A communications, data exchange, and resource-sharing system created by linking two or more computers and establishing standards, or protocols, so that they can work together

1.
E-MANAGEMENT, ARCHIVAL AND
RETRIEVAL
OF DOCUMENTS & RECORDS
WORKSHOP ON
1

2. DAY ONE
SESSION ONE
OFFICE NETWORKING SYSTEMS
2

3. Opening Questions
• What is Networking?
• What are some advantages of
networked computing relative to stand
alone computing?
• What is the difference between
client/server and peer-to-peer
networks?
• What are a few common types of
network topologies? 3

4. NETWORK NETWORK
• Network - a communications, data exchange,
and resource-sharing system created by
linking two or more computers and
establishing standards, or protocols, so that
they can work together
• Telecommunication system - enable the
transmission of data over public or private
networks
4

5. Networks as an Office Integrator
• All networks offer
advantages relative to
using a standalone
computer…
• that is, a computer that
is not connected to
other computers and
that uses software
applications and data
stored on its local disks
• Networks allow
multiple users to share
devices such as printers,
and share data, for
example spreadsheets
which are collectively
known as network
resources.
• Networks allow
multiple users to share
devices such as printers,
and share data, for
example spreadsheets
which are collectively
known as network
resources.
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6. …..Office Integrator
• Sharing devices save
money!
• For example, rather than
buying 20 printers for 20
office workers, a
company can have one
printer and have those 20
office workers share it
over a network.
• Sharing devices save
money!
• For example, rather than
buying 20 printers for 20
office workers, a
company can have one
printer and have those 20
office workers share it
over a network.
• Sharing devices also
saves time!
• For example, its faster for
coworkers to data over a
network than to copy
data to a removable
storage device and
physically transport the
storage device fro one
computer to another.
Sneakernet: an out-dated file-sharing method in which people had to
physically transport data files from one desktop to another, presumably
wearing sneakers!
Sneakernet: an out-dated file-sharing method in which people had to
physically transport data files from one desktop to another, presumably
wearing sneakers!
6

7. Office Connectivity and
Communication
• One of the highest
priority network
services is email!
• Reasons for networks
include;
1. File & Print services
2. Remote user access
3. Mail services
4. Internet services
5. Management Services
• Traffic monitoring
• Load balancing
• Security auditing
• Backup and restoration
services
Most of these listed features
require a NOS, a component of a
Client/Server Network
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8. NETWORK BASICS
• Networks are differentiated by the
following:
– Architecture - peer-to-peer, client/server
– Topology - bus, star, ring, hybrid,
wireless
– Protocols - Ethernet, Transmission
Control Protocol/Internet Protocol
(TCP/IP)
– Media - coaxial, twisted-pair, fiber-optic
• Networks are differentiated by the
following:
– Architecture - peer-to-peer, client/server
– Topology - bus, star, ring, hybrid,
wireless
– Protocols - Ethernet, Transmission
Control Protocol/Internet Protocol
(TCP/IP)
– Media - coaxial, twisted-pair, fiber-optic
8

9. TYPES OF NETWORKS
• The three types of
networks include:
1. Local area
network (LAN)
2. Metropolitan
area network
(MAN)
3. Wide area
network (WAN)
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10. Difference between MANS and WANS
• MANS: networks that
extend beyond the
boundaries of a building.
• It is a network that is
larger than a LAN and
connects clients and
servers from multiple
buildings
• WANS: a network that
connects two or more
geographically distinct LANS
or MANS.
• Different than MANs
because they typically
transport data over much
longer distances than MANs
and as such often require
different transmission
methods, media, and use a
greater varieties of
technology
• WANS: a network that
connects two or more
geographically distinct LANS
or MANS.
• Different than MANs
because they typically
transport data over much
longer distances than MANs
and as such often require
different transmission
methods, media, and use a
greater varieties of
technology
10

11. LANs, MANs, and WANs
Illustrated
Within the confines of a room or
single building
Within the confines of a room or
single building
Connecting LANs from
multiple buildings
Connecting LANs from
multiple buildings
Commonly connects
separate offices from the
same organization, whether
they are across town or
across the world
Commonly connects
separate offices from the
same organization, whether
they are across town or
across the world
11

