1 University of Palestine Information technology college Electronic Document Management System Technologies Electronic Document Management System Technologies Prepared by: Niddal abu swereh Supervised By: Miss Rasha Atallah

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

Management Information Systems 3 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 Document Management Information Retrieval Multimedia

Management Information Systems 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.

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

Management Information Systems 6 Document Management … Technology enables 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

Management Information Systems 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.

Management Information Systems 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. +

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

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 14 Groupware Groupware systems enable information to be organized and shared in a collaborative work environment. More than just , groupware systems include such features as discussion databases, bulletin boards, electronic forms, and electronic schedulers.

Management Information Systems 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.

Management Information Systems 16 Workflow Vs. Workgroup …

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 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.

Management Information Systems 21 References Book : "The Workflow Imperative" by Thomas M. Koulopoulos Documentum: Opentext/Livelink: Saros/Mezzanine: PC DOCS: Web: