Electronic Document Management:

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Electronic Document Management an integrated
approach Welcome!
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Agenda
The EDM in a nutshell
Life and death of a document
Stakes of an EDM project
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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, productiv
ity 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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No reference to the size
SCANFIN projectBelgian Ministry of
Finance100,000,000 documents per year
A dog
A dog
Habitation Moderne projectpublic housing
sector50,000 documents per year
Same with EDM!
EDM is NOT restricted to large companies!
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Electronic system to acquire, classify,
store, archive and retrieve
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User
Retrieving
Scanning
The minimalist EDM solution
But many other possible features
Indexing
Storing archiving
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Electronic system to acquire, classify,
store, archive and retrievedocuments
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Hard-copy documents
Electronic documents
Forms
Faxes
Word files
Excel files
Invoices
Files
Faxesvia fax server
Email
Mail
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Life and deathof a document
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Recordmanagement
Filemgt
Security
e-Documents
Workflows
Navigation
Hardcopy documents
Indexation Classification
Not to be scanned
Scanning
Conversion
Recognition
Metadata
Common format
e-Forms
ERPCRMDBs
Interactions
Structured information? not to be recognised
Storage archiving
External applications
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Hardcopy documents Forms Invoices Mail Files Faxes
? Which documents should be integrated?
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Scanning Volume? Conversion into image files
(TIFF, PDF) Automatic batch and document
separation Blank page deletion 90 or 180
rotation Recto or Recto/Verso Colors, bitonal,
greyscale Image quality improvement (contrast,
dust scratch removal) Autocropping and
alignment Ideal quality/volume ratio? ? Which
functionalities do you need?
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Recognition Turning images into text OMR Optical
Mark Recognition (tick boxes) OCR Optical
Character Recognition (printed text) Structured
forms areas are clearly defined ICR Intelligent
Character Recognition (handwritten text) Free
form similar documents but undefined structure
(invoices) ? Which technologies do you need?
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Storage and archiving Volume? Technologies
online, offline, nearline Medias tapes,
harddisks, Security (non-)rewritable
supports? ? What are your critical needs?
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Electronic documents Emails Word Excel Images Faxe
s (via fax server) ? Which documents should be
integrated?
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Electronic forms Equivalent of paper forms
(structured) eGovernment Electronic
signature eCommerce Banks Insurance companies ?
What might be the potential applications of
e-forms?
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Indexation classification Full-text
indexation Metadata date, author, document type,
topic(s), Structured (list) and/or
non-structured metas Manual 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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Conversion Multiple formats multiple
viewers Conversion software (e.g.
Acrobat) Strategic aspect what is the lifetime
of the format? ? Do you need a common format?
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ERPCRMDBs
Interactions with other applications Applications
ERP (e.g. SAP), accountancy, Electronic Data
Interchange Interface e.g. piloting EDM
application from an ERP Things can become very
complex ? Do you need interactions? With what
application(s)?
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Record Management EDMs management rules of
the game Comes on top of the EDM
system Compliance with certification (ISO
900n) Compliance with legal constraints
(Sarbannes-Oxley in USA) File plan common
indexing policy for the whole organisation Managin
g lifetimes Tracing 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 item Creation, indexation, approval,
rejection, Useful when multiple users deal with
multiple tasks/steps Document workflow,
production workflow, ad hoc workflow Attachments
documents or files (batch of documents) Traceabili
ty history of actions ? Do you need simple,
complex, or no workflow?
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Security Hardware Connectivity reliability of
interconnections, firewalls, Access rights and
confidentiality Disaster recovery ? Security is
often expensive how critical is it for you?
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Navigation Searches on metadata Full-text
searches (needs OCR) Navigation through folders
and sub-folders Document files and related
documents Compliance with access rights
policy ? Do you need complex searches? On what
criteria?
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File management File batch of documents related
to an issue Examples medical files, insurance
files, Hierarchy of files and sub-files Static
files similar to hard-copy files Dynamic 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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EDM variable geometry technology?All aspects
shouldbe carefully consideredat the early stage
ERPCRMDBs
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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 access Enrich job descriptions with
high value-added tasks Make 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 signature Keep a
trace of human/electronic alterations on
documents Guarantee 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
knowledge Organising data related to a project
in a structured way Stimulating 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
dont spend, invest! Rely on solid partners
I.R.I.S. SE -)
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Thank you!