Prepared by: Niddal abu swereh Supervised By: Yasmeen elBubo

1. Preparedby: Niddalabuswereh Supervised By: YasmeenelBubo

2. Agenda • Introduction • Eras of Systems • Document Management • What is an EDMS? • EDMS Technologies • Workflow Vs. Workgroup • Use of EDMS Technology

3. Hypertext Workflow Document Management Information Retrieval Multimedia 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.

4. 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.

5. Document Management Document Management (DM) (Sprague, 1995): creation, storage, organization, transmission, retrieval, manipulation, update, archival and retirement of documents based on organizational needs.

6. People Input Process Output Output Technology Change Change Document Management … Technology enables change in process • 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

7. 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.

8. 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. +

9. EDMS … (EDMS) support the life cycle management of document based information (including data and any combination of text, images, graphics, voice, and video)

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. Workflow Vs. Workgroup …

17. 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.

18. 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.

19. 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.

20. 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.

21. 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