Upload
techmodiindia
View
609
Download
1
Embed Size (px)
DESCRIPTION
Citation preview
Document Management Systems
Overview Introduction Definitions Benefits Types of Documents: Industries Applications DM Components DM Functionality DM Functionality for the Web Research and Job Opportunities
Introduction
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.
Introduction
Limitations of RDBMS for document management Based on E-R data models Suitable for structured data Traditional business applications, decision support
systems, reporting tools No inherent support to manage electronic documents
Introduction
Hypertext Workflow
DocumentManagement
InformationRetrieval
Multimedia
Convergence of enabling technologies
•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.
Definitions
A document is an artifact resulting from the transformation of a set of ideas by people following a set of processes.
An electronic document has the following characteristics (Sprague, 1995): holds information of multiple media: text, graphics, audio,
video contains multiple structures: headers, footers, TOC,
sections, paragraphs, tables is dynamic: can be updated on the fly may depend on other documents
Definitions
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
Process
Technology
Input Output
People
Change
Technologyenables change
in process
Definitions Document Management (DM) (Sprague, 1995): creation,
storage, organization, transmission, retrieval, manipulation, update, archival and retirement of documents based on organizational needs.
Benefits
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.
Benefits
Reduce time to create, review, approve and publish mission critical documents
Increase accessibility to information; retrieval using business characteristics and full-text searches
Ensure currency Provide access and version control Enable enterprise-wide collaboration; reduce email Facilitate workflows (sequential and parallel) Maintain audit trail Increase re-use of components (produce multiple
documents from same components) Publish electronic & paper documents simultaneously
Types of Industries & Documents
Industry Segment Document TypeAutomobile,Construction
Engineering drawings
Pharmaceutical New drug applications to FDAInsurance ClaimsFinancial Product brochures, swaps and
derivativesConsulting Contracts and agreementsArchitecture,Engineering
Blueprints and photographs
Consumer Products,Financial
Marketing literature
Lawyers Legal briefsAirlines* Manuals and handbooksAll Memos/ White Papers
* It is said that Boeing ships three plane loads full of manuals for every plane
Applications
Financial Product catalogs (marketing information): Org Comm Back-office: confirmation of trades, customized letters and
promotions: Revenue Generation Policies: Org Comm
Pharmaceutical New drug applications submitted to FDA (approximately 600
volumes of 200 pages each): Business Process Re-engineering
Product labeling information: Standard operating procedures, laboratory manuals: Org Comm Organizational knowledge on drug development: Org Memory Regulatory guidelines: Org Memory Competitive intelligence
DM Components
AuthorsTitleDescriptionCreation DateVersion NumberModified Date…….
Attribute Management
Content: Text GraphicsIndex Terms
Content Managem
ent
+
Document Management
=
DM Components
Applications
Attributes and
Content
Create/Capture Store/
Organize
Control/Access/Version
Transmit/RouteReview/
Annotate
Retrieve/Synthesize
Assemble/Publish/Print
Retain/Archive
Document Management Functions
Core Components
Organizational Communication
BPR
RevenueGeneration
OrgMemory
DM Functionality
Capture/Create Scanning paper, importing electronic documents Capture meta-data or attributes: author, date, title,
keywords, document type, purpose, bus characteristics Check-in/Check-Out
Locking mechanism to prevent overwriting Store/Organize
Compound documents made of components of multiple media types
Structured as hierarchies: cabinets/folders Distributed storage of content and meta-data
DM Functionality
Access/Version Control Provide access to members with various roles and
privileges: author (Read/Write/Delete), reviewer (Read/Annotate), approver (Read, Change Status)
Provide version management so that older versions can be accessed for historical or legal reasons
Retrieve/Synthesize Powerful retrieval mechanisms based on attributes,
concepts, full-text Stored queries that can be executed periodically Automatic change notifications
DM Functionality Transmit/Route
Create workflows among stakeholders and monitor status Encrypt/decrypt sensitive information
Review/Annotate Enable reviewers to read and annotate documents; merge
annotations Assemble/Publish/Print
Assemble views by combining components based on audience
WYSIWYG displays on screen in native format or printing Retain/Archive
Set up rules to retain published and original content (and versions) or to send it to long-term storage (optical disks)
DM Functionality for the Web
Immature Web infrastructure for industrial-strength, document-intensive applications
Need to extend Web infrastructure using document management functionality (Rein, et al., 1997)
IETF Working Group (WEBDAV) defining standards to extend HTTP for: name space management overwrite protection version management meta-data management
DM Functionality for the Web
Document Management Web TechnologiesManage large amounts of material Deliver multiple mediaProvide consistent and predictablestructure
Provide user interface and navigation
Enable hyper-linkingEnsure currencyFacilitate non-technical authors withtemplates
Facilitate non-technical authors withWYSIWYG tools
Support roles, responsibilities andaccess controlEnable workflowPublish multiple viewsEnable version controlProvide document lockingEnable recording of attributes Enable attribute searching using meta-tagsStable, well-defined functionality Continuously evolving
Complementary Technologies
Research and Job Opportunities
Reviewing and implementing WEBDAV recommendations to extend Web infrastructure
Template management: propagation of changes to documents instantiated out of templates
Indexing and retrieval based on concepts, synonyms Increasing number of jobs in pharmaceutical and
financial sectors Managing Web content using DMS
UI, Server-side programming, Web-DMS gateways Link management
• Any Question ?
• Thank you