Understanding key concepts and know-how on Electronic Filling Systems and Integrated Document Management Systems.

2. 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

3. 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
3
Electronic
Filling
and
DMS

4. 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
4
Electronic
Filling
and
DMS

5. 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
5
Electronic
Filling
and
DMS

6. 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
6
Electronic
Filling
and
DMS

7. 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
7
Electronic
Filling
and
DMS

8. 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
8
Electronic
Filling
and
DMS

9. 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
9
Electronic
Filling
and
DMS

10. 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
10
Electronic
Filling
and
DMS

11. 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
11
Electronic
Filling
and
DMS

12. 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
12
Electronic
Filling
and
DMS

13. 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
13
Electronic
Filling
and
DMS

14. 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.
14
Electronic
Filling
and
DMS

15. 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
15
Electronic
Filling
and
DMS

16. 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.
16
Electronic
Filling
and
DMS

17. Maintaining
Electronic
Filing
Systems
(cont’d)
• 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
17
Electronic
Filling
and
DMS

18. Maintaining
Electronic
Filing
Systems
(cont’d)
• 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
18
Electronic
Filling
and
DMS

19. 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.
19
Electronic
Filling
and
DMS

20. 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.
20
Electronic
Filling
and
DMS

21. Maintain
An
Efficient
Filing
Systems
(cont’d)
• 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
21
Electronic
Filling
and
DMS

22. Maintain
An
Efficient
Filing
Systems
(cont’d)
• 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
22
Electronic
Filling
and
DMS

23. 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
23
Electronic
Filling
and
DMS

24. 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
24
Electronic
Filling
and
DMS

25. 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
25
Electronic
Filling
and
DMS

26. 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
26
Electronic
Filling
and
DMS

27. 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
27
Electronic
Filling
and
DMS

28. 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
28
Electronic
Filling
and
DMS

29. 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
29
Electronic
Filling
and
DMS

30. 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."
30
Electronic
Filling
and
DMS

31. 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
31
Electronic
Filling
and
DMS

32. Maintaining
Hard
Copy
Filing
When
Needed
(cont’d)
• 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
32
Electronic
Filling
and
DMS

33. Maintaining
Hard
Copy
Filing
When
Needed
(cont’d)
What
We
Need
• File
cabinet
or
box
• Folders
• Blank
labels
• Pens
or
markers
• Computer
33
Electronic
Filling
and
DMS

34. 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”
34
Electronic
Filling
and
DMS

35. Understanding
Document
Imaging
Fundamentals
Document
Library
Prep
Scan
Index
• Unique
ID
• Date
• Doc
Type
• Associa$on
to
cases/clients
Commit
(store)
Retrieve
35
Electronic
Filling
and
DMS

36. 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
36
Electronic
Filling
and
DMS

37. 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
37
Electronic
Filling
and
DMS

38. 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”
38
Electronic
Filling
and
DMS

39. 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)
39
Electronic
Filling
and
DMS

40. 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?
40
Electronic
Filling
and
DMS

41. 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?
41
Electronic
Filling
and
DMS

42. 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
42
Electronic
Filling
and
DMS

43. 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
43
Electronic
Filling
and
DMS

44. 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
44
Electronic
Filling
and
DMS

45. DMS
at
ICT
Environment
45
Electronic
Filling
and
DMS

46. Components
of
Document
Management
• Capture
of
documents
for
bringing
them
into
the
system
• Storing
and
archiving
methods
• Indexing
and
retrieving
tools
for
document
search
46
Electronic
Filling
and
DMS

47. Components
of
Document
Management
(cont’d)
• Distribu9on
for
expor9ng
documents
from
the
systems
• Security
to
protect
documents
from
authorized
access
• Audit
trails
47
Electronic
Filling
and
DMS

48. Scanning
and
Indexing
Workflow
48
Electronic
Filling
and
DMS

49. Understanding
Process
Flow
49
Electronic
Filling
and
DMS

50. 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
50
Electronic
Filling
and
DMS

51. 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
51
Electronic
Filling
and
DMS

52. Capturing
documents
for
systems
(cont’d)
• 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
52
Electronic
Filling
and
DMS

