Electronic Document Management: an integrated approach Welcome!
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Transcript of Electronic Document Management: an integrated approach Welcome!
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Electronic Document Management:
an integrated approach
Welcome!
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Agenda
Life and death of a documentStakes of an EDM project
The EDM in a nutshell
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The EDMin a nutshell
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Electronic Document Management
addresses a very common
and widespread problem…
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…document overflow!
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…but also:
multiple distant geographical sites,
collaboration needs on documents,
productivity & competitiveness issues,…
Many good reasons to adopt EDM
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Proposed definition:
Electronic Document Management
Electronic system
to acquire, classify, store,
archive and retrieve
documents
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Electronic system…
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‘SCANFIN’ projectBelgian Ministry of Finance
100,000,000 documents per year
‘Habitation Moderne’ projectpublic housing sector
50,000 documents per year
A dog A dog
EDM is NOT restricted to large companies!
Same with EDM!
No reference to the size:
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Electronic systemto acquire, classify, store,
archive and retrieve…
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Scanning Retrieving
Indexing Storing & archiving
User
The minimalist
EDM solution
But many other possible
features…
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Electronic systemto acquire, classify, store,
archive and retrievedocuments
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Files
FormsFaxes
Hard-copy documents Electronic documents
Faxesvia fax server
Word files
Excel files
Invoices
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Life and deathof a document
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Hardcopy documents Scanning Recognition
Indexation & Classification Conversion
e-Forms
e-Documents
Interactions
Recordmanagement
Workflows
Security
Navigation
Filemgt
Storage &archiving
ERPCRMDBs
Not to be scanned
Structured information→ not to be recognised
Metadata
External applications
Common format
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Hardcopy documentsFormsInvoicesMailFilesFaxes…→ Which documents should be integrated?
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ScanningVolume?Conversion into image files (TIFF, PDF)Automatic batch and document separationBlank page deletion90° or 180° rotationRecto or Recto/VersoColors, bitonal, greyscaleImage quality improvement (contrast, dust & scratch removal)Autocropping and alignmentIdeal quality/volume ratio?→ Which functionalities do you need?
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RecognitionTurning images into textOMR: Optical Mark Recognition (tick boxes)OCR: Optical Character Recognition (printed text)Structured forms: areas are clearly definedICR: Intelligent Character Recognition (handwritten text)Free form: similar documents but undefined structure (invoices)…→ Which technologies do you need?
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Storage and archivingVolume?Technologies: online, offline, nearlineMedias: tapes, harddisks,…Security: (non-)rewritable supports?…→ What are your critical needs?
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Electronic documentsEmailsWordExcelImagesFaxes (via fax server)…→ Which documents should be integrated?
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Electronic formsEquivalent of paper forms (structured)eGovernmentElectronic signatureeCommerceBanksInsurance companies…→ What might be the potential applications of e-forms?
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Indexation & classificationFull-text indexationMetadata: date, author, document type, topic(s),…Structured (list) and/or non-structured metasManual and/or automatic (e.g. based on bar codes)Thesaurus: structured list of keywords, with synonyms…→ On what criteria do you want to retrieve documents?
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ConversionMultiple formats = multiple viewersConversion software (e.g. Acrobat)Strategic aspect: what is the lifetime of the format?…→ Do you need a common format?
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Interactions with other applicationsApplications: ERP (e.g. SAP), accountancy,…Electronic Data InterchangeInterface: e.g. piloting EDM application from an ERPThings can become very complex…→ Do you need interactions? With what application(s)?
ERPCRMDBs
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Record ManagementEDM’s management = “rules of the game”Comes on top of the EDM systemCompliance with certification (ISO 900n)Compliance with legal constraints (Sarbannes-Oxley in USA)File plan: common indexing policy for the whole organisationManaging lifetimesTracing the history of actions taken on a document…→ How far do you need to go with Record Management?
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Workflows= Series of tasks related to an information itemCreation, indexation, approval, rejection,…Useful when multiple users deal with multiple tasks/stepsDocument workflow, production workflow, ad hoc workflowAttachments: documents or files (batch of documents)Traceability: history of actions…→ Do you need simple, complex,… or no workflow?
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SecurityHardwareConnectivity: reliability of interconnections, firewalls,…Access rights and confidentialityDisaster recovery…→ Security is often expensive: how critical is it for you?
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NavigationSearches on metadataFull-text searches (needs OCR)Navigation through folders and sub-foldersDocument files and related documentsCompliance with access rights policy…→ Do you need complex searches? On what criteria?
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File managementFile = batch of documents related to an issueExamples: medical files, insurance files,…Hierarchy of files and sub-filesStatic files: similar to hard-copy filesDynamic files: based on criteria (→ one document, several files)A document can belong to multiple files (multiple access points)Collaboration…→ Do you work with files in your current document system?
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ERPCRMDBs
EDM =variable geometry
technology↓
All aspects shouldbe carefully considered
at the early stage
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Stakes of anEDM project
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Economic aspects
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An EDM solution will…Improve the image of the organisation
(e.g. immediate access to the information)Avoid tasks with little value-added
(e.g. encoding)Shorten and/or accelerate processes
(e.g. workflows)Reduce postage costs
Retrieving a paper document costs EUR 19! Gartner Group
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Human andorganisational
aspects
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An EDM solution will…Require cultural changes (way people work)Improve ergonomic aspects
of information accessEnrich job descriptions
with high value-added tasksMake control easier
(e.g. how often is a document accessed?)
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Legal aspects
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An EDM solution offers the possibility to…Integrate an electronic signatureKeep a trace of human/electronic
alterations on documentsGuarantee long-term
archiving (e.g. PDF-A)
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Ecological aspects
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An EDM solution allows…Reducing the volume of produced paper
(e.g. electronic forms)Reducing the volume of circulating paper
(e.g. workflows)Reducing the volume of warehoused paper (e.g. archiving)
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Scientificaspects
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An EDM solution allows…Leveraging the most important asset
of any organisation: knowledgeOrganising data related to a
project in a structured wayStimulating distant or even
cross-border collaboration on a project
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Conclusion
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EDM is much more than what you think
Consider all aspects in an integrated logic
EDM is not restricted to large companies
Look at the ROI: don’t spend, invest!
Rely on solid partners: I.R.I.S. S&E ;-)
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Thank you!