12. TYPES OF NETWORK ARCHITECTURE
• There are two primary
types of architectures
– Peer-to-peer (P2P)
network
– Client/server network
• Peer-to-peer: is the
simplest type of network;
every computer can
communicate directly
with every other
computer
Note: P2P networks do not use a centralized
server
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13. Advantages & Disadvantages to P2P
Networks
Advantages
• Simple to configure (Most
home networks are P2P)
• Typically less expensive to
setup and maintain than
other types of networks.
• Simple to configure (Most
home networks are P2P)
• Typically less expensive to
setup and maintain than
other types of networks.
Disadvantages
• Not very flexible: as P2P networks
grow, adding or changing significant
elements of the network can be
difficult
• Not very secure: data and other
resources shared by network users can
be easily discovered and used by
unauthorized users
• Resource Sharing is not practical: each
user is responsible for configuring
Shared Docs and preventing access to
other files: Meaning resource sharing is
not controlled by a central computer or
authority
• Not very flexible: as P2P networks
grow, adding or changing significant
elements of the network can be
difficult
• Not very secure: data and other
resources shared by network users can
be easily discovered and used by
unauthorized users
• Resource Sharing is not practical: each
user is responsible for configuring
Shared Docs and preventing access to
other files: Meaning resource sharing is
not controlled by a central computer or
authority
13

14. Client/Server Networks
• Client/Server networks:
use a central computer,
known as a Server to
facilitate communication
and resource sharing
between other computers
on a network, which are
known as Clients.
• In terms of resource
sharing you can
compare the
client/server network to
a public library:
Librarians manages the
use of books and other
media by patrons, a
server manages the use
of shared resources by
clients…
• In terms of resource
sharing you can
compare the
client/server network to
a public library:
Librarians manages the
use of books and other
media by patrons, a
server manages the use
of shared resources by
clients…
14

15. Client/Server Networks
• Client/Server network
15

16. Advantages of a Client/Server
Network
Advantages of a Client/Server
Network
• Provide User logon accounts and passwords for user of the network
• Access to multiple shared resources can be centrally granted to a
single user or groups of users
• Problems on the network can be tracked, diagnosed and often fixed
from one location
• Optimized for faster processing time to handle many requests from
clients
• Larger disk space means it is more scalable and more clients can be
added as necessary
16

17. NETWORK TOPOLOGIES
• Network topology - refers to the
geometric arrangement of the actual
physical organization of the computers and
other network devices) in a network
– Bus
– Star
– Ring
– Hybrid
– Wireless
• Network topology - refers to the
geometric arrangement of the actual
physical organization of the computers and
other network devices) in a network
– Bus
– Star
– Ring
– Hybrid
– Wireless
17

18. Bus/Star/Ring Topologies
Bus Topology
(linear bus)
All devices are connected to a central cable, called the
bus or backbone. These networks are relatively
inexpensive and easy to install for small networks
Star Topology All devices are connected to a central device, called a
hub. Star networks are relatively easy to install &
manage, but bottlenecks can occur because all data must
pass through the hub
Ring Topology The ring topology connects computers on a single circle
of cable. Signals travel around the loop in one direction
and pass through each computer acting like a repeater to
boost the signal and send it on to the next computer.
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19. Hybrid / Wireless Topologies
Hybrid Topology Groups of star-configured
workstations are connected to a
linear bus backbone cable,
combining the characteristics of
bus and star topologies
Wireless Devices are connected by a
receiver/transmitter to a special
network interface card that
transmits signals between a
computer and a server---all with
an acceptable transmission range
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20. NETWORK TOPOLOGY
20

21. Protocols
• A protocol is a
standard that
specifies the format
of data as well as the
rules to be followed
during transmission
• Simply put, for one
computer to talk to
another computer, they
must be speaking the
same language.
• Protocols provide the
language
21

22. IEEE 802.3 or Ethernet Protocol
• The committee that
addresses LAN
standards is called the
IEEE 802 Committee.
– Thus, IEEE LAN protocols
always start with the
number 802.
• Today, the world’s most
popular protocol for
LAN is the IEEE 802.3
protocol.
• The committee that
addresses LAN
standards is called the
IEEE 802 Committee.
– Thus, IEEE LAN protocols
always start with the
number 802.
• Today, the world’s most
popular protocol for
LAN is the IEEE 802.3
protocol.
– This protocol standard, also
called Ethernet, specifies
hardware characteristics such
as which wire carries which
signals.
– It also describes how
messages are to be packaged
and processed for
transmission over the LAN.
22

