Process 7: Documents Removal

The main fimction of this process is to move some old documents to

the pennanent storage, Central library at Salaya, under order from Prof. Natth.


CONTEXT DIAGRAM

F(D?,,cu,

N)6

OtherOrganlzatlon

CentralLibrary at

SalayaDocument

Management System

Ea,E9ot,8EC'e

Prof. Natth

Figure 4.1 Context diagram of the existing system


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (tech. of Info. Sys. Management\ 129

E(uttu)bI)

(n

xoo

o

clbct€0)L.GIAe!sfG)

bD

It{

(,E

ooco

CLo

EEeqa.. Eot>tEiEo

te,'oo

coE=oo!\3a

il(,

l.{aHzfrlilO{


CHILD DIAGRAM LEVEL 1

PROCESSI : RECEI\{ED DOCUMENT

E's

tso,

o)IJtfEtrt.

mail havesbrlrgplocation

Mail hsve notlocation

Ttrai

FoU'dIA

t,oFigure 4.3 Child diagam level I ofthe existing system, received document Process



PROCESS4 : SEND DOCUMENTS

>t,DclbF,ft

c)HDo.,V)

otDtt,

trE

O.o

E'

F(apHt?c,Frol*lE'Bau,

klltEItr,

otlt!EIoE

t*)Figure 4.4 Child diagram level lof the existing system, Send document Process



PROCESS 5 : DOCUMENT STORAGE

E'Dtr

BBo)tETHc

h6ve storagelooation

Eng semding

Thai sendingrumentbinder

Eng; incomingdocume,nt bindo

Eng; serdiogdosumqttbinder

m00mmgreut binder

Thai.

rpoord

documeotseot bask

F(ot,drn

t,t\)Figrue 4.5 Child diagram level lofthe existing system, Document storage Process


CIIILD DIAGRAM LEVEL 1

PROCESS 6 : DOCUMENT RETRIEVAL

ffi

Figure 4.6 Child diagram level lof the existing system, Document Retrieval Process

4322'7 r I Aq1 ty c?5Copyright by Mahidol UniversityCopyright by Mahidol University

AnanAnantaphruti

2. System design

Results / 34

To improve the performance of existing DMS, storage and retrieve document

processes were redesigned by using the information technolory. Computerized system

was implemented to digitize, store, and retrieve docuurents. The database was

designed to record extacted document data and location of digitized document in the

computerized filing system. The database was also used to search stored document

and provide the location of any needed documents.

2.1 The redesigned system

The new system was developed based on the existing system. The

redesign processes are described below.

Process 5: I)ocument Storage (Figure 4.7)

There were two types of document aniving at this process,

incoming (submitted) and sending document (copy of correspondence). All

documents were transformed into image document files, which would then be

tempomrily stored on the harddisk. The essential document information, as defined

by the user, would be extacted as each document was being digitized, then placed in

a database system- When stored files was bigger than 550 Mbyte, &ey would be

transferred to CD mediun using CD-Recordable drive. The English and Thai scanned

documents stored in se,parate binder.

Process 6: Document Retrieval (Figure 4.8)

This process had search and print document firnctions. The inputs

of this process wererequested documents inforrration from Prof. Natth, and incoming

mail information from Received Document hocess. The system has to search

documents that match the input inforrration, then printed a hard copy of requestedCopyright by Mahidol UniversityCopyright by Mahidol University

Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Management) / 35

documents. This hard copy will be sent to Prof. Natth" In another case, the system

would search stored documents for the document with matching content with the

incoming mail. When such a matching was founded, the incoming mail would not

need another incoming number.

' z.zl)atabase design

The database system is the core technology for fast document retieval.

Relational database system is implemented to keep the record of documents. The user

requirement glven by inteniew allowed infomration to be summarized in to many

relations. Each relation was simplified using the normalization rules so that each

entity meets at least the requirements of 3td normal form. This means that redundant

infonnation in the design is zufficiently minimizes so that the relation tables in the

database may now be defined. The following describes each relation in the database.

Contact nome ?able (Toble 4.2)

This table keeps records of contactperson who sent document to hof. Natth.

Table 4.2 Contact name table

tr'ield Data Tvoe Leneth Format Delinition#CtNameId Autonumber 4 z(3)9 Contact person ID.Fname Text l5 xfl5) First nameLname Text 20 x(20) Middle name and Last nameOreId Number 4 z(3)e Oreanization ID.OFPhone Text l5 xfl5) Office Phone numberExtsNo Text l0 x(l0) Extension Phone numberEmail Text 30 x(30) Email Address



PROCESS 5 : DOCUMENT STORAGEEIsa

BDtsNDtE,'E

Thai sendingdocument binder

Thai. incoming

Eng. inomingdosumot binder

mail have storagelocation

F@a2cu)

t,c,\

FigUre 4.7 Child diagram level lof the new system, Document storage ProcessCopyright by Mahidol UniversityCopyright by Mahidol University


PROCESS 6 : DOCUMENT RETRIEVAL

Figrre 4.7 Child diagram level lof the new system, Document Retieval Process

FrJp()b|*toNB'aIo.o

eu2

q,lfooE'

F(r)PHt?clFrot-frE

B-v,

kNE,p

oa(D

Et.DEI\9t)\t


Anan Anantaphnrti Results / 38

Documents Tahle Qable 4.3)

Documents Table is desigued to store key infomration from each document

i.e., contact penon, organization name, date of issue. Document storage location is

automatically stored in the document table.

