ادارة الوثائق الالكترونية Naji Shukri Alzaza University of Palestine April 2010

EDM: Document management Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Document management Document management describes the administration and manipulation of images and other electronic files uploaded in the system. Document management, as opposed to simply document imaging, also allows for the upload and management of application files, such as Microsoft® Office documents. Some common document management features include check in/check out and version control. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Document management… Check in/check out is EDM software functionality to allow a modifiable document to be checked out and then back into a document repository, keeping security and document integrity intact (together). Typically this allows one user at a time to work on (and possibly modify) a document. While the document is ‘checked out,’ other users may see an icon or some other designation in the EDM system indicating who has the document, or may simply see a read-only rendition of the document. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Document management… Version control means that, if anyone alters the document, the system automatically assigns a new version number, ensuring that the original is still intact. Some other document management features that can also apply to static images are annotation and redaction. Annotation is the adding of information like highlighting, notes, or comments to an image. The annotations themselves are simply a layer and in no way alter the actual image. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Document management… In this way, the image can still serve as a legal record. Redaction is the blacking out of classified information. Redaction can be presented as a layer, retaining the unaltered original image. It is also used to generate separate redacted files (image or text based), in which the proprietary or confidential material has been fully removed, for appropriate distribution. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Electronic Document Workflow EDM Workflow is an advanced EDM feature that offers incredible efficiency gains. Imaging alone allows workers to perform many business functions at their workstations because the documents necessary for their duties are now available on screen. However, workflow features take this to the next level. EDM workflow allows for the automation of repeatable business activities involving electronic documents, such as sending an application to proper department once it is scanned. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Electronic Document Workflow Documents can be sent to the workers automatically and they can be notified of pending duties using task lists and/or notifications. When the duties are completed, they can send the document on to the next reviewer or simply close out the process. Their supervisors and co-workers will be able to see that the task has been completed. Additionally, a workflow system allows a supervisor to monitor workloads and assign tasks. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Electronic Document Workflow Supervisors can also monitor productivity. When someone calls in sick, the work can be digitally reassigned. Workflows can be either ad-hoc, which means on-the- fly, or production, which means predefined. Many workflow applications provide graphically intuitive wizards and drag-and-drop canvasses to make workflow setup easy. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Data Migration Hierarchical Storage Management (HSM) software applies metrics, or predefined criteria, to each file in a storage array. Those that match will be migrated to another location (or device) to make room for more files. The criteria may be how long the file has been on the server, the date the file was generated, the size of the file, or the last time the file was accessed. Files are migrated to a less expensive (and slower) storage, such as from RAID to a jukebox. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Data Migration… Pre-fetch software can move an entire folder to faster (and more expensive) storage when a single file is called up. This way, if another file is called up from that folder, there will not be a retrieval delay inherent with jukeboxes. Once the files are pulled up, they will fall under the normal rules of the HSM software once again. Media management software manages all media and “knows” the location of each disc and the corresponding files on each disk. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Graphical User Interface One easily overlooked aspect of a successful EDM system is an intuitive Graphical User Interface (GUI). It is vital for the acceptance and adoption of an EDM system that the users are comfortable with the look and feel of the EDM software. EDM is a significant departure from paper file management; therefore, it is imperative to develop or purchase software that is intuitive or similar to existing applications. Naji Shukri Alzaz, EDM, University of Palestine, April 2010

Graphical User Interface… It is also common practice to image-enable an existing application that users are familiar with so they maintain a consistent desktop. This means that a launch button or menu is added to an existing application and search screens are windows that pop up when searches are conducted. While integration can be challenging, user acceptance is greatly enhanced. Naji Shukri Alzaz, EDM, University of Palestine, April 2010