23. IEE 802.3 or Ethernet Protocol (Continued)
• Most personal
computers today are
equipped with an
onboard NIC that
supports what is
called 10/100/1000
Ethernet.
– These products conform
to the 802.3
specification and allow
for transmission at a rate
of 10, 100, or 1,000
Mbps.
– Communications speeds
are expressed in bits,
whereas memory sizes
are expressed in bytes.
23

24. Ethernet Packets
• The actual data to be sent
• Media Access Control (MAC): Address of
the packets source
• The MAC address of the intended recipient
• A Cyclic Redundancy Check or (CRC code)
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25. Security PerspectiveSecurity Perspective
• This system of allowing each machine to decide
which packets to process does not provide any
security.
• Keep in mind that any device that can connect
to the network cable can conceivably capture
any data packet transmitted across the wire.
Many network diagnostic programs, commonly
referred to as packet sniffers, can tell a NIC to
run in promiscuous mode.
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26. • Running in promiscuous mode, the computer
will process all packets that it sees on the cable,
regardless of the specified MAC addresses.
• Packet sniffers can be valuable troubleshooting
tools in the right hands, but Ethernet provides
no protections against unscrupulous use.
• If security of the data is important, consider
installing some type of additional encryption
software to safeguard your data
• Running in promiscuous mode, the computer
will process all packets that it sees on the cable,
regardless of the specified MAC addresses.
• Packet sniffers can be valuable troubleshooting
tools in the right hands, but Ethernet provides
no protections against unscrupulous use.
• If security of the data is important, consider
installing some type of additional encryption
software to safeguard your data
26

27. MEDIA
• Network transmission media - refers to
the various types of media used to carry
the signal between computers
– Wire media (guided)
– Wireless media (unguided)
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28. Wire Media
• Wire media - transmission material
manufactured so that signals will be
confined to a narrow path and will
behave predictably
• Three most commonly used types
include:
1. Twisted-pair wiring
2. Coaxial cable
3. Fiber optic (or optical fiber)
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29. Wire Media
29

30. Wireless Media
• Wireless media - natural parts of the
Earth’s environment that can be used as
physical paths to carry electrical signals
• Atmosphere and outerspace are examples
of wireless media that commonly carry
signals
30

31. LAN CONNECTIVITY DEVICES
Hubs Connectivity device that retransmits incoming data signals
to its multiple ports –Typically used for Star topologies and
use twisted pair cabling
Repeaters A device used to regenerate a signal—addresses a
transmission signal problem called attenuation
Bridges Allows large networks to be broken up into segments-
segments are connected by a bridge----manages bandwidth
Switch Also manages bandwidth on a large network—further divides
a network into smaller domains
Router
Brouters
Routing device that examines each packet of data it receives
and then decides which way to sent it towards its destination
Features of router and bridges
31

32. OPEN SYSTEM INTER-CONNECTION
(OSI)
1. Physical Layer
2. Data Link Layer
3. Network Layer
4. Transport Layer
5. Session Layer
6. Presentation Layer
7. Application Layer
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33. THANK YOU
END OF SESSION ONE
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34. DAY ONE
SESSION TWO
ELECTRONIC FILING SYSTEMS
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35. OPENING QUESTION
•What is electronic
filing?
•Why electronic filing?
35

36. What is Electronic Filing?
In its simplest form, electronic filing is the substitution of
an electronic document for a traditional paper
document. With the evolution of Internet technology,
electronic filing has become a highly secure and reliable
method for sending, receiving, and managing legal
documents and case information.
Electronic Document Filing (EDF) is an electronic
solution that help organization to streamline their
document management processes.
It enables scanning, storage, retrieval, sharing, tracking,
revision, and distribution of documents and hence
information and data they contain.
36

