Document Management:
tools and techniques
* Choudhary, Pravin.Kr.,
Sr. Manager (Doc.), DLF
** Shokeen, Ashu (Dr.),
Head & Chairman, KUK
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”.
Synonyms
Document management has been named differently
•
DMS (Document Management Systems),
•
DIS(Document Information Systems),
•
IDM(Integrated Document Management),
•
EDM(Electronic Document Management),
•
ECM(Enterprise Content Management),
•
Content Management and Knowledge
Management.
•
Document Management System (also known by
some as a "paperless office" system or content
management system),
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 FLOW
Receive Documents
Enter Details on RECEIPT &
RETURN REGISTER
from DIC
Return of
Documents to
DIC
QC
Verified
Preparing Pre- indexing
Data Sheet
Document
Scanning
Index &
Upload to
the
Server
Reporting,
Approval &
Audit
TIF File
Creation
Document QC
Process Flow
First Unit
Scanner
Scanning PC
Image QC PC
Exp. Staff
Exp. Staff
Exp.+ Qualified Staff
Image QC Scanner
Second Unit
Scanner
Scanning PC
Image QC PC
Exp. Staff
Exp. Staff
Exp.+ Qualified Staff
Indexing PC
Reporting & Supervision
Exp.+ Qualified Staff
Shift Supervisor
Image Audit staffs
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 whiteouts) 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 Documents
There are basically two categories of rights:
a. Access Rights:
It basically determines who can log on the system
and which folders or files individuals can open.
b. Feature Rights:
It determines a range of actions, including adding
pages, annotating, copying, or deleting records.
Benefits of Document Management
1.
2.
3.
4.
5.
6.
7.
Improve staff productivity
Reduce costs associated with manual document
Promote sharing of knowledge and information
Enhance corporate transparency and governance
E-mail and fax files instantly
Access documents while traveling
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