document management tools and techniques l.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Document Management: tools and techniques PowerPoint Presentation
Download Presentation
Document Management: tools and techniques

Loading in 2 Seconds...

play fullscreen
1 / 19

Document Management: tools and techniques - PowerPoint PPT Presentation


  • 305 Views
  • Uploaded on

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

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Document Management: tools and techniques' - Faraday


Download Now An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
document management tools and techniques

Document Management: tools and techniques

* Choudhary, Pravin.Kr.,

Sr. Manager (Doc.), DLF

** Shokeen, Ashu (Dr.),Head & Chairman, KUK

document management
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
“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
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),
components of document management
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
slide7

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

capture of documents for bringing them into the system
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
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 archivingformat.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 cont11
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 recognitionthat 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 cont12
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.

  • DMS’s security should give the system administrator control over who can view annotations and see through reductions.
storage options
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.
slide14

Indexing and Retrieving Tools

1. Through Index

2. Full Text Indexing

3. Folder File structure

security of documents
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
Benefits of Document Management
  • 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
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
To Conclude
  • Disaster Mgmt./Preparedness
  • Efficiency of working
  • Mobile Working Environment