37. Electronic Filing – Why is it effective?
37

38. Benefits of Electronic Filing:
Centralized Source of Information
Easy Retrieval
It is possible to retrieve any documents stored in the
system at any time and in as many copies as needed.
Flexible Search
Electronic Filing provides flexible search tools that enable
defining criteria according to the actual needs. The
documents can be searched by title, author, or keywords
found in the name or the content of the document.
Improved Distribution
The system is integrated with the organization's software
suite what enables sending documents using emails or
other commonly used communication tools.
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39. Electronic Filing:
Improved Security
Administrative control
The Electronic Filing allows introducing changes to the
system only to the authorized users. Only those with valid
password and login can retrieve information from the
documents what makes the system a secured place for
confidential and fragile data.
Disaster recovery
All files are scanned, stored and backed-up in the
electronic version what protects them from physical
damage.
39

40. Electronic Filing:
Cost-effectiveness
Reduced document storage costs
In Electronic Filing, all the documents are stored in the
form of electronic files on a server. This format eliminates
the maintenance cost of cupboard archives.
Improved cash-flow
More effective processing of documents like invoices,
automatic system alert, expired product license alert and
other cash-related documents helps to control the flow of
cash in the organisation.
40

41. Electronic Filing:
Improved Workflow
Improved internal communication
By facilitating access to all information contained in
documents within the company, the managerial
processes become more effective and the workflow is
smoother.
Easy administration of information
Easy access to information stored in diverse documents
facilitates the workflow because it enables the retrieval
of necessary documents in as many copies as needed.
Intellectual Capital
As all documents are in electronic versions it is easy to
share them within other coworkers and therefore pass
the knowledge and improve the workflow.
41

42. Electronic Filing:
Improved Client Satisfaction
Access to customer-related data
In Electronic Filing, all the information is stored in a
centralized repository and therefore is easily accessible.
The customer service is therefore smoother and much
more effective.
Effective client service
In NAFDAC, client service is based on application and
form filling. Easy access to the necessary documentation
speeds the process of client service and maximizes their
satisfaction.
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43. Information Storage in Electronic
Filing System
1. Floppy Disk
• 3.5” plastic covered REWRITABLE magnetic storage
disk.
• Stores up to 2 MB of information (1 MB = 200 pages).
• Disk is portable and can be used in machines with
floppy drive.
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44. Information Storage Contd….
2. Zip Disk
• 3.5” plastic covered REWRITABLE magnetic storage disk.
• Stores up to 200 MB of information (100 floppy disks).
• Disk is portable and can be used in machines with ZIP
drive.
44

45. Information Storage Contd….
3. Compact Disc
• Usually READ ONLY (but some can be
REWRITTEN).
• Stores 650 MB of information (325 floppy disks).
• Disk is portable and can be used in machines
with CD drive.
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46. Information Storage Contd….
4. DVD (Digital Versatile Disc)
• Usually READ ONLY (but some can be
REWRITTEN).
• Stores 16 GB of information (8,000 floppy
disks).
• Disk is portable and can be used in
machines with DVD drive.
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47. Information Storage Contd….
5. Hard Disc (PC or Network)
• REWRITABLE magnetic storage (usually)
built into a computer.
• Stores many GB of information (1 GB =
500 floppy disks).
• Disk is (usually) NOT portable.
47

48. Electronic Database
An electronic database is
a computer program that
STORES and ORGANISES a
collection of related
information.
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49. Structure of a Database
1. FILE: this is ALL of the information in the
database (eg every name in the phonebook).
2. RECORD: this is ALL of the information
about ONE thing in the database (eg your entry in
the phonebook).
3. FIELD: this is ONE piece of information
that appears in EVERY record (eg your phone
number in your phonebook record).
49

50. Benefits of Electronic Database
• corrections are easier to make though simply making changes on
screen;
• information can be easily changed using the FORMATTING
functions;
• information can be more easily found due to FIND function;
• information is quicker to find due to FIND function;
• information can be reorganised more easily due to SORT function;
• information can be reorganised more quickly due to SORT function;
• electronic security can be easily put in place;
• space is saved as a computer takes up less room than filing cabinets;
• saving space can save an organisation money;
• information can be MAIL MERGED to produce personalised info very
easily.
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51. Available Electronic Filing Documents
Applications
• Alfresco One
• Cabinet
• DocPoint
• docSTAR
• DocuWare
• E-Cabinet
• IsoTracker
• iSynergy
• Laserfiche
• LogicalDoc
• M-Files
• OpenText
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52. THANK YOU
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