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DOCUMENT MANAGEMENT SYSTEM A Concept Overview

DOCUMENT MANAGEMENT SYSTEM A Concept Overview. Need for Effective Document Management. Effective document management enables the following Reduces total cost of ownership of documents. Protects company from future liabilities due to current business transactions.

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DOCUMENT MANAGEMENT SYSTEM A Concept Overview

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  1. DOCUMENT MANAGEMENT SYSTEM A Concept Overview

  2. Need for Effective Document Management Effective document management enables the following • Reduces total cost of ownership of documents. • Protects company from future liabilities due to current business transactions. • Ensures Legal and Statutory compliance. • Effectively manages movement of information (Physical and Digital) between physically dispersed operational sites. • Assist in effective knowledge management by storing and organizing information available in a relevant form (Physical or Digital), for easy retrieval and access.

  3. Value ST DT DG Value Curve of Document Document Life Cycle Digital document Management Physical document Management Document Generation Storage Archival Retrieval Destruction Document Life Span • Value attained by the document from the point of generation to storage during the life cycle of a document is retained throughout the remaining life span of the document. • This value helps in shaping the storage strategy for the document

  4. DMS with a KISS Internet/Intranet Scanning Process Document Retrieval Telephone Request DMS System Fax Request Updation Process Employees Warehouse Indexing Process End of doc life cycle Records Email Request Document Return Destruction Process Destruction Information

  5. DMS – Modular view Schedule For Destruction GeneralMIS Reports Destroy Physically TrackandRestore DMS Solution Scanningand MappingDocuments Digital Process Physical Process Search AndRetrieve Indexingand Storing RequestforRetrieval Set BusinessRules

  6. Implementation Level Approach to DMS Initial One Time Exercise Transaction Stage Ongoing Indexing and Updation Indexing and Updation Physical Destruction as per Biz rule Validation and alignment Retrieval Replacement Process Review and Re-engineering Creating SOP Setting up SLA KT Process Process Level Organisation Transition Map Security Policy Organisation Tree Business Rules Design and Develop Customized DMS System Company Level

  7. System Impact • A strong DMS translates to an effective Risk Mitigation Tool • A central repository for business information • Lower TAT on query resolution process • Electronic Transmission Ready system • Minimized data redundancy • RFID passive tag implementation would ensure 100% visibility • Reduced time to market

  8. Business Case Analysis Scope of S/W Understanding operational and non operational constrains Process reengineering Mapping industry practices to current processes Value Innovation PAIN Design and construction Solution evolution Deployment and optimization Alignment Commissioning, Training and Maintenance Value realisation Our Methodology

  9. Thank You

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