P h o r r a m a t p a n y a p r a t _ t o n @ d u s i t . a c . t h

1. * * * e - Document Phorramatpanyaprat Tongprasong ( ( I n s t r u c t o r ) ) Faculty of Management Science October 18, 2005 Grand Hyatt Erawan BangkoK Head of Data Center Suan DusitRajabhat University P h o r r a m a t p a n y a p r a t _ t o n @ d u s i t . a c . t h

2. Convergence Yours Documents Agenda  Document Management : • Convergence • Type of data • Tech. Management • INFO. Management • e-Record Management • Documents VS Records • How to move

3. + Moving toward the Digital Era Convergence : Integrated any distribute work processor unconcerned for joining together to successfully the business goal in terms of economic saving and increasing speed with efficiency and effectiveness. Increasing marketing channel for customer consumer and user. How Convergence differentiate in the organisation : Business process, culture, goal, requirements and operational environment.

4. Type of Data • Structured Data,could capture store and process e.g, letters, records, spreadsheets, images and sound • Unstructured (80% of Content)

5. Convergence of information management technologies • Document Management • Web Content Management • Enterprise Portals • Knowledge Management • Enterprise Content Management

6. Document Content Management • Create a content infrastructure • (structure+unstructured content) • Benefit from content collaboration • (enabling knowledge workers to cooperate on business documents & information-centric projects) Enterprise Content Management  Reduce the costs

7. Convergence the Information Management Ecosystem CM Content Management DM Document Management Information-Centric Technologies CT Collaboration Tools EP Enterprise Portals KM Knowledge Management

8. THE INFORMATION MANAGEMENT ECOSYSTEM • Document Management (DM) • +Printed document and computer system • +Document storage, indexing and retrieval, strong workflow capabilities, document versioning, document check-in check-out • +Document lifecycle ( auditing, security and authorisation)

9. THE INFORMATION MANAGEMENT ECOSYSTEM • Digital Asset Management (DAM) & Digital Rights Management (DRM) • WCM,DM, DAM focus on content that generates revenue that are rich media files :images, video, or audio. • DRM extends capabilities to securing and managing the use of assets by third parties,distribution of paid content over the web • + help track and control the rights that it has granted to its digital assets

10. THE INFORMATION MANAGEMENT ECOSYSTEM • Enterprise Information Portal (EIP) • + its ability to draw together the information and applications (internal + external) • + Present a personalised view to employees • + Simplifies the process of information discovery in support of business decisions

11. THE INFORMATION MANAGEMENT ECOSYSTEM • Knowledge Management (KM) & • Collaboration KM maximise value • from its intellectual or knowledge-based assets • + category provide a platform for capturing, organising and distributing organisational knowledge • + searching, indexing, e-learning, data mining • + Collaboration-instant messaging, interactive discussions online meetings peer2peer knowledge exchange, project based team working

12. THE INFORMATION MANAGEMENT ECOSYSTEM • Software Configuration Management (SCM) Mange program code during the software development lifecycle. • - version control • - check-in and check-out facilities • - code repository • - auditing capabilities • - support the participation of geographically distributed teams in large-scale software projects

13. FunctionaliTY

14. Content Authoring Facilities for content creation using either office applications, or built-in creation tools. Emphasis on ease of use and simple submission process. • Template Support Allows separation of content from its presentation. A web designer can create and edit templates, which are applied to content submitted by authors. • Document Capture A range of techniques for adding from its presentation. A web designer can create and edit templates and transformation, and document imaging. • Content Repository A secure storage facility that is capable of handling a wide variety of content types, and enabling access to authorised users. • WorkflowSupports the routing of documents and content between individuals and process. Enables features such as document approval.

15. Web site Development Facilities for the development of content-based Web applications, supporting both code and content elements. • Personalization Allows content to be personalised to the needs of specific individuals or groups of individals. A wide range of personalisation techniques exist,based on information such as user roles, user preferences, or user activity. • Content Delivery Provides facilities for delivering document and content to users in the most efficient manner. Includes techniques such as caching of content, to reduce the load on the infrastructure. • Multi-Channel Publishing Enables content to easily be reused or repurposed, and delivered to different channels. These could include mobile devices, PDAs, print and interactive television. • Collaboration Tools that allow users to collaborate on the creation, use, and distribution of documents and content. • Content Syndication The ability to provide a content feed to a third party, often as a revenue-generating service.

16. Content Aggregation Enables different elements of content to be collected together and presented to the user in a single, unified view. • Digital Asset Security Technologies for ensuring that digital assets are used only as authorised, particularly when they are delivered outside the company firewall. • Content Lifecycle Management Facilities to administer documents and content from creation through to expiry and archival, providing complete visibility of status at any point during this process. • Record Management Specific facilities for the management of static records within regulated environments covering creation, use ,storage, retention, and disposal • Multiple Web Site Management Tools that address the needs of multiple Web site deployments, simplifying issues such as synchronisation, localosation, branding, and content delivery. • Application Integration The ability to integrate with bespoke, packaged, and legacy applications, to extract information for use in knowledge-based systems.

17. Enterprise Record Management Capability to manage the effectiveness records. Service process on time and satisfaction. Support the Executive for making decision and identify the policy. Transparency for the auditor.

18. e Record Management Strategies Business process strategies pRM  eRM (paper Record Management) (electronics Record Management) • Think About: • Risk Assessment • To ensure that the result of • eRM can be done equally or better • than pRM • The benefits must be cost effective • for the conversion. • Benefits from eRM • Reduce the cost from pRM • Saving space for the paper collection/storing. • Increasing the ability to running the business away from the competitors etc.

19. e Record Management Strategies Information strategy • Think about: • Sharing planning with the convergence technology from present till future • Costs analysis, project planning and process schedule individual technology • Business requirements integrated with technology capabilities. • Continuously production process with backup policy. • Testing and checking the accuracy documents retrieval. • Simplify with easy user interface and employee ability.

20. e Record Management Strategies Human Resources Strategy • Think About • Easy to use. • Pilot testing with small dept. before implementation. • Training • Regular training procedure or CBT (Computer Base Training) • Understanding the fundamental eRM system • Effectiveness and Risk from the ineffectiveness eRM • Suitable Application for eRM

21. + D o c u m e n t s V S . R e c o r d s • Documents • text image letter memo fax invoice map or report etc. • categorize by method of storing seal or label to identify barcode. • Records • Concerning with the DB(Database), records the document in DB, by ID (Identify) Indexing for fast referencing.

22. + D o c u m e n t s V s . R e c o r d s • Differentiate • Seek time for the document greater than records seeking time • The definition of cover the documents meanings

23. Extremely Benefits • Reduce Capital and Operational Costs • Decrease floor spaces. • Improvement the device quality with the cost effective for the initial investment • Reduce training process, learning because of reduce the number of machines and the employee for the complexity. • Launch the new business activity and well organise present business management. • Create the opportunity for increasing the processing profits and handle the high volume of business productivity and services that maximize consumer satisfactions.

24. Step for moving Evaluation Implementation Set up the model and testing process Design new system Identify the problem & organisation requirement Feasibility Study

25. Effectivieness record management is the key to be the WINNER in the business from today and the future

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