Table 4.3 Document Table

Storoge Media Table (table 4.4)

This table keeps the record of storage media. It is used to identiff the location

of document storage when documents are tansferred to a permanent storage on a CD

disc.

Table 4.4 Storage media table

Ollicer Table (Table 4.5)

The Officer table is designed to collect names, extension phone nunrber, and

email address of each worker who receives or sends out a reply to ach document

receiving by Prof. Natth's office.

FieId Data Type Leneth Format Definition#StNo Autonumber 4 z(3\e Document ID.CtNameId Number 4 z(3)9 Contact person ID.ofld Number 4 z(3)9 OfficerID.Date Date / Time 10 z9l9919

999Storage Date

DocDate Dale lTime l0 z9t9919999

Generated document date

Title Text 100 xfl00) Title of document

NOFPaee Number 2 Z9 Number ofthe documentStoraseMediald Number 4 ZB)9 Storaee Media ID.

f ield Data Tvoe Leneth Format Definition#stMId Autortumber 4 z(3)9 Storaee Media ID.StMedia Text l0 x(l0) Storase Media


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Management) / 39

Table 4.5 Officertable

O r g onizotions Tabl e (Tab lea. 6)

This table keeps a list of organizatisns. In each organization, the record of its

address, telephone number, far< number are recorded.

Table 4.6 Oryanizatron table

Note: # in Field column mean it is primary key in ttre table.

Some data fields in these relations are related each other. These relations are

delineated by Entity Relationship @-R diagram) as show in figwe 4.9.

Field I)ata Tvoe Leneth X'ormat Defrnition#ofld Autonumber 4 zG)9 Officer ID.Fname Text t5 x(ls) First nameLname Text 20 x(20) Middle name and last nameExtsNo Text 10 x(l0) Extensionphone numberEmail Text 30 x(30) Email address

Field Data Tvoe Leneth X'ormat Delinition#OreId Autonumber 4 ZB\9 Oreanization ID.Orpfi Text 150 x(ls0) OreanizationAddress Text I50 xl50) AddressCity Text 20 x(20) Citv/AmohrnState Text 20 x(20) State / ProvinceZpcode Text 10 x(10) Zio CodeCountry Fa:r 20 x(20) CormtryPhone Text l5 x(ls) Phone numberFax Text l5 x(1s) Fax number


Results/ 40AnanAnantaphntri

E6tb6l

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Aq.-.trantro

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dbEiqchdoL

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Fac.of Grad.Studies, Mahidol Univ.

3. System I)evelopment

M.Sc. (Tech.of Info. Sys. Management)/41

Document Management Application softu,are was developed called

"Documate V.2.U'. This application has 3 firnctions as following:

3.1 Documents Data Entry

This program contols operations of the scantrer. The scanner is used to

convert paper documents into digitized documents that are binary image file in the

computerized system. The digitized documents have the following properties.

o Image resolution: 300 dpi (dot per inch)

o Image Upe : Black and White

o Image size : A4 (8.27 x 11.69 inch)

. Scaling :100%

o Image file format : BMP file

The digitized document files are temporary stored in a "Tmp" folder under

'oDocumate" directory. The filename format is 'tcd#no.bmp'. The *#no" is the

scanned page number of each dssrrmsnt- When the user elrters document data, all files

will be Eansferred to their folder. The software will automatically generate document

storage data which wil be stored in the document database (table 4.7)."t\e software

uses the Storage Number from the database to automatically generates folder for

stored documents. Documents will be stored as 'qycdno#stnon?. The .?Stno. is

Document Storage Number.


Anan Anantaphruti

Table 4.7: Relationship of data field and data type in data ** r*."*r.

Results / 42

Data fields Data Type Enter by

Iszued document ddeTitle or keyword ofthe documentContact PersonOffice stuffStorage NumberStorage dateNumber of docume,nt page

Document Storage media

3.2 Document search

A user can search a doctrment by keyword, contact name, officer name or

issued document date. A list of doeuments which matches the search criteria will be

shown on the computer screen. The user can selects a record, then views the particular

document on the screen. Document can be printed out if need. If the selected

documents were stored on a CD disc,.a message will show up to request a particular

CD in storage. When the user put that particular CD disc into CD drive, the requested

document will b€ displayed on the screen. The software also provides "Zoom [n" and

"ZoomOut'fimctions which allows user to view the detail in the document.

