MANAJEMEN

DOKUMEN
PERTEMUAN 4

AULIA PUSPANING GALIH, S.IIP., MS

 DOCUMENT MANAGEMENT IN ICT
ENVIRONMENT

by AULIA PUSPANING GALIH, S.IIP., MS

 6 BASIC COMPONENTS OF DOCUMENT
MANAGEMENT SYSTEM
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 unauthorized access

Audit trails

by AULIA PUSPANING GALIH, S.IIP., MS

 WHY IS DMS EFFECTIVE?
Centralized source of • Flexible retrieval of documents and information they contain
• Improved, fast and flexible search for information and data
information • Controlled and improved document distribution

• Administratively controlled access to data

Improved Security • Disaster recovery

• Reduced or eliminated document storage costs

Cost-effectiveness • Improved cash-flow

• Improved internal operations and communications

Improved workflow • Easy administration of information and data
• Preserved intellectual capital

Maximized customer • Easier and fasted access to customer-related data

• Faster and more effective customer service
satisfaction
by AULIA PUSPANING GALIH, S.IIP., MS
 DMS: CENTRALIZED SOURCE OF
INFORMATION
◦ Easy Retrieval
◦ It is possible to retrieve any documents stored in the system at any time and in as many copies as
needed.
◦ Flexible Search
◦ DMS provides flexible search tools that enable defining criteria according to the actual needs. The
documents can be searched by title, author, or keywords found in the name or the content of the
document.
◦ Improved Distribution
◦ The system is integrated with the organisation’s software suite what enables sending documents using
emails or other commonly used communication tools.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS: IMPROVED SECURITY
◦ Administrative control
◦ The DMS allows introducing changes to the system only to the authorized
users. Only those with valid password and login can retrieve information
from the documents what makes the system a secured place for confidential
and fragile data.
◦ Disaster recovery
◦ All files are scanned, stored and backed-up in the electronic version what
protects them from physical damage.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS: COST-EFFECTIVENESS
◦Reduced document storage costs
◦In DMS, all the documents are stored in the form of electronic files on a
server. This format eliminates the maintenance cost of cupboard archives.
◦Improved cash-flow
◦More effective processing of documents like invoices, debt collection and
other cash-related documents helps to control the flow of cash in the
organization.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS: IMPROVED WORKFLOW
◦ Improved internal communication
◦ By facilitating access to all information contained in documents within the company, the
managerial processes become more effective and the workflow is smoother.
◦ Easy administration of information
◦ Easy access to information stored in diverse documents facilitates the workflow because it
enables the retrieval of necessary documents in as many copies as needed.
◦ Intellectual Capital
◦ As all documents are in electronic versions it is easy to share them within other coworkers
and therefore pass the knowledge and improve the workflow.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS: MAXIMIZED CUSTOMER
SATISFACTION
◦ Access to customer-related data
◦ In DMS all the information is stored in a centralized repository and therefore
is easily accessible. The customer service is therefore smoother and much
more effective.
◦ Effective customer service
◦ In certain sectors the customer service is based on application and form
filling. Easy access to the necessary documentation speeds the process of
customer service and maximizes their satisfaction.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS – WHICH SECTORS ARE LIKELY TO
USE IT?
◦ Insurance
◦ to store applications, quality documentation, diverse documents involved in the
claim process (pictures, document copies, etc.) and policy documentation
◦ Telecom
◦ to store applications for different packages and subscriptions and documentation
relevant to contracts
◦ Governmental (on the example of Passport and Immigration Office)
◦ to store all documentation regarding citizens: passport, visa and identification card
applications and copies

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS IN INSURANCE SECTOR
◦Insurance organizations archive different types of documents relevant to
policy and claim application and documentation processes.
◦Similarly to governmental organizations, they store confidential data and
need to apply high security standards to protect their customers.
◦As the insurance sector is strictly controlled by law, the DMS has several
features to authenticate the validity of all stored information in order to
demonstrate compliance with governmental regulations.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS IN TELECOM SECTOR
◦The use of a reliable DMS in the telecom sector helps dealing with
all sorts of documentation relevant to contracts and applications.
◦The system provides an easy access to application forms for
packages and subscriptions and serves as a document archive.
Therefore, it improves customer service and the workflow of
telecom company’s employees.

by AULIA PUSPANING GALIH, S.IIP., MS

 DMS IN GOVERNMENTAL SECTOR
◦Governmental organizations store documents containing confidential
information about citizens. Passport and Immigration Services, that
Converse cooperated with, handles information about citizens from
different countries: their names, passport numbers, visa applications, etc.
◦A reliable solutions to store and to protect this data from unauthorized use
in indispensable. Moreover, when dealing with a lot of customers on a daily
basis, DMS improves the workflow and customer service in the offices, i.e.
in the airports.

by AULIA PUSPANING GALIH, S.IIP., MS

 Challenges of Document Management
◦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
by AULIA PUSPANING GALIH, S.IIP., MS
 HOW DOCUMENT MANAGEMENT CAN
SOLVE THESE MATTERS BELOW?
◦ Disaster Management/Preparedness
◦ Efficiency of working
◦ Mobile Working Environment

WHICH SECTORS ARE LIKELY TO USE

DMS, BESIDE THE 3 MENTIONED
BEFORE?
by AULIA PUSPANING GALIH, S.IIP., MS
AULIA PUSPANING GALIH, S.IIP., MS