Electronic Document Management System

1. E-MANAGEMENT, ARCHIVAL AND
RETRIEVAL
OF DOCUMENTS & RECORDS
WORKSHOP ON
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2. DAY TWO
SESSION ONE
DOCUMENT MANAGEMENT
SYSTEMS
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3. Document Management Concepts
1. Creation & Distribution
2. Filing & Storage
3. Indexing, Search & Retrieval
4. Business Process Management
5. Disaster Recovery & Security
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4. PAPER BASED DOCUMENT
What is the Problem
with Paper-based
Document
Management System?
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5. Paper-based Document Problems
• High Operating Cost
• Multiple Copies
• The Quantity
• Manual & Complex Distribution System
• Manual Index may be sufficient for a small archive,
but it cannot be sustained for large, distributed
archives.
• With the best indexes, it still takes time to locate
and retrieve documents from archives.
• Multiple access to the same document is not
possible within a physical archive.
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6. …EFFICIENT DOCUMENT
MANAGEMENT SYSTEM….
ELECTRONIC
DOCUMENT
MANAGEMENT
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7. … electronic Document
Management System is a software
program that manages the creation,
storage, retrieval and control of
documents electronically.
• Key Features
– Manage Creation;
– Manage Storage;
– Manage Retrieval;
– Manage Control – Security & Distribution; &
– Is Electronic
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8. electronic Document Creation &
Distribution
Use familiar applications such as Microsoft
Office and Common Web Browsers without
the need for training or specialized
software.
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9. electronic Document Creation &
Distribution
Drop Spot & Folder Subscription
• Subscribe to folders to get updates
when actions occur on documents or folder.
• Drag and drop files unto the
DROP SPOT and immediately
share them with other users
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10. electronic Document Creation &
Distribution
View & Annotate: View documents, add
notes and review comments without printing.
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11. electronic Filing & Storage
• Organize documents into easily navigable file and folder
structure.
• Use Tags to categorize documents for criteria-based
retrieval.
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12. electronic Filing & Storage
• Recover real estate space by storing more documents in less
space.
• Policy-based Template and Electronic Index provide fast
search and retrieval, which is scalable and easy to manage.
• eDMS provides 24/7 access to authorized users from any
compatible device.
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13. electronic Filing & Storage
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14. electronic Search & Retrieval
• Storing documents is very important, but retrieval is more important.
Electronic Search reduces Time & Manpower needed for retrieving
documents and increases effectiveness.
• Full Text Indexing makes it easy to search for documents using any text in
the document.
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15. Business Process Management
• Use Visual Workflows to automate business processes
without the need to train and retrain participants.
• Append Signatures to documents electronically.
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16. Security
• Implement intelligent and granular security without reliance
on human influence & control.
• Define top-level security and cascade it to all levels within
the system.
• Regularly review access logs and audit the system for
intrusion or misuse of authorization.
• Separate confidential information from less-confidential
information within the same system.
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17. Disaster Recovery
• Disasters will always strike because they are accidents.
• The recovery plans we have in place for disaster is what
separates us from the pack.
• eDMS allows you to quickly recover from any disaster using
simple backup & restore procedures.
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18. Other Features
• Integration & Collaboration
– Microsoft Office Suite: Word, Excel, PowerPoint, etc.
– Google Drive, Google Docs, Drop Box
– Joomla Content Management System Plugin
• Mobility
– Android, iOS & Blackberry Mobile Apps
• Extensibility – Fully Documented Web Services
– SOAP API – Simple Object Access Protocol
– XML – Extensible Markup Language
– CMIS – Content Management Interoperability Services
– WebDav – Web-based Distributed Authoring & Versioning
– Active Directory
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19. TYPES OF EDMS
• Web based: One of the strengths of this
platform design is the lack of a need to
deploy a client software package. The
internet browser on each workstation is the
access point for the DM. Secondly, most
web based packages lend themselves to
supporting multiple branch operations right
out of the box.
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20. TYPES OF EDMS CONTD….
• Client Server based: Client server based
software can sometimes be faster and more
robust than other types. Due to the use of a
client package on the workstation the
refinement of the interface can be more
customized and lead to easier development of
sophisticated integration. Client server based
packages tend to have been developed over a
longer period of time, often before the easy
growth of web connectivity. This can be one of
the limitations of these packages.
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21. TYPES OF EDMS CONTD….
• Data base packages: These types of
packages are usually integrated with the
underlying data base structure like Oracle
or SQL. By storing all of the information of
the DM in the same data base they can
make very robust and sophisticated
linkages between images and the data. The
downside is often in the licensing model of
the data base and the additional
computing horsepower they may require.
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22. TYPES OF EDMS CONTD….
• Cloud based packages: Originally known as
hosted document management 'cloud' based
packages make use of software that is run on
the host's systems and permit the users of the
package to operate using a link over the
internet. They are very similar to web based
packages, except in the cloud scenario the
user data is stored on the host’s servers rather
than on a server located in the user's
office. There is no software to acquire and a
monthly subscription is used to pay for the
service.
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23. THANK YOU
END OF SESSION ONE
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24. DAY TWO
SESSION TWO
ENTERPRISE CONTENT
MANAGEMENT FOR
INFORMATION SHARING
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25. Enterprise Content Management
• Enterprise Content
Management is a strategic
foundation of a new model
for Organization
• A shift in the document and
Content Management
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26. Component of ECM
• Document capture and document imaging for capturing and
managing paper documents
• Document management for check-in/check-out, version control,
security and library services for business documents
• Web content management for automating the Webmaster
bottleneck, and managing dynamic content and user interaction
• Records management for long-term archiving and the automation
of retention and compliance policies, and to ensure legal or
regulatory record compliance
• Document-centric collaboration for document sharing and
supporting project teams
• Workflow for supporting business processes and routing content,
assigning work tasks and states, and creating audit trails
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27. Document Management System for
Information Sharing
• invoices and financial documents (complex processing
including approval workflow);
• contracts (Contract Management);
• project documentation and project management
documentation (project managed organizations);
• documents relating to internal processes (requests, travel
documents, orders, meeting minutes, guidelines, etc.);
• production documentation (drawings, production procedures);
• quality system documentation;
• HR documents and folders; and
• other documents.
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28. Functions of Document Management
Systems
• support for converting paper documents into electronic format including
intelligent character recognition (OCR/ ICR);
• organization of documents into a transparent structure;
• automatic creation of documents, management of document versions and
revisions;
• support for multiple users working with one document;
• efficient document retrieval;
• support for the creation of standardized documents and data transfer into
documents;
• management of access rights to individual documents, objects, folders,
projects, etc.;
• creation of dynamic document views;
• support for electronic approval and release of documents with the option to
use electronic signatures and forms (workflow);
• support for team collaboration;
• management of corporate document templates;
• tracking document processing history;
• document publishing on the intranet;
• document backup and archiving in accordance with relevant legislation.
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29. Features of EDMS
• Tools that allow the capture and loading of information
into the system
• Storage and archiving methods for files and documents
• The ability to support and administer any compliance or
legal requirements
• Organization of documents via an indexing system
• Search tools that enable the finding and retrieval of
information
• Security and access controls to stop unauthorized access
to data
• An audit system to enable the tracking of the life-cycle of a
document
• A workflow system that allows the automatic routing of
documents to people or departments 29