33 Making CD

This fimction will allow the user to tansfer scanned document files from a

temporary storage (harddisk) to a permanent storage (CD disc). This operation is

required when the size of stored doctrment files take up around 550 Mbytes. The

software will show a list of digitized documents which will be moved to a CD disc.

With user approval, tle softruare will tansfer docnment files and file folders to a CD

disc using CD-recodable application. When the tansfer of document files are

Document dataDocument dataDocument dataDocument data

Stomge dataStorage dataStorage dataStorage data

UserUserUserUser

SystemSystemSystemSystem


Fac.of Grad"Studies, Mahidol Univ. M.Sc. Clech of Info. Sys. Management) /43

completed, the software will update 'ostorage Media" field in the document database

to a respective CD disc.

4. System Implementation

Documate V.2.0 digitizes, stores, retrieves documents and handles database

records using a computer system. Specific computer, peripheral device and some

certain applications are needed to create and effective work system.

4.1 Minimum Hardrvare Specification

4.1.1 A computer with Pentium chipl33 MHz with

. 32 Mbyte of RAM

o Z.lGbytes of Harddisk

o 8X speed of CD-ROM

e Recordable CD Drive with SCSII interface

4.1.2 Ascannerwith SCSII interface, minimurn 300 dpi resolution

4.1.3 A laserprinter

4.2 Software requirement

4.2.1 Operating system: MS Windows 95

4.22 Recordable CD Application : Adaptec Easy CD Creator Delnxe

v.3.0r B

4.2.3 Document management application : Doqmate V2.0


Anan Anantaphruti Results /44

5. The system evaluation

System evaluation was organized after 30 days of system implementation.

The areas of evaluation are data entry" dataprocessing, and output of the system.

The results of the system evaluation from two users who work on the manual

document management system is shown in table 4.8.

Table 4.8 The result of the document management system evaluation.

Question

€oo\i/ ro

1Oo

sEoo()

sL6t

fE

Loo^nr -c-.lc6t

TE

sLoo

Er

Score t 4 3 2 I1. Data Entn,

Suitable font and letter sizes 2Simplicitv of messase for data entrv 2Convenience of data entrv 2

Simpliciw of operatins instruction 2

Disolav arranEement 2Presentation reeularitv I I

Annroved Data entry Score (7o) 95

Z.Data Processine of the wstemTime Processine of the system 2Convenience of ooeration I I

Aonroved Data processins Score (%o) 95

3. Output of the sYstemOutputformats 2Explanation of the output format 2

Anoroved Outout of svstem Score (7o) 100

4. OtherUser's manual claritv and ease of use 2

Approved Miscellaneous Score (%o) 100

Anproved SYstem Seore (7o) 97


Fac.of Gad.Studies, Mahidol Univ. M.Sc. (Tech. of lnfo. Sys. Management) / 45

User approval of data entry and data processing are 95 and 95% respectively.

Forthe other two processes, user approval was 100%. Total user approval was97%o.

This is a very good level of evaluation


Anan Anantaphruti Discussion / 46

CHAPTERV

DISCUSSION

Office of Professor Emeritus Dr. Natth Bhamarapravati is a center of

communication between the Center for Vaccine Developmeng Mahidol University,

and many domestic and foreigu research organizations. Many documents are received

and sent out daily. These documents are received in the form of mail, Email, Fax,

joumals, reprints and conference documents; Document storage, retrieval, generating

correspondence in both English and Thai are vital processes in this office.

A manual document management system was used to file and retrieve

documents. This system kept the document in 4 separate binders based on the

language appeared on the document and its routing, which are

l. Incoming Thai documents

2. Incoming English documents

3. Outgoing Thai documents

4. Outgoing English document

Document number, date, name of corresponden! aod keyword for each document was

registered manually in a logbook attached to the inner front cover of each binder. This

information was used to retieve an individual document. Documents were punched

and filed in each ring binder by document number order. As each binder was fille( a

new binderflogbook was prepared and the firll binderwas stored on a shelf.


Fac.of Grad.Studies, Mahidol Univ. M.Sc. Oech.of Info. Sys. Management)/47

The storage and retrieval of paper documents and the manual document data

management have many problems.

1. Dr. Natth's office has a limited stomge space. The office solves storage

space problem by moving some older documents out to be stored at the Cental

Library at Salaya Since the new stomge place is oflsite, the access to older docume,lrt

is more limited.

2. Finding a document in need is the problem. If a document could not be

retieved by name of correspondence, date, or keyword, a document by document

search was needed. This could be a very slow process, especially for an older

document. Staffs effort to find lost and misfiled documents cotuiume many man-

honrs.

3. Degradation of paper document due to storage environment in Dr. Natth's

office is also a problem. lnterrrittenfly air-conditioned office environment with

fluctuating humidity allows damage to occur to toner based document.

