Document Management: tools and

techniques

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

“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”. 

SynonymsDocument 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),

Doc.Manag.at ICT Environment

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 authorized access• Audit trails

SCANNING & INDEXING WORK FLOWEnter Details on RECEIPT & Enter Details on RECEIPT &

RETURN REGISTERRETURN REGISTER

QC QC

Verified Verified

Document QCDocument QC

Document Document ScanningScanning

Preparing Pre- indexing Preparing Pre- indexing Data SheetData Sheet

TIF File TIF File CreationCreation

Return of Return of Documents to Documents to

DICDIC

Reporting, Reporting, Approval & Approval &

AuditAudit

Index & Index & Upload to Upload to

the the ServerServer

Receive Documents Receive Documents

from DICfrom DIC

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

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.

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

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

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.

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.

Indexing and Retrieving Tools

1. Through Index

2. Full Text Indexing

3. Folder File structure

Security of DocumentsThere 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.

Benefits of Document Management

1. Improve staff productivity2. Reduce costs associated with manual document3. Promote sharing of knowledge and information4. Enhance corporate transparency and governance5. E-mail and fax files instantly6. Access documents while traveling7. Publish documents to CD, DVD or the web, as

appropriate

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

To Conclude

• Disaster Mgmt./Preparedness • Efficiency of working• Mobile Working Environment