Implementing Electronic Filling with Integrated Document Management Systems

Understanding Electronic Filing

• A system of organizing files that u9lizes hard drive space or network space

• May either be computer so@ware, an Internet-‐based program, or a simple file and folder system on the desktop of a computer

• Are used on mul9ple devices, ranging from cell phones to video game consoles to digital video recorders

• Brings the benefits of an automated system which is fast, easy to use and delivers efficient and cost effec9ve

2 Electronic Filling and DMS

Understanding The Func9ons

• U9lizes an electronic device, such as a computer, to store and organize files for easy access

• Place our work in a folder on the desktop of computer creates an elementary electronic filing system


Understanding The Func9ons (cont’d)

• Offer ability to organize various types of files on one opera9ng system, or one type of file on a specific opera9ng system

• Used by gaming consoles, MP3 players, and throughout various applica9ons on a computer


Understanding The Features

• A computer alone is a vast electronic filing system offering various features

• Begins with a large filing system, the hard drive, and splits into smaller and smaller electronic filing systems within the programs and applica9ons on the computer


Understanding The Features (cont’d)

• "My Documents" folder on a computer is an electronic filing system arranging your documents in order of 9me created, alphabe9cally, or most o@en used, depending on your preferences

• Offer the ability to search or browse through the files


Understanding The Benefits

• Electronic filing system allows you to store your important documents on a computer or Web server instead of as hard copies

• Need a computer system as well as so@ware and a scanner

• The scanner allows you to transfer printed documents to an electronic format for storage

• More secure way to maintain your paperwork as password is required


Understanding The Benefits (cont’d)

• Cost A lower cost compared to printed files. Pay simply for storage, so@ware or a Web hos9ng fee

• Environmentally Friendly Helps us to save paper, which in turn benefits the environment

• Quick Retrieval Retrieve the informa9on that you need very quickly with a computer search


Se_ng Up a Simple Filing File System

• Label hanging file folders in your file cabinet with categories that pertain to your business

Example: taxes, payroll, rent, u9li9es, insurance, office equipment, clients, vendors, monthly reports and completed orders

• Create manila folders for individual clients, providers or contracts within each category

Example: the office equipment category could have a folder for each type of equipment, such as computers, copiers, postage machine, fax machines and printers.

These folders would contain the equipment lease or purchase receipt, warranty and maintenance records


Se_ng Up a Simple Filing File System (cont’d)

• Use colored s9ckers to label special folders. For example, you may want to place green dots on folders with tax-‐deduc9ble receipts and orange dots on vendor folders

This way, if you accidentally file a vendor folder with the customer files, you only have to scan for orange dots as you look through the drawer

• Label a hanging file folder as "Date Due" and then make manila folders with the numbers one through 31. As you receive invoices or accept customer orders, file them according to the day of the month they are due. This will help you meet produc9on deadlines and pay your vendors on 9me


Se_ng Up a Simple Filing File System (cont’d)

• Create manila folders for the months of the year if you work with long-‐range projects, such as accep9ng a project in January for April delivery. File these folders within the "Date Due" hanging folder

• Add new categories or folders as your business grows. This simple file system is detailed enough to enable quick retrieval of informa9on, allowing you to provide 9mely answers to customer inquiries, yet easy enough to maintain with minimal effort


Crea9ng Electronic Filling Systems

Describe the material you plan to organize and create the categories, or folders, you need to encompass all the material

Create subcategories, or subfolders, for each category


Crea9ng Electronic Filling Systems (cont’d)

Prepare a system for filing individual documents in their proper folders. Individuals need guidance because the success of any system depends on proper placement of materials

Keywords are a method frequently used to recover data from Internet sites that can work in your filing scheme if users of the system are familiar with the material


Crea9ng Electronic Filling Systems (cont’d)

A filing system without regular backups is not a complete or secure system. Large companies have suffered large financial losses when they lost their data. Many now backup to offline storage sites or to their own drives that are kept in a secure loca9on. Individuals can back up their data to disks or second drives at lijle expense.


Maintaining Electronic Filing Systems

• A filing system is a method of organizing paperwork and documents for storage

• A cabinet or box is kept which contains hard copy versions of documents, while an electronic system keeps data on a computer

• This data could be emails, or scanned paperwork. Needs to be maintained to remain in order with updated informa9on and a procedure for using both systems


Maintaining Electronic Filing Systems (cont’d)

• Create folders or directories on your computer. Consolidate the data on a regular basis

• Having several network drives or mul9ple folders containing similar informa9on is not an efficient way of organizing the data.