Exposure to pollution, high temperatures, fluctuating humidity, light and

infestation by insects or microorganisms for a period of time are main causes of

document loss. The exaurples of these problems are foxing fading, moul4 tide lines,

surface and ingrained di4 mechanical wear and tear. Fax documents are particularly

sensitive to fading and loss of legibility over time. Low quality paper degrades rapidly

umder these conditions. Ideal storage conditions for paper are 20o C and 50% relative

humidity with less than 20 Ltx light levels. These controlled climate conditions are

expensive, difFcult and impractical for an operating office in Thailand (18).


AnanAnantaphntri

\

Discussion / 48

These problems indicate that the manual storage and retrieval document

system has timited capacity and performance which do not meet current user

requirements in Dr. Natth's office.

The office had investigated commercially available solutions utili-ing

scanning and optical character recognition (OCR) technologies, such as TextBridge @

Xerox. These were formd to be inadequate for the following reasons.

Limitedto one language @nglish orThai)

Useless for handwritten documents

Loss of signature information, required for legal purposes

Doctrments that were oCRed required often extensive editing to correct

OCR errors. Optical Character Recognition software claims 98olo accuracy that mean

98 out of 100 chracters are correctly identified if the document sources are clarity. In

the practice at Prof. Natth's office, some documents are fax, photocopy that has ttre

document clarity problem so the OCR accuracy is not achieving 98 percent. Since

there are medical and other scientific terminology in many of Dr. Natth's documents,

additional technical expertise is required to conect result from OCR

5. Required extensive computer taining for operators to operate softnare, and

reliably man4ge document files.

Document management application using psgrrmzfs V.2.0 solves or avoids

many of these problems. Document input and storage are simple and efficient

Documents are scanned and stoied as black and white bitnapped images at 300 dpi.

This resolution is compatible with most commercial OCR programs either Thai or

English proganr, and meets an additional user requirement to occasionally, extac!

l.

2.

3.

4.


Fac.of Grad-Studies, Mahidol Univ. M.Sc. (tech. of Info. Sys. ManagemenL) 149

edit and/or update a document using a word processor without retlping the

information.

Technically, the new system provides user three advantages.

1. Faster retieval of doctrment When the existing system and the new system

are compared, the fulI search document retieval time in the new system is lll time

fastern while the document storage time remains the same. The implementation of a

new system alone will excessively reduces mrnpower in one year (Table 5.1)

Table 5.1 Comparison of tlpical storage and refieval time (Manual vs. New system)

TasU Step Time in secondsNewSystem NewSystem

Manual System Pen$um {33} (Celeron 366tz(CDR 4XCDRHP Scanner UMN( Scanner3OODPI BAA' 3OODPI B/WHP4LPrinter HP4L PrinterElharnal Eaol Elhama0

FilinglndexEnter DataScan/PageStore

0.040.030.0

1.5

5.040.00.0

40.0

0.040.015.00.5

Task Total 71.5 55.5

RetrieveFullSearchLoad MediaGet Document

1,840.00.00.0

5.010.0

1.5

1.810.00.8

Task Total 1.840.0 16.5 '12.6

DistibutePhotocopy per pagePrint per page

6.0 0.00.0 15.0

0.015.0

_ Qpy via,Network 0.0 r.5 0.2TaskToFl 6.0 16.5 1S2



2. Less storage space is required. A CD disc will hold data up to 650 Mbytes.

The fiIe size of digitized Black & White document fi.le converted from A4 size

document is l.I Mbyes. So a CD disc will be able to hold around 550 document

pages plus 100 Mbytes database file. One CD disc requires 9.6 cubic inch storage

space while 500 pieces of 80 gram ^A4 paper (1 ream of paper), requires 229.5 cubic

inch stomge space (Table 5.2).,The document kept digita[y using the new document

rnanagement system uses 26 time less storage space compared with the old system.

Table 5.2 Comparative storage efficiency between paper and optical compact disc.

Storage Containermedla unit

Gontalnerdimensions'

Page per Page percontainer cubic inch

Requiredspace

A4Paper ReamCD disc Pack

1^8.ifl..255x5.5x0.35

?29.59.625

500 2.178550 57.143

* The dimension is measured in inch

3. Lower operation costs. The new system required a new computerized

system.This generates additional expense to the office. However, the new system will

reduce the document retieval time more than l l l time comparing with the existing

system (Table 5.1). This reduction of retieval time reduced enomrous labor cost

which is the main operating cost of the docunent management (Table 5.3). The fixed

cost and operating cost per year are calculated (Table 5.4) and plotted (figtre 5.1). The

cost profile of tbree systems shows that the expense of the new system (1999

Hardware) will be covered within three years.


