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 from DIC Enter Details on RECEIPT & RETURN REGISTER Preparing Pre- indexing Data Sheet

Return of Documents to DIC

QC Verified

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

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

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. DMSs 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 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 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