• Back up of the data regularly. Use DVDs, a USB drive, an external hard drive or an external company to do this. This protects the data from loss.



• Secure the data by locking each file • Gran9ng access to delegated users or adding a password when opening a file to prevent misuse, fraud or unauthorized access

• Write a procedure for using the systems including step-‐by-‐step instruc9ons on how to find, reference, categorize and archive the data

• Keep the procedure updated to prevent confusion between users



• Review the filing system periodically

• Check if it func9ons well: how effec9ve the filing is, how easy it is to find data, and how organized it is

• Delete unwanted files and minimize electronic clujer


Maintain An Efficient Filing Systems

• There are two types of files Ac$ve files that hold resource materials which are regularly referred to for informa9on; and

Permanent files which are rarely referred to but contain records we are required to retain, such as tax and legal records.


Maintain An Efficient Filing Systems (cont’d)

• Base filing on retrieval, not storage. Instead of asking yourself, "Where should I file this?" ask yourself, "Where would I look for this if I need it?" Then label the file accordingly.

• Consistently insert new papers into the front of the file folder. When purging files, start from the back where the oldest documents are.

• Purge files annually. You will be able to find needed items quicker and will save on storage space.



• Use color coding for easy, quick iden9fica9on. Office supply stores have all kinds of files and labels to do this

• Always alphabe9ze. The obvious reason is to save you 9me when looking for a file

• Cleaning up your computer hard drive will also work wonders for your efficiency. Through disorganized use of computers, over 7% of 9me is spent finding misplaced files, and 3-‐5% of all files are lost.

• Free up memory space by dele9ng old versions of so@ware applica9ons or unused programs



• Remove document files to floppy disks to give more space on your hard drive and prevent loss

• Organize your hard drive and your floppy disks by crea9ng directories or folders

• Use iden9cal systems when organizing hard drive, floppy disks and paper files. Color code disks to match your paper files

• Back up files regularly. How o@en depends on volume of files created over a given period of 9me. Back up weekly or at least monthly


Organizing Documents in Computer

Determine what your broad categories should be, and keep them to a minimum

Create folders for each of your main categories example Personnel, Vendors, Products and Projects

Create folders within each main category for more specific topics


Organizing Documents in Computer (cont’d)

Create further folders for subtopics, depending on the level of detail you want

Organize each folder in this manner, and drop documents into the appropriate places

Remember this rule of thumb: if you have to take more than a moment to search through documents to find a specific document within a folder, chances are you need to con9nue to organize


Filing Systems Best Prac9ce

• The system should be kept simple to reduce errors and to facilitate all employees use of the system

• Files should contain informa9on which is linked to the ac9vi9es and func9ons which they document

• The system should have a structured numeric or alphanumeric referencing system

• Types of file referencing systems include:

-‐ alphabe9cal -‐ numerical

-‐ alpha-‐numeric (for example, AB 12 / 1)

-‐ keyword


Filing Systems Best Prac9ce (cont’d)

• Suitability The system should meet the individual users/

departments needs • Good Maintenance • A good follow-‐up system (e.g. tracer cards) • Adequate security • A definite “weeding” policy • Proper control of record crea9on and filing addi9ons • Secure and adequate storage for archived material • Adaptability The system should be sufficiently flexible to meet the

future needs of the organiza9on


Filing Systems Best Prac9ce (cont’d)

• Accessibility The system must enable the user to classify records in any

desired manner and to retrieve them with certainty and without delay

• Accountability There should be an in-‐built audit mechanism whereby

failure to adhere to established prac9ces and procedures is iden9fied and rec9fied

Filing systems can fail to operate effec9vely for a number of reasons such as overloading, duplica9on, lack of cross-‐referencing, obsolete correspondence, absence of a tracer system, inappropriate equipment, lengthy retrieval 9mes, filing backlogs and an overall ad hoc approach to review and storage


Establishing Paperless Office

1. Without paper, make sure you're backing up files

2. Realize that a paperless office doesn't happen overnight

3. You'll need to rearrange your office—a good thing


Establishing Paperless Office (cont’d)

4. "Paperless" o@en really means "less paper"

5. Everyone has to buy in

6. Realize that less paper is just the beginning of the payoff


Maintaining Hard Copy Filing When Needed

• Label each folder, file and drawer or box

The 9tle should include the subject of documenta9on, plus the date the paperwork begins at.

