Document Management:

tools and techniques

* Choudhary, Pravin.Kr.,
Sr. Manager (Doc.), DLF

** Shokeen, Ashu (Dr.),

Head & Chairman, KUK

Document Management
Document management is a process taken
with document within an organization, with
respect to the creation, distribution and
deletion of documents.
Document Management includes every
action taken with a document within an
organization, with respect to the creation,
distribution and deletion of documents

Document
It is commonly said that a document can either be
represented in electronic form (i.e. Word
document, Spreadsheet file, Movie file, Sound
clip, etc.) or as a traditional hardcopy consisting of
one to thousands of pages.

Synonyms
Document management has been named differently

DMS (Document Management Systems),

DIS(Document Information Systems),

IDM(Integrated Document Management),

EDM(Electronic Document Management),

ECM(Enterprise Content Management),

Content Management and Knowledge

Management.

Document Management System (also known by

some as a "paperless office" system or content
management system),

Doc.Manag.at ICT Environment

Components of Document
Management
There are six basic components of DMS:
Capture of documents for bringing them into the
system
Storing and archiving methods
Indexing and retrieving tools for document search
Distribution for exporting documents from the systems
Security to protect documents from authorized access
Audit trails

SCANNING & INDEXING WORK FLOW

Receive Documents
from DIC

Enter Details on RECEIPT &

RETURN REGISTER

Return of
Documents to
DIC

QC
Verified

Preparing Pre- indexing

Data Sheet

Document
Scanning

Index &
Upload to
the
Server
Reporting,
Approval &
Audit

TIF File
Creation

Document QC

Process Flow
First Unit

Scanner

Scanning PC

Image QC PC

Exp. Staff

Exp. Staff

Exp.+ Qualified Staff

Image QC Scanner

Second Unit

Scanner

Scanning PC

Image QC PC

Exp. Staff

Exp. Staff

Exp.+ Qualified Staff

Indexing PC

Reporting & Supervision

Exp.+ Qualified Staff

Shift Supervisor

Image Audit staffs

Capture of documents for bringing

them into the system
Imaging or Scanning:
The scanner should preferably have both flat
bat and ADF(Automatic Document Feeder)

Scanners Speed: can handle 10 to 200 pages

per minute

Scanning scale: 100%

Resolution standard:
Normally scanning at 200 dpi is recommended,
Maximum dpi limit can be upto 600.

Capture of documents for bringing

them into the system Cont..
Bit depth: This consideration in view of possible
number of colour combinations in the documents.

Compression: TIFF G4 format is generally adopted

as archiving format. TIFF Group 3, JPG, BMP, and
GIF compression.

Exposure: This denotes the brightness and contrast

of an image. Brightness upto 130 and contrast upto
80 is adjusted for exposure.
Page orientation

Capture of documents for bringing

them into the system Cont..
OCR: Optical Character Recognition- for printed
material(in this case scanning at 300 dpi is
recommended)
ICR : Intelligent Character recognition that recognizes
handwritten and printed text as alphanumeric
characters

Zone OCR: Zone OCR enables automated document

indexing that reads certain regions (zones) of a
document and then places information into the
appropriate index template fields

Note: OCR is never 100% with available technologies

till date

Capture of documents for bringing

them into the system Cont..
Annotations
These permit the users to append or remove
information about a document that has been
captured without permanently changing the
original
image.
Highlighting,
Stamps,
Redactions (black-outs or white-outs) and
Sticky notes are among the most common
annotations.
DMSs security should give the system
administrator
control over who can view
annotations and see through reductions.

Storage options
Magnetic Media (Hard Drives): It includes
- RAID - Redundant Array of Independent
Disks,
- NAS Network Attached Storage and
- SAN Storage Area Networks .
Magneto-optical Storage
Compact Disc
DVDs
WORM
Ultrium Data Cartridge: It is high capacity
very secured storage medium. It is
available in 200GB, 400GB and 800 GB
capacity.

Indexing and Retrieving Tools

1. Through Index
2. Full Text Indexing
3. Folder File structure

Security of Documents
There are basically two categories of rights:

a. Access Rights:
It basically determines who can log on the system
and which folders or files individuals can
open.

b. Feature Rights:

It determines a range of actions, including adding

pages, annotating, copying, or deleting
records.

Benefits of Document Management

1.
2.
3.
4.
5.
6.
7.

Improve staff productivity

Reduce costs associated with manual document
Promote sharing of knowledge and information
Enhance corporate transparency and governance
E-mail and fax files instantly
Access documents while traveling
Publish documents to CD, DVD or the web, as
appropriate

Challenges
MONEY
MAN: It is the toughest task to make people abandon
there old working and to adapt to new working ways.

Computer Malfunctioning
New Technologies
Backup in different Media
Disaster Management: We can store backup data in
different Seismic Zone

Data Security/Data Theft

To Conclude
Disaster Mgmt./Preparedness
Efficiency of working
Mobile Working Environment