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Management.) / 5l

Table 5.3 Calculated operating cost of tbree systems in one year

Manual NewSystem 1999 HarduareSystem (Hous/Day) (HourslDay)

Retri eval ( Docum ents/Day)Distribution(DocumentdDay)LaborEstimated

Table 5.4 Cost comparison between manual and computerized system

52

300

Gost UnitPrice ManualSystem NewSystem Newsystem

Gomputersystem withScanner, ClWriterand Laser PrinterFiling cabinet

Variable costCD discFolder

0.006,600.00

125,000.00 56,000.003,300.00

* Calculate from salary ofthe secretary (6,000 Batlr/month)

Gost benefit profile of three system200.00

150.00

100.00

50,00

0.00

3Year

+,-tr(E

oc,C'qFx

<- Manual system

--+- New system1997

NewSptem1999

Figure 5.1 Cost comparison profile between manual and computerized systemCopyright by Mahidol UniversityCopyright by Mahidol University


The evaluation of different processed involved in using the new DMS,

which are data entry, data processing, or{put readout and user manual, showed that the

approval rating was higher than 90 percent. The result showed that users were

satisfied with the capability of the new developed system.


Fac.of Grad. Studies, Mahidol Univ. M.Sc.(Tech" of Info. Sys. Manage,ment) / 53

CEAPTERVI

CONCLUSION

The office of Professor Emeritus Dr. Natth Bhaurarapravati at the Center of

vaccine Development Mahidol University, Salaya campus had a document

management problem. The existing manual method of document storage and retieval

had insufficient processing capacity and thus became too slow, error prone, and labor

intensive. Information Technologies, including imagdng, relational database and

graphical user interface, were combined to create a more efficient and cost effective

system solution for these problems.

This study analped, designed and developed an effective DMS for Professor

Natth's office. This DMS irnplemented a document database approach to combine the

regular data charactertistics of databases with the variable data characteristics of

documents. Mcrosoft Access 7.0 Thai edition was selected as the relational database

management systems fonnat to store, manipulate and retieve document data and its

information. The database was designed at the 3NF level. Microsoft Visual Basic 5.0

and LeadTools 8.0 Pro Express WIN32 were used to integrate the document

management system components and to create the graphical user interface of DM

application software.

The essential information and office procedures were gathered and graphically

interpreted by using data flow diagram. A new document management system was

then designed to include a database ss that all the entitiw satisfied the third normalCopyright by Mahidol UniversityCopyright by Mahidol University

AnanAnantaphntri Conclusion / 54

form definition for relational databases. This step was desigued to improve the speed

of searching and retieving documents.

Document Management Application Softnare was written using Microsoft

Visual Basic 5. The application had 3 main fimctions, which are: 1) tnput, Document

and Data Eotry, 2) storage and orrtput, Document CD creation and 3) retrieval and

outpuit, Document Search and hard copy generation. The Document Data Entry

fimction is the conversion of paper document to digital image document file. It

includes the exfiaction and input of all essential document data to the database

component of the system. Image data was stored Foldet and image filenarne were

generated automatically by the system. Search firnction was used to retieve

documents from storage media, Hard disk or CD disc. The document could be

displayed on scree& and printed on paper if needed. Create Document CD firnction

would transfer document files from a temporary storage (Ilard disk) to a permanent

storage (CD disc).

The new system uses 26 ':mss less storage space and l0 times less retieval

time compared to the existing manual system. Although the fixed cost of the new

computerized system is higher than that of the existing system, the operation cost or

variable costs are sienificantly lower. The investuent of the developed system can be

recovered within 3 year *itn tn saving of 2A%in operating cost annually.

The system evaluation was made after 30 days of implementation. The overall

results had higher than97 percent approval rate. The direct users were satisfied with

time saving operation as well as the ease ofthis application.


Fac. of Grad. Studies, Mahidol univ. M.Sc.(fech. of Info. Management) / 55

REFERENCES

l. Spring MB. Electronic printing and publishing :The document processing

revolution New York Marcel Dekker, 1991.

2.IESC's Electronic datamanagement strbcommittee.Improving electonic document

management: Guideline for ausralian govemment agencies. Canberra(ACQ:

Commonwealth of austaliU 1995.

3. Ikuse J. Getting start with EDM. Machine Design 1996;68(17):170.

4. Itlord and picture. InfoWorld 1996Jul;18(29):100.

5. Yudkowsky C. Image is every thing in cneating paperless office. Baltimore business

journal 1997I.Iov.

6. Cleveland G. Overrriew of document management Technology. The National

Library of Canada, 1995June. LJDT Occasional Paper. no.2.

7. Yudkowsky C. Paperless office can have long-term paybacks. Baltimore business

journal 1997-lrlov.

8. Cleveland G. Document management system. TheNational Library of Canada,

Network Note, l997March. no.44.

9. Koulopoulos TM, Frappaolo C. Electronic document management system:

A portable consultant New York: McGraw-Hill, 1995.

10. Green WB. Introduction to elecEonic document management systems. San Diego

(CA): Academic Press, 1993.

55


Fac.of Grad.Shrdies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Man4gement) / 56

I l. Parer D, Paro$ K. Management practices in the electronic records environment.

Archives and manuscripts 1994;22(l):106.

12. GerlachD, WanerJ. Office automation and docume,ntmanagement Libraries:

theheart ofthematter, Proceedings ofAust. Lib. Inf. Assoc. 2nd Biennial

Conference Canbena, A.L,I.A. 1992;2:119-20.