Example: “Vendor Invoices June 2011 -‐ present" or “Marke9ng Department Folder February 2010."


Maintaining Hard Copy Filing When Needed (cont’d)

• Create new folders, files, drawers, boxes when you have a new category of paperwork to save, or when older folders, files and drawers are full.

Use color coding to differen9ate between years or months.

• Add new documents to the most relevant folder or drawer

• Put documents into folders at random will ruin the filing system



• If the system orders documents alphabe9cally, con9nue using this process instead of switching to another format

• Remove old, unnecessary documents annually

• As files are added, some informa9on will become irrelevant and outdated. Shred it and free up extra storage space



What We Need • File cabinet or box • Folders • Blank labels • Pens or markers

• Computer


Understanding Document Management Systems (DMS)

• EDMS: Electronic Document Management System

• BPR/BPM: Business Process Redesign/Management

• ECM: Enterprise Content Management

“the technologies used to create, capture, customize,

deliver and manage enterprise content to support business

processes”


Understanding Document Imaging Fundamentals

Document Library

Prep

Scan

Index • Unique ID • Date

• Doc Type • Associa$on to cases/clients

Commit (store)

Retrieve


Document Imaging “add-‐ons”

Document Library

Prep

Scan

Index • Unique ID • Date

• Doc Type • Associa$on to cases/clients

Commit (store)

Retrieve

Faxes

Electronic Forms

Other kinds of “content”

Barcodes

Character recogni9on

No9fica9on (mail delivery)

Workflow


Document Management In Details

• A process taken with document within an organiza9on, with respect to the crea9on, distribu9on and dele9on of documents

• “Document Management includes every ac;on taken with a document within an organiza;on, with respect to the crea;on, distribu;on and dele;on of documents


Defining 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 tradi9onal hardcopy consis9ng of one to thousands of pages”


Familiarizing The Terminology

Document management has been named differently

• DMS (Document Management Systems),

• DIS(Document Informa9on 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)


Why We Need DMS?

• Can each member of your group quickly find any relevant document created by any other group member?

• If not, how long does a typical document quest take?

• Can you call up a list of documents and, simply by looking at the list, know the nature of each?


Why We Need DMS? (cont’d)

• Can you quickly sense the content? • Can you control who can see each document? And who can edit?

• Do you have a detailed record describing every ac9on taken by every user on your system with respect to every document in your repository?

• Can you quickly locate any document in your department associated in any way with say, Sales/Marke9ng?


Peeking Out The Sta9s9cs

• Most office workers lose up to 500 hours a year looking for documents

• On average, professionals spend 50% of their 9me looking for informa9on

• The average organiza$on: • Spends $20 in labor to file each document • Spends $120 in labor finding each misfiled document • Loses 1 out of every 20 documents • Spends 25 hours re-‐crea9ng each lost document

• The Gartner Group predicts that more than 98% of the organiza9ons will be using a DMS by 2014


What a DMS Can Do?

• FIND: Find documents and files in seconds rather than hours

• SHARE: Allow more than one worker access to the same document at the same 9me

• VERSION CONTROL: Version control gives you the ability to mange document changes and revisions-‐-‐including going back to a previous version of a document


What a DMS Can Do? (cont’d)

• CENTRALIZATION: Store department or workgroup documents in a central storage area

• SECURITY: Set document security for who can view and update files

• AUDIT: Verify who viewed and made updates to documents

• ARCHIVING: Set reten-on periods for documents, and schedule archival or removal processes


DMS at ICT Environment


Components of Document Management

• Capture of documents for bringing them into the system

• Storing and archiving methods

• Indexing and retrieving tools for document search


Components of Document Management (cont’d)

• Distribu9on for expor9ng documents from the systems

• Security to protect documents from authorized access

• Audit trails


Scanning and Indexing Workflow


Understanding Process Flow


Capturing documents for systems • 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 and maximum dpi limit can be up to 600


Capturing documents for systems (cont’d)

• Bit depth: This consideration in view of possible number of color 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 up to 130 and contrast upto 80 is adjusted for exposure



• OCR: Op9cal Character Recogni9on-‐ 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



• Annota-ons 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 annota9ons and see through reduc9ons.


