ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

@ What is EDMS ? What is EDMS 3 @ An Electronic Document Management System/ Imaging (EDMS) system is a set of computer based technologies used to capture, process, index, store, access, view, revise, reproduce, distribute, and dispose of information. @ Traditionally, imaging systems have been designed to capture images of paper documents. Document management systems, on the other hand, are designed to not only work with scanned images of paper documents, but also with electronic documents as well as output from mainframe computers, and even e-mail. Electronic Information Objects 4 @ @ @ @ @ @ @ @ @ @ Word processing files Spreadsheets Computer Aided Drafting (CAD) drawings Computer Output to Laser Disk (COLD) files Scanned or faxed images Microfiche and microfilm Sound files Video clips Database information A sequence of events – workflow EDMS History 5 @ Early 80’s – Engineering Drawing Management System – Very Expensive – Bitmaps only – Limited indexing @ Mid 80’s – Engineering Document Management System – Proprietary formats – Workflow added – Massive storage requirements EDMS History continue 6 @ Mid 90’s - Electronic Document Management System – Support for native formats – Client-server based products – Dozens of options available @ Today – Everybody’s Document Management System – Maturing market – Enterprise solutions – Integration with business applications @ When to Use EDMS ? When to Use EDMS 8 @ There are volumes of incoming correspondence to process and file @ The company uses many different types of forms @ There is a need to provide immediate access to information to multiple users @ There is information from paper or reports to post into computer files @ There are notices and/or correspondence to file and track @ There are file folders stuffed with paper, photos, CAD drawings and copies @ There is a requirement to provide documents to other departments, and to stakeholders When to Use EDMS continue 9 @ There is a large volume of correspondence via mail, email, fax, and interoffice mail @ There is a need for efficiency by introducing automated workflow to the business process @ There is need for better security and back up of important documents @ There is a need to reduce the amount of floor space dedicated to paper files @ There is a desire to improve service to the stakeholders @ What are the benefits of EDMS ? Benefits of EDMS 11 @ Eliminate the need to pre-print forms. @ Stop transporting and storing blank forms. @ Save multiple data entries (and the potential for errors) from being made. When the online form is filled out, the database is also created at the same time. @ Save the costs of transporting copies of the completed form to multiple destinations. @ Save time by making the form available immediately instead of waiting on mail or delivery. Benefits of EDMS continue 12 @ Save time in filing and retrieving the form. @ Enable faster searching through multiple records. @ Eliminate the use of expensive floor space for paper files. @ Create a better records management system for longterm retention. @ The same information can also be made available to the stakeholders through the Internet, with portions “redacted” or “blacked-out” due to privacy concerns. @ What technologies related to EDMS ? EDMS Technologies 14 @ EDMS consists of four distinct technologies: document management, imaging, workflow, and computer output to laser disk (COLD). @ EDMS integrated solutions provide imaging, document management, workflow and computer output to laser disk (COLD) in a single system. Technology 1 15 @ Document management systems manage the creation, revision and use of electronic documents. We search for them, we check them in and out, manage versions, and keep them secure. Such systems improve usability, accessibility, security and control. Technology 2 16 @ Imaging is the conversion of paper documents to digital images. Images are indexed and imaging systems provide fast, on-line access. Such systems reduce paper handling and improve accessibility. Technology 3 17 @ Workflow automates the movement or routing of electronic documents through a business process. Workflow systems result in time saving and productivity improvement. Technology 4 18 @ COLD takes print files originating in a mainframe, indexes them and stores them in electronic folders in a document management or imaging system. Users are provided on-line access to the “print” files. Such systems provide access to information that was not previously available electronically – they replace printouts and improve accessibility. @ What are the characteristics of a good EDMS ? Ideal System Characteristics 20 @ The system must be highly integrated. The various functional components required, e.g. imaging, workflow, document management, COLD, and records management, should be provided by a single vendor and designed to work together as seamlessly as possible @ The system must provide significant out-of-the-box functionality. Many companies do not have the internal resources to fund significant expenditures for integration services. Thus, products that can be implemented and configured easily and provide complex functionality without substantial custom programming are preferred Ideal System Characteristics continue 21 @ The system must manage the life cycle of the document or object @ The system must provide a high degree of security and be able to restrict access to objects and annotation layers applied to those objects @ The system must provide a feature-rich web/browser interface with no plug-in or a small footprint plug-in @ The system must be scaleable, which means that the system must continue to function well as it is expanded from meeting the needs of a few departments to meeting the needs of the enterprise Ideal System Characteristics continue 22 @ The system must be able to support simple administrative document management as well as robust, production-level imaging with high volumes of document and transaction throughput @ The system must have a flexible programming interface; a tool set to enable the development of complex custom-built applications, and an ability to manage electronic forms @ What big issues existed within the implementation of EDMS ? Issues in Implementing EDMS 24 @ @ @ @ @ @ @ @ @ Budget Planning for EDMS Company Core Competency Issues Business Process Redesign/Implementation Support Network Infrastructure Legacy System Database Access Standards/ Methodologies Application Service Providers Facility Management Outsourcing Records Management @ What type of future development related to EDMS ? The Development of EDMS 26 The Development of EDMS continue 27 The Development of EDMS continue 28 The Development of EDMS continues 29 The Development of EDMS continues 30 The Development of EDMS continues 31 The Development of EDMS continues 32 The Development of EDMS continues 33 The Development of EDMS continues 34 The Development of EDMS continues 35 The Development of EDMS continues 36 The Development of EDMS continues 37 The Development of EDMS continues 38 Thank You 39 Richardus Eko Indrajit [email protected] [email protected] http://www.indrajit.org Q&A How will we measure and communicate progress? How will we know if we are failing? @What should our relationship be with the private sector? @How can e-government improve citizen participation in public affairs?