30. Barcode Recognition
Publishing Policies
Stamping (Digital Watermarking)
Forms Management
Import from ZIP archives
Import from Folders
Sync
Hot Folders
Document Delivery (Export Archives)
Import from E-Mail boxes
Scan to EDMS
Check-in & Check-out
Annotations on Documents
Send as E-mail or Download Ticket
Internal Messaging System
Integrated contacts address book
Document Rating
• Full-text Indexing
• Metadata & Templates
• Version Control
• Document Searching
• Bookmarking
• Multi-Language Support
• Drop Spot (Drag & Drop
from your desktop)
• Multi Workspace
• PDF Creation
• Full Preview
• OCR - Optical Character
Recognition
• Zonal OCR - Metadata
extraction
• Online Editing
• Digital Signature
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31. Documents archiving
Retention policies
Incremental Backup
SOAP - Web Services
WebDAV - Microsoft Windows Web
Folders
CMIS, Content Management
Interoperability Services
CIFS - Common Internet File System
FTP - File Transfer Protocol
Apple iOS devices - iPad and iPhone
Android tablets and smart phones
Joomla explorer
Dropbox
Microsoft Office Add-in
Microsoft Outlook Add-in
Google Drive
Citrix ShareFile
LDAP and Microsoft Active Directory
Metadata extraction
• Events Subscription
• RSS Feeds on Folders and
Documents
• Professional Workflow
• Events Calendar
• Security, Users, Groups
• Statistics panel
• Task Manager
• Installer for Microsoft
Windows, Linux, MAC
• Events Log
• Duplicates Detection
• System and User Quota
• Custom Document Identifier
• Clustering
• Multi Volumes Storage
• Multi Tenancy 31

32. Repository and Library Service
Capture, store, and organize information in personalized workspaces,
folders, and compound documents
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33. Information Findings
• Index most files format and taxonomy classifications. Advanced
search functions, including full text, metadata, XML, and natural
language searching; result ranking, summarization, clustering, hit
highlighting, and more
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34. Components of EDMS
• Network
Local Area Networks (LAN) and Wide Area Networks (WAN)
Used to connect the various EDMS components
Acts as the gateway to the Internet
• Servers
Separate servers or hosted "virtual" servers may be used to divide up
the system operations
The processing power of the servers may affect the performance of
the EDMS solution
• Software
EDMS software may be assessed on the following levels:
Functional - all operations that the EDMS performs
Administration - configuration elements to accommodate user
requirements
• Interface
The ease with which the users interact with the system
• Storage
The critical component of any EDMS solution
The storage system must be designed to include all working files and
documents, backups and archived data
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35. Enterprise View of ECM
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36. Summary of Advantages
• Reduced Storage
• Flexible Retrieval
• Flexible Identification
• Fast and Easy Search
• Controlled and Improved Document Distribution
• Improved Security
• Disaster Recovery
• No Lost Version
• Digital Archiving
• Regulatory Compliance
• Cost Saving
• Improved Internal Operations
• Competitive Edge
• Improved Customer Service and Satisfaction
• Preserve Intellectual Organizational Knowledge
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37. THANK YOU
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