Choosing Storage op9ons

• Magne9c Media (Hard Drives): It includes -‐ RAID -‐ Redundant Array of Independent Disks, -‐ NAS Network Ajached Storage and -‐ SAN Storage Area Networks . • Magneto-‐op9cal Storage • Compact Disc • DVD’s • WORM


Understanding 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 ac9ons, including adding pages, annota9ng, copying, or dele9ng records


Benefits of Document Management

1. Improve staff produc9vity 2. Reduce costs associated with manual document 3. Promote sharing of knowledge and informa9on 4. Enhance corporate transparency and

governance 5. E-‐mail and fax files instantly 6. Access documents while traveling 7. Publish documents to CD, DVD or the web, as

appropriate


Key Challenges

• MONEY

• MAN: It is the toughest task to make people abandon there old working and to adapt to new working ways.

• Computer Malfunc$oning

• New Technologies • Backup in different Media • Disaster Management: We can store backup data in

different Seismic Zone

• Data Security/Data TheY


Defining Electronic Systems

What is……

Electronic Content Management Electronic Document Management Electronic Records Management


A set of processes & technologies suppor9ng the evolu9onary life cycle of digital informa9on

Example Digital content created by one or more authors. Over 9me content may be edited & one or more individuals may provide editorial oversight thereby approving the content for publica9on. Later the content may be replaced by another form of content & is re9red or removed from use

Electronic Content Management


A cri9cal aspect of content management is the ability to manage versions of content as it evolves – version control A Content Management Systems (CMS) facilitates the organiza9on, control & publica9on of a large body of documents & other content, such as images & mul9-‐media resources. A CMS o@en facilitates the collabora9ve crea9on of documents

Content management is an inherently collabora9ve process with the following basic roles: Content author, Editor, Publisher, Administrator & Consumer

Electronic Content Management (cont’d)


Content Management System In Details

Contract

Templates & Version Control

Allows business to control language and content of a document and to track changes (versions) made to the document

V1

Contract

V2

Contract

V3


Electronic Document Management

A system used for managing documents allowing users to store, retrieve & share them with security and version control

Document Management Systems allow you to create a document or capture a hard copy in electronic form, store, edit, print, process & otherwise manage documents in image, video & audio, as well as in text form

The EDM usually provides a single view of mul9ple databases & may include scanners for document capture, printers for crea9ng hard copies, storage devices such as redundant array of independent disks systems & computer server and server programs for managing the databases that contain the documents


Electronic Document Management System (cont’d)

Records created & received

electronically Records created & received in hard copy

Records are filed & managed for access & maintenance electronically


Electronic Records Management System

Electronic Records Management System (ERMS) is a system used by an organiza9on to manage its records from crea9on to final disposi9on. The system’s primary management func9ons are categorizing and loca9ng records and iden9fying records that are due for disposi9on. The Electronic Records Management System also stores, retrieves, and disposes of the electronic records that are stored in its repository.

The Electronic Records Management System may contain a content management and document management component to its system.


Deaccessions

Destruc9ons

Records Disposi$on

Destruc9on Request Lejers

Destruc9on Authoriza9ons

Garten Destruc9on Receipts

Deacession Request Lejers

Deacession Authoriza9ons

1 year

75 years

4 years

1 year

Permanent TL’s – 2 years a@er transfer to State Archives, destroy

Non-‐Permanent TL’s – 10 years a@er final disposi9on, destroy

ERMS Work Flow

Develop file structure & assign reten9on at lowest folder level


ERMS Work Flow (cont’d) Document Created

User Prompt 1

Does record need to be saved? Yes

No – Record is not retained

User Prompt 2

Which file do you want to save it to?

Deaccessions

Destruc9ons

Records Disposi$on

Destruc9on Request Lejers

Destruc9on Authoriza9ons

Garten Destruc9on Receipts

Deacession Request Lejers

Deacession Authoriza9ons

1 year

75 years

4 years

1 year

Permanent TL’s – 2 years a@er transfer to State Archives, destroy

Non-‐Permanent TL’s – 10 years a@er final disposi9on, destroy


ERMS Work Flow (cont’d)

Destruc9on Request Lejers 1 year

Document is placed in proper folder

System Administrator is prompted when document is ready for destruc9on

Document is accessible un9l final disposi9on

By placing in folder, document is assigned proper reten9on & disposi9on by ERMS

Note: Electronic Records Management Systems may contain a content management & document management component


ISO -‐ IEC 82045: Specifica9ons for Document Management Systems

What is in IEC 82045-‐1 ?

