TXF 4998 PROJEK ILMIAH

1. TXF 4998PROJEK ILMIAH Title: An efficient framework of distribution and collaboration in Electronic Document Management System (EDMS) Name : Norlaele bt Hassan Matric No : 021469 Supervisor : En.Suhailan bin Dato’Hj.Safei

2. 1.0 INTRODUCTION • What the EDMS? - EDMS is an electronic document management system. - Process all of the document electronically such as creation, storing, archiving, destruction and manipulation. • Common issues in EDMS which are: - location - filing - retrieval - security - distribution

3. Cont… • The benefits in existing EDMS of distribution and collaboration: - saving an amount time - reduced paper storage - increase sharing and distribution an information - greater collaboration with other people • The weaknesses of EDMS can be specified such as: - storage issues - accessibility issues - inaccurate transfer of document

4. 1.1 Problem statement • Distribution - Privacy issues when recepient can’t choose the distribution method for themselves. • Status of collaboration - Realtime progress monitoring of the documents is it, in progress or no action. • Automated synchronization of change request (spelling focused) using criterias.

5. 1.2 Objectives • Create an efficient framework of distribution and collaboration in EDMS. • Introduce a synchronization model to track spelling correction in distributed enviroment. • Develop a prototype to visualize the framework of distribution and collaboration.

6. 1.3 Scope study • The research scope is to study problems/issues in EDMS focusing on the distribution and collaboration module. • Based on the study, an efficient framework for distribution and collaboration in EDMS will be produced to solve the issues. • Develop a prototype to implement and test the efficiency of the proposed framework.

7. 2.0 COMPARISON/ANALYSIS 2.1 EDMS background • The earliest EDMS were either developed to manage proprietary file types, or a limited number of file formats. • Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. • These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval. • EDMS evolved to where the system was able to manage any type of file format that could be stored on the network. • The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities.

8. Cont… • EDMS have basic components which are: - Capture documents into system - Methods for storing and archiving documents. - Indexing and retrieval to locate documents - Distribution for exporting documents from the system - Security to protect documents from unauthorized access - Workflow - Collaboration

9. 2.2 Common distribution and collaboration features in EDMS

10. 2.3 SWOT Analysis

11. 3.0 RESEARCH METHODOLOGY • Analysis method:- - SWOT analysis - Observation • Prototyping:- - Spiral Model • Evaluation method:- - Pilot testing

12. 4.0 MODELLING • Evalutionary D&C Model • Distributed Spelling Correction (DSC) Algorithm • Prototype for Distribution framework model

13. 1) Evolutionary D&C Model

14. 2) DSC Algorithm

15. 5.0 CONTRIBUTION/RESULT • Enable and more efficient to use for organizational process in distribution and collaboration of all the documents. • The feedback/response of the documents in EDMS so fast, easy collaboration synchronization and reliable distribution. • A prototype that can test the efficiency of framework model.

16. 5.0 CONCLUSION • The use of EDMS with an efficient of distribution and collaboration, better security measures for distribution of the document, decreases average time of case processing and collaboration. A good EDMS is one of the best way to streamline organization process and increase productivity.