13. Date CJ. An intoduction to database systems. 6e ed. Reading(IvlA): Addison-

Wesley,l995.

14. Codd EF. A relational model of data for large shared data banks. CACM

1983;26:82-90-

15. McFadden F& Hoffer JA. Database management. 3'd ed. Redwood city(CA):

Benj amin/Crrmmin gs, I 99 I .

16. Elmasri R,Navathe SB. Fundamentals of database systems. 2od ed. Menlo .

Park(CA): Addison-Wesley, I 994.

17. Kendall I(E, Kendall JE. System analysis and design. 3d ed. F.nglewood Cliffs

(NJ): Prentice-Hall international, I 995.

I 8. WWw.Geocities.com/AthenVCrete/l 555/Paper Conservation Causes and

Treatnent.hft ., I 999sept.

56


Appendix I

Questionnaire


Fac.of Grad.Sfirdies, Mahidol Univ. Iv[Sc. (tech. of Info. Sys lvlanagement) / 57

APPEI\TDD( I

Questionnaire

Determining Information Requirement

General infomation

l. What is the tJpical processing of exist dwument managerne,ut system(DMsP

2. List the different tlpes of doctrme,nt and how long there be kept in the existing

DMS?

O Paper base docunent

Lefier

Published article

Invoice

Recerpt

Document

Photograph

Book chapter

O&er(please spec$)

Keepinetime (yqr)


Anan Anantaphruti

O Electronic document

Appendix/ 58

E-mail

Internet search document

Other (please speciry)

3. How many documents are kept in the system per day?

o lSorless o t5-30 o 3l-45 o 46ormore(specr&)

Technolory infomation

4. How many computers does your business have?

O 10 or less O I l-20 O 2l-30 O 3l or more (speci$)

5. what kind of computer system arshitecture does your business have?

O Stand-alone O LAI{ O WANI O Other

6. What tlpe of computer plaforms does your business have?

O LJND( O Macintosh O PC-Compatible O Other

7. What are the kiud of operating systems on your computer?

o Ms-Dos O Windows 95 O OS/2 O Other

8. What is the speed of CPU on most of your computers?

O 386 or less O 486 O Pentium O Other

9. List the peripherals on your computer systems. (Can choose mor€ than one)

O CD-ROM O CD-Recordable O Sormd Card O printEr

O Scanner O Digital Camera O Other (specify)

If dou't choose printer and/or scrmner in question 6 please proces the next section.


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Iech. of Info. Sp. Maoage,ment) / 59

10. Whd kinds ofprintefs are connected to your computer systems?

(Cao choose more thm one)

O Dot Metix O Inkiet O taser O Other

I l. What kinds of scanner are connected to your computer syste,ms?

(Can choose more than one)

O Hand-held O Flarbled O Sheefed O Other(specify)

Olficer Infomation

12. How many people work on the existing DMS in your organization?

O 5 or less O 6-10 O 11-15 O more than 15 (qpecify).

13. How many people on this system are working on the computer systems?

O 5 orless O 6-10 O ll-15 O morethan 15 (spec8)

Gathering User Requirement

14. Does.your business have any plan to change existing DMS to computerized

system?

O Yes. O No. O Do not know

If choose Yes please a$rwer the following question.

15. Tentative time to start computerized DMS

O Within 6 Mts. O Wi&in I yr. O Within 3 yr. O Other (specifr)..,.....

L-


AnanAnantapbruti Appendix/60

16. What are the fimctions you want on the computerized dogrmelil manageme,nt

systems?

17. How much money does your business plan to spend in this proj@t?

o 10,000-25,0008aht o 25,000-50,0008ahr

O more than 50,000 Baht (specify)


Appendix II

Evaluation Form


Fac.of Grad.Sfirdies, Mahidol Univ. M.Sc. (tech of Info. Sys. Management) / 6l

APPENDD( II

Evaluation form

Questions

tt9oI?!)

E0o(,LclE

f.o0ELGI

EE

Lootu

l. Data Entry

Appropriatemms of letersize and fonts

Simplicity of messages for data enty

Convenience of dam enty into the system

Simplicity of instruction for operation

RelatMty ofjargons

Appropriateness of display arrangement

Presentmion regularity

2.W Processirg ofthe system

Time kocssing ofthe system

Convqrience in operation

3. Outputofthe systeur

Output formaf

Explanation of the output format

4. Other

Appliebility of user's manual as the reference ofoperation

Recommendation


Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech. oflnfo. Sys. Management) / 62

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AnanAnantaphruti Appendix / 64

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Appendix / 66

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Fac.of Grad-Studies, Mahidol univ. M.Sc. (Tech. of Info. Sys. Management) / 67

