Managing documents

© 2012 by DPS Micrographics Private Limited. All rights reserved 1

Presentation on Managing Documents

Partho Nandy, Senior Manager – Business DevelopmentDPS Micrographics Private Limited, Kolkata


Challenges in 2014

● 90% of business information still exists on paper

● 20% to 40% of workers time is wasted searching for documents

● Professional spend 5-15% reading information, but up to 50% looking for it

● 18 minutes is the average search time for a document

● 7.5 percent of all documents get lost, 3 percent of the remainder get misfiled

● The average document gets copied 9 times

● Paper is growing at a rate of 22 percent per year

● Each 4 drawer file cabinet takes up to 9 sq ft of floor space

The predominance of IT in business processes has led to more documents in

the workplace


Managing Documents today

A typical organization’s source of information

On Paper in files, books & manuals etc.

In Document files like Word, Excel, CAD etc, in PCs

On Computer printouts

In Document files backed up on CDs/DVDs/Tapes/ etc.

In Drawings on paper/tracing paper etc

In Documents on microfilms

More than 80% of an organization’s documents reside in unstructured data


Do we have a problem?

● Information on different media & platforms

● No central repository for information – shared file system not very efficient

● No control over document versions

● Time lost in retrieving information

● Poor access control on the documents

● Expensive storage overheads

● Documents liable to be lost or misfiled


More than 70% of today’s businesses would fail within 3 weeks if they suffered

a catastrophic loss of paper-based records due to fire, floods or any other

natural calamity

Do we have a problem?


What is the Alternative?

● Centralize your pool of information into a structured electronic filing system● Enable quick access to information regardless of the format of the source● Exercise strict control over information access

● Automate business processes

● Disaster recovery in case of calamities

● Save on valuable storage space - no more bulky, expensive filing cabinets● Offsite re-location of the physical documents for long term storage● Retrieval of physical documents whenever required


The Solution

Files

Scan Index Store Retrieve

Records Dispositi

on

Physical Files

PhysicalStorage

Electronic Document Management System

Records Management System


Electronic Document Management System

● Application Server – Index Database & Documents are stored here

● Workstations – Workstations on the network are the retrieval devices

● Reproduction – Prints on standard printers connected to the network

● Distribution – The documents can be distributed by email/fax etc.


● Capture & Import Tools to bring documents into the system

● Methods for storing & archiving documents

● Indexing & retrieval tools to locate documents

● Distribution tools for exporting documents out of the system

● Security to protect documents from unauthorized access

● Collaboration & Workflow tools

Electronic Document Management System (EDMS)


EDMS - Capture & Import of Documents

● Scan documents using MFPs/Document Scanners/Book Scanners/Camera

● Import emails from Microsoft Outlook

● Microsoft Office Documents

● AutoCAD Drawings

● Connect to standard Databases to interchange metadata

● Connect to Microsoft SharePoint


EDMS - Index / Capture Metadata

Data Entry Optical Character Recognition

Database

● Index Data entered manually

● Index information captured using OCR in structured forms

● Index data picked up from existing databases by mapping fields


EDMS - Search / Retrieve Documents

● Browse through folders

● Search by Metadata/Document Properties

● Search through document content

● Boolean Search (AND/OR)

● Web enabled

● Search from common application programs such as MS-Office


EDMS - Check-in / Check-out / Version Control

● Check-out documents for editing – control document collaboration

● Version Control – Changes to documents saved as new version

● Control on changes made / Roll Back to previous versions

● Clarity on changes made – by whom/when


EDMS - Workflow / Collaboration

● Automate business processes

● Monitor document movement

● Enable collaboration


EDMS - Security / User Access Control

● Setup Users/User Groups

● Define roles for each user

● Control access to folders/classes/documents

● Control action on documents based on roles assigned

● Login Authentication


Benefits of EDMS

● Fast Retrieval – Quicker response to customer queries

● Flexible Indexing – Customised for different document types

● Full Text Search – Search not only on metadata but also on document content

● No Lost / Misplaced documents

● Document Sharing & Distribution easy

● Save space

● Improved security – Better and more flexible control over documents

● Disaster Recovery – Replicate Document Repository


Records Management System (RMS)


● Consultancy – Study your requirement & recommend EDMS Solution

● Supply Hardware & Software

● User Training & Handholding

● Backlog conversion

How can we help?

● Re-location and storage of the original documents – with warehousing partner


DPS Micrographics Private Limited216/3A Acharya J C Bose Road, Kolkata 700 017, India

Tel: +91 33 2287 8887 / 2287 8393 / 3296 7016 Fax: +91 33 2287 4717

email: [email protected] http://www.dpsmicro.com

Technology

Managing documents