Document Management: tools and techniques* Choudhary, Pravin.Kr., Sr. Manager (Doc.), DLF** Shokeen, Ashu (Dr.), Head & Chairman, KUK

Document ManagementDocument 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

DocumentIt 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 ManagementThere 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 searchDistribution for exporting documents from the systemsSecurity to protect documents from authorized accessAudit trails

SCANNING & INDEXING WORK FLOWEnter Details on RECEIPT & RETURN REGISTERQC Verified Document QCDocument ScanningPreparing Pre- indexing Data SheetTIF File CreationReturn of Documents to DICReporting, Approval & AuditIndex & Upload to the ServerReceive Documents from DIC

Process Flow

Sheet1

DLF DAY SHIFT WORK ESTIMATIONAUDIT

Requirements:-

Hardware

Scanner3

PC6

Staff's for two UnitsLevel of StaffStaff's for one UnitsLevel of Staff

Pre.& Ref.2TrainedPre.& Ref.2Trained

Scanning3Exp. & 10/2 PassScanning2Exp. & 10/2 Pass

Image Audit3Exp. & Copmuter BackgroundImage Audit1Exp. & Copmuter Background

Indexing1Exp. & Copmuter BackgroundIndexing1Exp. & Copmuter Background

Supervisor1Exp. & Copmuter BackgroundSupervisor1Exp. & Copmuter Background

Total10Total7

Work Flow:-

First UnitScannerScanning PCImage QC PC

Exp. StaffExp. StaffExp.+ Qualified Staff

Image QC ScannerImage Audit staffsIndexing PCReporting & Supervision

Second UnitScannerScanning PCImage QC PCExp.+ Qualified StaffShift Supervisor

Exp. StaffExp. StaffExp.+ Qualified Staff

Notes:-

1Staff level at each point of operation should be maintained

2In absence of any of the resources at any level the unit should not be operated

3Shifting of Staff from one level to another level should be strictly maintained and due certified by Shift Supervisor, SIFY Supervisor and DLF staff.

4Transfer of Staff from one shift to another should not be done at least till Backlog Audit is completed

5Transfer of Staff from one location to another location should not be done.

6Training to Staff for each activity should be strictly done.

7Proper instruction and training for each kind / Dep. Document should be done.

8Daily Reporting by shift Supervisor should be done.

9Scanning coordinator in term keep daily reporting to DLF staff.

10Document should be handled on daily basis

11Any bottle neck at any level should be handled then and there before proceeding for further production.

12Strictly compliance true all the condition is required in absence of any SIFY should answers and satisfied DLF staff in advance.

13DLF will have the authority to ask for compliance of this condition and in case not compliance with standard discuss and decided Staff suplying for scanning till compilace is restored

14Smooth functioning of scanning operation make may be reviewed on weekly basis.

15Sify is required to estimating existing document to be scanned ( In consultation with DLF) and give time frame to complete the scanning of old records.

16Condition and procedure is subjected to Discussion / Approval and review.

Need Flat Bed scanner

Sheet2

Sheet3

Sheet1

DLF DAY SHIFT WORK ESTIMATIONAUDIT

Requirements:-

Hardware

Scanner3

PC6

Staff's for two UnitsLevel of StaffStaff's for one UnitsLevel of Staff

Pre.& Ref.2TrainedPre.& Ref.2Trained

Scanning3Exp. & 10/2 PassScanning2Exp. & 10/2 Pass

Image Audit3Exp. & Copmuter BackgroundImage Audit1Exp. & Copmuter Background

Indexing1Exp. & Copmuter BackgroundIndexing1Exp. & Copmuter Background

Supervisor1Exp. & Copmuter BackgroundSupervisor1Exp. & Copmuter Background

Total10Total7

Work Flow:-

First UnitScannerScanning PCImage QC PC

Exp. StaffExp. StaffExp.+ Qualified Staff

Image QC ScannerImage Audit By SIFY & DLF staffsIndexing PCReporting & Supervision

Second UnitScannerScanning PCImage QC PCExp.+ Qualified StaffShift Supervisor

Exp. StaffExp. StaffExp.+ Qualified Staff

Notes:-

1Staff level at each point of operation should be maintained

2In absence of any of the resources at any level the unit should not be operated

3Shifting of Staff from one level to another level should be strictly maintained and due certified by Shift Supervisor, SIFY Supervisor and DLF staff.

4Transfer of Staff from one shift to another should not be done at least till Backlog Audit is completed

5Transfer of Staff from one location to another location should not be done.

6Training to Staff for each activity should be strictly done.

7Proper instruction and training for each kind / Dep. Document should be done.

8Daily Reporting by shift Supervisor should be done.

9Scanning coordinator in term keep daily reporting to DLF staff.

10Document should be handled on daily basis

11Any bottle neck at any level should be handled then and there before proceeding for further production.

12Strictly compliance true all the condition is required in absence of any SIFY should answers and satisfied DLF staff in advance.

13DLF will have the authority to ask for compliance of this condition and in case not compliance with standard discuss and decided Staff suplying for scanning till compilace is restored

14Smooth functioning of scanning operation make may be reviewed on weekly basis.

15Sify is required to estimating existing document to be scanned ( In consultation with DLF) and give time frame to complete the scanning of old records.

16Condition and procedure is subjected to Discussion / Approval and review.

Need Flat Bed scanner

Sheet2

Sheet3

Capture of documents for bringing them into the systemImaging or Scanning: The scanner should preferably have both flat bat and ADF(Automatic Document Feeder)Scanners Speed: can handle 10 to 200 pages per minuteScanning 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 charactersZone 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.

DMSs security should give the system administrator control over who can view annotations and see through reductions.

Storage optionsMagnetic 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 DVDs 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 Tools1. Through Index 2. Full Text Indexing3. 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 ManagementImprove staff productivityReduce costs associated with manual documentPromote sharing of knowledge and informationEnhance corporate transparency and governanceE-mail and fax files instantlyAccess documents while travelingPublish documents to CD, DVD or the web, as appropriate

ChallengesMONEY MAN: It is the toughest task to make people abandon there old working and to adapt to new working ways.Computer MalfunctioningNew TechnologiesBackup in different MediaDisaster Management: We can store backup data in different Seismic Zone Data Security/Data Theft

To ConcludeDisaster Mgmt./Preparedness Efficiency of workingMobile Working Environment