• A document is considered as a closed unit (black box) managed along time from its initiation until deletion

• Defines requirements for a document management system for conventional sequential and parallel working procedures along the full document life cycle including archiving


What is in IEC 82045-‐2? (cont’d)

• An open reference collec9on of iden9fied metadata (for computer use) together with predefined human readable labels (language dependant; intended for the man-‐machine interface) to be used along the document life cycle. The metadata are related to each other and defined by means of a reference informa9on model.


What is in IEC 82045-‐2? (cont’d)

• Defined Conformance Classes – CC1 Contains basic concepts for “static” document

management – CC2 adds concepts for “dynamic” document

management – CC3 adds concepts for subscription, distribution and

archiving

• An EXPRESS-based reference information model covering the requirements as per IEC 82045-1 (Annex A)

• Recommendations for XML implementation (Annex B)


Why have an informa9on model for IEC 82045 ?

• Purpose of the information structure Translates the process requirements of part 1 into

an information structure Provides the required context in which the

reference collection of metadata are defined Serves as a basis for the IT-implementation in an

Electronic Document Management system (EDMS)

Serves as reference model for exchange


Why have an own informa9on model for IEC 82045?

• The core model of ISO 10303-‐212/214 covers only par9al requirements of IEC 82045-‐1

• Iden9cal constructs in the core model have been reused

• Open System: The EXPRESS Reference model in IEC 82045-‐2 allows to refer to any desired object instance of interest within an available external informa9on system


Why have an own informa9on model for IEC 82045?

• Allows to describe rela9onships to objects of interest available in e.g. PDMS (Product Data Management System)

• E a s y, s t e p -‐ b y -‐ s t e p a n d e c o n om i c imp l emen t a9 o n b a s e d o n d efi n e d conformance classes


XML implementa9on of IEC 82045

• Two methods recommended XML implementa9on in accordance with ISO 10303-‐28 for “STEP users” and demanding applica9ons

XML implementa9on in accordance with a provided DTD for “non STEP users” and less demanding applica9ons


XML implementa9on of IEC 82045 (cont’d)

• Exchange of metadata possible without conversion and data loss if they use the same method and conformance class

• If different methods are used mapping is necessary to the extent required by the conformance class


Understanding DMS Components

• Metadata • Integra9on

• Capture • Indexing • Storage • Retrieval • Distribu9on


Understanding DMS Components (cont’d)

• Security • Workflow

• Collabora9on • Versioning

• Searching

• Publishing

• Reproduc9on


DMS ISO Standardiza9on

• ISO 2709: Informa9on Exchange • ISO 15836: The Dublin Core metadata element set • ISO 15489: Records management • ISO 21127: A reference ontology for the interchange of cultural heritage informa9on

• ISO 23950: Informa9on retrieval (Z39.50) — Applica9on service defini9on and protocol specifica9on

• ISO 10244: DM Business process base lining & analysis • ISO 32000: DM Portable document format


Se_ng Up Document Control

• The basic requirement for document control require that you establish and document a procedure for:

• Reviewing and approving documents prior to release

• Reviews and approvals • Ensuring changes and revisions are clearly iden9fied


Se_ng Up Document Control (cont’d)

• Ensuring that relevant versions of applicable documents are available at their “points of use”

• Ensuring that documents remain legible and iden9fiable

• Ensuring that external documents like customer supplied documents or supplier manuals are iden9fied and controlled

• Preven9ng “unintended” use of obsolete documents


Understanding ISO 2709

• An ISO standard for bibliographic descrip9ons, 9tled Informa;on and documenta;on—Format for informa;on exchange

• Maintained by the Technical Commijee for Informa9on and Documenta9on


ISO 2709 Basic Structure

• Record label: first 24 characters • Directory: the directory provides the entry posi9ons to the fields in the record, along with the field tags: Field tag (3 characters) Length of the field Star9ng character posi9on of the field (Op9onal) Implementa9on-‐defined part

• Datafields (Variable fields): a string containing all field and subfield data in the record

• Record separator: a single character 83 Electronic Filling and DMS

Three Kinds of Fields in ISO 2709

• Record iden9fier field: iden9fying the record and assigned by the organiza9on that creates the record

