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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