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. nfindrJu *rucu,

F drfi {oryanfnsru qu ddds.rnr : rn'rulu :vuuoqiudr or uanr{onrrrdrnrn

nrnuant{onaru hiartr:otn'ru{o4anflnuuqudiidsmr:1d rdomrnfi{oryalu:uuuuda

F drhifi{oryar^rrinttuqudddo.rnr:r$ir urcoriufin{oqariuu$ouocuanr{onarrusllnrn

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AnanAnantaphruti

ilvt In?tilrililflioua

o m-urddo uuraqaufnuugudinfiu

o uflluIoryarrufinmu

rururarf m: f,nr{n rutugu d "rAI

muluraflouJa

Appendix/ 70

o nfindrlru *udtr'

nrn udes{oryahi'fr1#f,o fi utodrdosnr:utlnln:ruas r6uoufn.rru gndinfi umfohi

. aa^nrlryes" rfi odo.rnr:ufih r6oo6nrlrr{o' ruaohidosnr:[fi1cl:ru

asr6uoronfnmuqud{n6u

R1fl urtolrn'r:ud'lr floqa:ruas r6uomrinrru gu t1{n6urai oauq:'af



nnau{orya

M.Sc. (Tech. of Info. Sys. Management) / 7l

o n'ud6o urrudqanu-Ruugudinfiu

. na'ndtlr.nu.

F n: tfiida u{oqnnrinmu gu d "r ra$ o eur;: ai lil:m:uocuam #onarulfn :ru

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01fl:uljil14:O ur

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AnanAnantaphruti Appr,ndixl T2

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o nfinddlu'ito' rdsnduhlfi.rurhm "{oqanrinuugudiodu-



,r9^rflo{a6nono

jsn1rmililoua

M.Sc. (Tech. of Info. Sys. Management)173

. frlr{{oqnf,finrioA- soil1ildQa

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o Jr, io nannuil "l?IU"

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I A 9 9a , ic, d tRllurflet{tfl on?1u lfl ilc,o{a4oafl oyt gto{tfl 'l:ldSttdutJ:s[


AnanAnantaphruti Appendix/ 74

{. n: fi dhifi {oqno*in: / uriawrutu : yuu osueon{onarruuffshflfrtdyr:ru dr

nm (Brruaur6uom: rfiru{oryaorr{n: lurhflonr:rfi ru{oqaorrinr I m riumu)

nrnuaor{on'rrru 'hinunoryaosr{n:iids.rnr: hflrfiru{oqao.rrfn:riourirnr:nrdru#oryaf,6ooio


Fac.of Crrad. Studies, Mahidol Univ.

g,Jt In1tiln teu.uoilaq

M.Sc. (Tech. of Info. Sys. Management) / Z5

. firur{do urraqaflfiooio

. ufftt{oryafrfieeio

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- orrin: / uilruqru

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aurouo{noao

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Anan Anantaphnrti

nlrdil{aua

o firuddo urraqa{finoio

o nfindrlr *au-

F n: 6ifi au{orya f,a'noio ra$raur;: ol lilrun:uosuaor{ooarudrnrn

Appendix / 76

nrrureor{on?rilnr:ail{orya{6ooioauq: ai

F n:6dfifloqaronar:iidr,rf,ufriuflfiooio fidosnr:auooRo1n:uuu lil:un:uocrffios{o

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* n : fi ii {l#tri do.r n r : a u{o ry

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rfl alufiouYtlnl5 ailfl o{a4oo9t o


Fac.of Grad.Shrdies, Mahidol Univ. M.Sc. (Tech. of Info. Sys. Manage'ment) / 77

Rlrrrdn{nllufl{n?1udurf,ud:cfldrqtsnar:fiu{or'ododde.rnttailoon0tn:uilu

nr:uff tmarreTurfluf:su'irtfr or'noioriutonar:

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o odniirJrl *uflh' rnjsfi rnr:a#rsnaruf,ifiuffl6ereiof,uronar:lmrio Jtto nanmqu ,du uar u,u o a'rr fi duool : ufih nzrr du#u ffil

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,',un',rdu uruaqa flfi nsio lfinfi ndrlu'uffltrttu ruer'

odniirlu 6o' tfionfiu'hJft nrlroo 4oryaflfiooio-


AnanAnantaphruti

lydtrouao{Rflr /riil?u{llr

de,nltmailoua

o n'rurd{oqaosr{n: I ttdrumuAtrtroo{nnt / uu?u{luCrYlog

oAolmo / $Jo{t

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o na^niirlrtdu'\ sAll t Ay d o r 9 9 q,- filuilo{ao{rnR:vrgto{n'r: rTru Iutuuuogrta? 0slldo{ton?1un{R1ll

Appendix / 78

nrrrdo{{on?rrlhidlr,r:nrndrudoryasrrfn:fi do.rnlr1druierornfi {oryalu:ruuude

F drlrifi {o{ao{rinrfidosnr:rfiu rfforiufin{silar3uu$outsuaoq{sn?1r,d{nrfl

nlilurro{{oneril rfirucloryao.rrfn: I uilausrufi domr:ra$naruq:d


Fac.of Grad.Shrdies, Mahidol Univ. M.Sc. (Tech- of Info. Sys. Manage,ment)179

9nIn'Eun Hiloua

AlAa.tlruflso o{nR: / ilu?u{'tu

/mriauuu

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o na'nrlryes" rdodosnr:udlr uiona'nrlru rvo' riiohidssnr:uffluru

asr6uos.rr{n: / fl ileucru

o

a ,blJrtn tilflouao{nflt

I

dr' vrog

Rrrrnto{R1:ufih{oqa:rsasr6uno*in: I ndausrum$oarurpai


AnanAnantaphruti

nnauilorya

o fur{iis o.rrfn: /ilileurru

o na'nd{ru.hu.