• Reserved fields: Reserved fields supply data which may be required for the processing of the record

• Bibliographic Fields: these are in the range 010–999 and 0AA–ZZZ. The bibliographic fields contain data and a field separator (IS2 of ISO 646). They can also have these op9onal sub-‐parts: Indicator (0–9 characters, as coded in the Leader) Iden9fier (0–9 characters): iden9fies data within the bibliographic field


Understanding ISO Z39.50

• A client–server protocol for searching and retrieving informa9on from remote computer databases. The standard's maintenance agency is the Library of Congress

• Widely used in library environments and incorporated into integrated library systems and personal bibliographic reference so@ware


Modernized ISO Z39.50

• A pre-‐Web technology, and various working groups are ajemp9ng to update it to fit bejer into the modern environment. These ajempts fall under the designa9on ZING (Z39.50 Interna9onal: Next Genera9on), and pursue various strategies.


Understanding Portable Document Format (PDF)

• An open standard for document exchange • Created by Adobe Systems in 1993 is used for represen9ng documents in a manner independent of applica9on so@ware, hardware, and opera9ng systems

• Each file encapsulates a complete descrip9on of a fixed-‐layout flat document, including the text, fonts, graphics, and other informa9on needed to display it.


PDF Specifica9ons

• 1993 – PDF 1.0 / Acrobat 1.0 • 1994 – PDF 1.1 / Acrobat 2.0 • 1996 – PDF 1.2 / Acrobat 3.0 • 1999 – PDF 1.3 / Acrobat 4.0 • 2001 – PDF 1.4 / Acrobat 5.0


PDF Specifica9ons (cont’d)

• 2003 – PDF 1.5 / Acrobat 6.0 • 2005 – PDF 1.6 / Acrobat 7.0 • 2006 – PDF 1.7 / Acrobat 8.0 • 2008 – PDF 1.7, Adobe Extension Level 3 / Acrobat 9.0

• 2009 – PDF 1.7, Adobe Extension Level 5 / Acrobat 9.1


PDF File Structure

• Boolean values, represen9ng true or false • Numbers • Strings • Names • Arrays, ordered collec9ons of objects • Dic9onaries, collec9ons of objects indexed by Names

• Streams, usually containing large amounts of data • The null object


Understanding E-‐mail Management

• Sharing Informa9on

• E-‐mail as a Strategic Resources

• E-‐mail E9queje • E-‐mail Management


Sharing Informa9on • E-‐mail brings produc9vity gains

Reaches the receiver instantly Allows for the speedy sharing of informa9on and documents

• 7 trillion emails sent worldwide last year

• Average office worker receives between 60-‐200 messages a day

• Inefficiencies – drowning in messages


Strategic Resources • E-‐mail is an essen9al part of business communica9on Ease of Use Quick communica9on Instant delivery

• Most employees use email as preferred method of communica9on


E-‐mail E9queje Effec9ve E-‐mail Communica9on

• Be clear and concise with message Don’t be a novelist One page/10-‐sentence email

Ajach word documents for longer communica9ons

• Before sending Reread message Check grammar, words le@ out and misused words

Use spell check


E-‐mail E9queje (cont’d) • Addressing an email

‘To’ -‐ directly addressing ‘Cc’ -‐ indirectly addressing ‘Bcc’ -‐ blind copy unknown to the rest

• Use specific subject line descrip9ons – Accurately describe the content

• CAS-‐14757 ver3 – Final Doc • CAS-‐14757 ver2 • CAS-‐14757


E-‐mail E9queje (cont’d) • Do not write in CAPITALS • Do not forward viral messages

Virus hoaxes Chain lejers

• Ajachments Title appropriately Size vCards


E-‐mail E9queje (cont’d) • Avoid short cuts and abbrevia9ons

Generally used for text messages, pagers and instant messages

LOL – laughing out loud BRB – be right back

• Prac9ce the 24-‐hour rule when upset • Send message

There’s no ge_ng it back Reply or Reply All


E-‐mail Management • How do you enforce email e9queje

1st step – create a wrijen email policy

• E-‐mail policy contents Access Acceptable use

Non-‐business allowed / not allowed Ownership Abuse – Viola9ons Reten9on Employee knowledge of policy


E-‐mail Management (cont’d)

• Server • Laptop


Implementing Electronic Filling with Integrated Document Management Systems

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