53. Capturing
documents
for
systems
(cont’d)
• 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.
53
Electronic
Filling
and
DMS

54. 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
54
Electronic
Filling
and
DMS

55. 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
55
Electronic
Filling
and
DMS

56. 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
56
Electronic
Filling
and
DMS

57. 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
57
Electronic
Filling
and
DMS

58. Defining
Electronic
Systems
What
is……
Electronic
Content
Management
Electronic
Document
Management
Electronic
Records
Management
58
Electronic
Filling
and
DMS

59. 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
59
Electronic
Filling
and
DMS

60. 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)
60
Electronic
Filling
and
DMS

61. 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
61
Electronic
Filling
and
DMS

62. 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
62
Electronic
Filling
and
DMS

63. Electronic
Document
Management
System
(cont’d)
Records
created
&
received
electronically
Records
created
&
received
in
hard
copy
Records
are
filed
&
managed
for
access
&
maintenance
electronically
63
Electronic
Filling
and
DMS

64. 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.
64
Electronic
Filling
and
DMS

65. 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
65
Electronic
Filling
and
DMS

66. 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
66
Electronic
Filling
and
DMS

67. 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
67
Electronic
Filling
and
DMS

68. ISO
-­‐
IEC
82045:
Specifica9ons
for
Document
Management
Systems

69. 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
69
Electronic
Filling
and
DMS

70. 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.
70
Electronic
Filling
and
DMS

71. 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)
71
Electronic
Filling
and
DMS

72. 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
72
Electronic
Filling
and
DMS

73. 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
73
Electronic
Filling
and
DMS

74. 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 sy,
s t e p -­‐ b y-­‐ s t e p
a n d
e c o n o m i c
i m p l e m e n ta9 o n
b a s e d
o n
d efi n e d
conformance
classes
74
Electronic
Filling
and
DMS

75. 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
75
Electronic
Filling
and
DMS

76. 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
76
Electronic
Filling
and
DMS

77. Understanding
DMS
Components
• Metadata
• Integra9on
• Capture
• Indexing
• Storage
• Retrieval
• Distribu9on
77
Electronic
Filling
and
DMS

78. Understanding
DMS
Components
(cont’d)
• Security
• Workflow
• Collabora9on
• Versioning
• Searching
• Publishing
• Reproduc9on
78
Electronic
Filling
and
DMS

79. 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
79
Electronic
Filling
and
DMS

80. 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
80
Electronic
Filling
and
DMS

81. 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
81
Electronic
Filling
and
DMS

82. 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
82
Electronic
Filling
and
DMS

83. 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

84. 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
84
Electronic
Filling
and
DMS

85. 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
85
Electronic
Filling
and
DMS

86. 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.
86
Electronic
Filling
and
DMS

87. 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.
87
Electronic
Filling
and
DMS

88. 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
88
Electronic
Filling
and
DMS

89. 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
89
Electronic
Filling
and
DMS

90. 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
90
Electronic
Filling
and
DMS

91. Understanding
E-­‐mail
Management
• Sharing
Informa9on
• E-­‐mail
as
a
Strategic
Resources
• E-­‐mail
E9queje
• E-­‐mail
Management
91
Electronic
Filling
and
DMS

92. 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
92
Electronic
Filling
and
DMS

93. 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
93
Electronic
Filling
and
DMS

94. 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
94
Electronic
Filling
and
DMS

95. 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
95
Electronic
Filling
and
DMS

96. E-­‐mail
E9queje
(cont’d)
• Do
not
write
in
CAPITALS
• Do
not
forward
viral
messages
 Virus
hoaxes
 Chain
lejers
• Ajachments
 Title
appropriately
 Size
 vCards
96
Electronic
Filling
and
DMS

97. 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
97
Electronic
Filling
and
DMS

98. 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
98
Electronic
Filling
and
DMS

99. E-­‐mail
Management
(cont’d)
• Server
• Laptop
99
Electronic
Filling
and
DMS

100. E-­‐mail
Management
(cont’d)
100
Electronic
Filling
and
DMS

101. E-­‐mail
Management
(cont’d)
101
Electronic
Filling
and
DMS

102. E-­‐mail
Management
(cont’d)
102
Electronic
Filling
and
DMS