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

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