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University of Palestine Information technology college

Electronic Document Management System Technologies

Electronic Document Management System Technologies

PreparedPrepared by:by:Niddal abu swerehNiddal abu swereh

Supervised By:Supervised By:Miss Rasha AtallahMiss Rasha Atallah

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Agenda

• Introduction

• Eras of Systems

• Document Management

• What is an EDMS?

• EDMS Technologies

• Workflow Vs. Workgroup

• Use of EDMS Technology

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Introduction• Documents are results of most business

processes. They can be made of multiple media.

• Once you have them, you need to manage them.

• Only if you have documents, you can have relationships (hypertext).

• If you have a process for creating, reviewing, approving documents, you need workflow.

• When you’ve documents you need ways to retrieve them.

Hypertext Workflow

DocumentManagement

InformationRetrieval

Multimedia

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Eras of Systems

• Eras of Systems:– 1960s and 1970s: Computational Systems (CS)– 1980s and 1990s: Database Management Systems (DBMS)

Image Management Systems (IMS)

– Late 1990s: Document Management Systems (DMS)

Knowledge Management Systems (KMS)– First Decade of 21st Century: Multimedia Management Systems

(MMS)

• Estimated that 90% of an organization’s information is in documents rather than structured databases (Sprague, 1995). True today more than ever.

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Document Management

Document Management (DM) (Sprague, 1995): creation, storage, organization, transmission, retrieval, manipulation, update, archival and retirement of documents based on organizational needs.

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Document Management …

Technologyenables change

in process

People

Process

Technology

Input Output

Change

Output

Change

– Process: Decision making process, design process, etc.– Input: Thoughts, ideas, issues, concerns– Output: Documents (memos, news, design documents, white

papers, marketing literature, contracts, manuals)– People: Executives, Designers, Lawyers, Scientists

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Benefits of DMS

• Sprague (1995) states that document management systems (DMS) enable:– Generation of revenue producing products

• For publishing industry, documents are a direct source of revenue

– Organizational Communication• Concepts, ideas, decisions are shared in the form of electronic

documents to increase efficiency and effectiveness

– Business Process Re-engineering• Current business processes designed around paper documents;

electronic documents help to reduce cycle time

– Organizational Memory• Both hard data and soft/tacit knowledge stored as documents

providing access to history, design/decision rationale, expertise, best practices, etc.

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What is an EDMS?

An Electronic Document Management System (EDMS) is a computer system or suite of programs designed to store and track electronic documents and other media.

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EDMS …

(EDMS) support the life cycle management of document based information (including data and any combination of text, images, graphics, voice, and video)

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Digital Imaging

• Digital imaging systems convert human-readable documents, usually paper, into computer-readable formats (electronic images).

• Imaging systems provide the agency with the ability to capture, store, retrieve, print, and fax document images.

• Imaging systems are often combined with optical storage technologies.

For example, Agency A tracks its budget and expenditures using a standard accounting software package.

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Digital Imaging …

• The agency wishes to eliminate the paper invoices and receipts it maintains from each purchase.

• An imaging application is selected to scan the paper documents and enter them into the accounting system.

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CD and Optical Storage

• One of the most commonly used storage technologies in an EDMS is the jukebox.

• Jukeboxes provide what is called near-line storage and are available for both CDs and optical discs.

• This storage device offers a less expensive alternative to on-line devices and is capable of storing large volumes of data.

• Jukebox management software handles user requests and file transfers.

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Computer Output to Laser Disc (COLD)

• COLD systems download data in a print file format from the host system to a workstation.

• There, the reports are indexed and stored on hard disk, optical disc, tape, or CD.

• The reports are then available for retrieval and distribution.

• COLD is an attractive solution for providing fast retrieval times, remote distribution, and ease of storage for digitally formatted reports.

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Groupware

• Groupware systems enable information to be organized and shared in a collaborative work environment.

• More than just e-mail, groupware systems include such features as discussion databases, bulletin boards, electronic forms, and electronic schedulers.

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Workflow Vs. Workgroup

• Workflow software is not the same as workgroup software, otherwise known as groupware.

• Workflow deals with the step-by-step processes, whereas workgroup systems are concerned with information sharing and threaded discussions among users.

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Workflow Vs. Workgroup …

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Electronic Publishing and Intranets

• Electronic publishing and intranet technologies provide the agency with the means of distributing the records.

• Agencies have the option of traditional publishing methods based in paper:– publishing data to CD-ROM;– or publishing records to the World Wide Web– or to an agency intranet utilizing HTML authoring

tools, browsers, and Web servers.

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Search and Retrieval

• Text-retrieval systems help the user locate the information needed to conduct business.

• They provide agency staff with the ability to search for documents in a variety of different platforms, ending the need to know what format a document is in or where it is stored.

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Search and Retrieval …

• Text-retrieval systems also feature such sophisticated capabilities as natural language searching, problem solving, and summarization.

• A critical aspect of search and retrieval capability is the consistent use of index terms.

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Use of EDMS Technology

• As stated above, the various technologies included with an electronic document management system can be used alone or in combination.

• Your agency may already make use of one or more of these technologies.

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References

• Book : "The Workflow Imperative" by Thomas M. Koulopoulos

• Documentum: http://www.documentum.com

• Opentext/Livelink: http://www.opentext.com

• Saros/Mezzanine: http://www.saros.com

• PC DOCS: http://www.pcdocs.com

• Web: www.GeorgiaArchives.org

• http://www.yourdictionary.com