) n:didau{oryaotrim raBoauq: oi }J: un:u ocuaos{ooarrl#vrmu

Appendix / 80

nrnuaor{on?'rilnr:aufloryao.rrfn: / r daurruarqrei

F n:6iifi{srya{6noioddrurf,uf,f,uo.rrin:fidosn15auoon0'rnssuu lil:iln:ilocuaos{o

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rralufrouyrlnlsautoryao{on5 / 14u?u{l'tu


Fac.ofGrad.Shrdies, Mahidol univ. M.sc. Crech.of Info. Sys. Management)/ gl

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,lonrrdu ourin: h?nfi nfi rlu'ufrhrfo, ur,'

ofi nditu'ftn' rdondutrJ 6on rlrno'doryao*{n: / m daurru,


Anan Anantaphrdi

RrrflilmrnRilrtI

dunounrrdurrofln.ls

Appendix / 82

o nfindrlrdumfiruu roor ua' @ rdoriundofildu,roneir

nrnuansllofrunr:dur,rr{oryaronar:

o donfia{ofidosnr:duluu#roo-.4- fi?t:o{t9at

- 4oonosdea

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o n^rur({oqa fi do.rnr: dun rlu n: ou {oryad ro16 uru 1{

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lli,;t$6rfi1&,1 j $rtlif l

f,f,iLW

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Dr.n ah BbeFerndt M.D..D$C.CENIIB trOR V.{CCINE DBVELOP}EN!ITTSIITUTE OT SCISNCES AND TECHNOT-OG'I" POX AESSA.NCH,t{D DErEt opi{ENT, IUAITflDOL UNWEGTTt AT SALATA25U5 P}ruT}IAII{ONTHONT, NAKHOilPATH OM?3lfir THATL.qNDTEL ; 62 4L-&1(5.. 66,a 44190(6 F aar 66,2 4ns{i',- 62 qkgr$E lliJtIL ADDnFS ON INTEENETT sl&E @ Elk&dflrilErt

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Fac.of Grad.Studies, Mahidol Univ. M.Sc. (Tech" of Info. Sys. Management)/ g3

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qrildosnr:


Anan Anantaphruti

nrrlou{oryaaluuuniufiGi

cTuqou nr: Ioufiru{srualrjf,s uniu fi d

. ndndrJudtuluolrruurr,,riufifi ffio nfind{ru '1iun'n'turar?roo .trfia{5lufrluuoa.,:ddornr:riuyr'naruuuriu66.

rfi orirnr: dro{oryaasudufid

Rlrurdo{:1unr:ronariiiovqndruhlf,sudu66

Appendix / 84

Dr.Nstrh thansqpror6t Bil.D.,DSc.CENTBR FOR I'ACCINE DE}:ELOPT.'ENTINSTITUTE OT SCIENCES AND TECHNOLO(}Y FOR RrSE.{NCHAt{D DEI?LOPIfi,NT. M{IHIDOL IJNWPRSI?Y AT SALAYA25f25 PHUTHAMONTHON4, NAKHONP.E,THOM 7313O THAILAND

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Fac.of Grad.studies, Mahidol univ. M.sc. Crech.of Info. sys. Management) / g5

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AnanAnantaphruti Appendix / 86

- nd'ndrluriufin ffil dufuu{oryaasuuuriufid

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Anan Ananaphruti

NAME

DATE OFBIRTH

PLACE OF BIRTH

INSTITUTIONS ATTENDEI)

SCHOLARSIilP

POSITION & OTTICE

Biography/ 88

BIOGRAPHY

NIr. Anan Anantaphnrti "ut[ uirlltFJ'

16 December 1970

Bangkolq Thailand

Chulalongkom Univenity, 1989-1992:

Bachelor of Science @iochemistry)

Mahidol University, 1996-1999 :

Master of Science (Technology of

Information System Management)

, Partially Research Study Scholarship from

Faculty of Graduate Studies, 1998

1992-1992, Dept of Biochemisry, Testing

and Measurement Center, Thailand

Institute of Science andTechnolory

Research C[ISTR), Bangpoo Industrial

estats, Samutprakarn

1992-1996, Scitronic Co., Ltd.,

Phaholyothin Rd., Jatujalq Bangkok

43227


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