A K I J G R O U P IT

NEWSLETTER AKIJ GROUP

w w w . a ki j .ne t

Published on September 16, 2019 Issue No 11

ENTERPRISE DOCUMENT MANAGEMENT SYSTEM

By ARS Nuray Alam Parash, Knowledge Base Administrator
IMPLEMENTATION

DOCUMENT AND DOCUMENT MANAGE-

MENT SYSTEM (DMS)

In general, a document is a record so that

the information will not be lost. Usually, a
document is written, but it can also be made
with pictures and sound. Document Man-
agement System (DMS) is an electronic solu-
tion that helps organizations to collect, track,
manage and store documents and to
reduce paper. It is often viewed as a compo-
nent of Enterprise Content Management
(ECM).

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WHY SHAREPOINT FOR AS A DOCUMENT

MANAGEMENT SYSTEM

SharePoint is a web-based collaborative

platform and probably the most effective
way of managing documents, Launched in
Corpo
2001 which is developed by Microsoft Corpo-
docu
ration. SharePoint is primarily sold as a docu-
ment management and storage system, but
the product is highly configurable and usage
varies substantially among organizations.
Microsoft states that SharePoint has 190
orga
million users across 200,000 customer orga-
nizations.

Major key benefits of SharePoint are:

CENTRALIZED INFORMATION SIMULTANEOUS UPDATING

The use of SharePoint allows organizations to ensure
that, all necessary documents are kept in one place. All
employees know where to go to find the information
they are looking for from the beginning and, with
regular use. Any operation will be left stuck without
necessary documents if an employee goes on vaca-
tion or leaves the organization.
Keeping all necessary documents in one location
ensures that documents can be simultaneously updat-
ed as changes occur. Simple and complex changes
can be automatically reflected so you know that no
matter who is accessing the data, it’s up to date and
complete because it’s all in one place.

SECURITY ACCESS ANYTIME, ANYWHERE

Keeping sensitive information in a document manage-
ment system helps to ensure that information is kept
safe. Irreversible harm can come to a business if vital or
otherwise sensitive data falls into the wrong hands.
Document management solutions allow you to
safeguard confidential business information through a
variety of ways including the use of permission settings
that only allow authorized users to access certain
documents. These systems can also track who access
these documents and when so that you’re always on
top of who has what information.
Certain document management systems allow for
access no matter what device an individual is using
and no matter where that individual is. This can be of
particular importance for companies with a large,
mobile client base that want frequent and immediate
updates on their information. It’s also useful to compa-
nies that have a large workforce across the country or
the globe, offering them access to data no matter what
time zone they may find themselves in.

EFFICIENCY
A recent McKinsey stated that, on average, employees
spend 9.3 hours per week searching for information.
That’s more than one full workday wasted searching for
information before the work can begin. Document
management systems are designed to prevent this
searching by keeping a team organized and ensuring
the information they are searching for can be found
quickly and efficiently.
COLLABORATION
Document management systems are great sources for
collaboration among colleagues. Whether it’s the
creation of a new presentation or the editing of a
current portfolio, these systems allow individuals to
collaborate on work without the back and forth associ-
ated with versioning via email. It also allows individuals
that may be thousands of miles apart to collaborate
seamlessly and simultaneously.

ARCHIVING
The archiving of sensitive or compliance-related docu- that prevents all of these issues. Authorized individuals
ments can be extremely costly. Having to store the paper can access documents immediately online and access
documents, provide proper security and efficiently information or resend any document to a client immedi-
archive the data in order to facilitate easy retrieval, can ately.
be prohibitive for many businesses. Having to reproduce
documents because the originals are unavailable, lost or
misfiled, is time-consuming and counterproductive.
Selecting a document management system that allows
for electronic archiving of documents is a smart solution

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COMPONENTS OF SHAREPOINT
DMS

Capture & Validation

Indexing, Storing & Retrieval

Workflow & Collaboration

Versioning

Security & Distribution

Integration

DOCUMENT MANAGEMENT SYSTEM IN AKIJ

GROUP

Although Akij Group is using SharePoint from
2009, recently for thinking far and wide of
Hon'ble Corporate Director Sheikh Jasim
Uddin. Nowadays some departments have
implemented SharePoint for managing their
documents such as- IT department, Central
HR department, Akij Food & Beverage Limited
(HR department, Audit department), Utility
department, Akij Welfare Trust, Akij Contract
Center, Procurement department (a portion),
Akij Jute Mills Limited (AJML Export) and more
other department.

RENOVATION OF BACKDATED DESKTOP & LAPTOPS IN AKIJ

GROUP CORPORATE OFFICES
By Amanat Ullah Talukder, Senior Executive, IT
UPGRADATION

This is the time of information SSD vs HDD

Why
technology. The world is going
ahead on the pace of inforinfor-
Random access time 0.1 ms. Random access time 510 ms.
mation. Now-a-days, business
organizations having the fast-
est and updated information
HDD
Read latency tme very low Real latency time high

& technologies, are heading
towards the success more
accurately than their com-
petitors and contemporary
companies. In this competi-
tive age, Akij Group always try
to adopt the latest informa-
tion & technologies for
smoothing their business
operation.
to
100Mars to 500MEtis.
High Reliability.
SSD?
SSDs have no moving parts
to fail mechanically.
Small and light weight.
Till now SSDs are available in
size up to 2TB.
Power Consumption 2watts
50MBis to 100MBIs.
Low reliability.
HDDs have moving parts and
are subject to sudden failure.
Relatively large and heavy.
Till now HDDs are available up
to 4TB .
6-12 walls

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Recently Akij group Information Technology Considering the above situation, IT depart-
department, surveying the technology stan- ment has taken the initiative to replace &
dard among the employees of Akij Group upgrade those computers’ storage from
and get some back-dated computers & HDD (Hard Disk Drive) to SSD (Solid State
laptops which are not working properly due Drive) along with competitive internal
to insufficient storage system & memory. As random access memory (RAM).
a result, some of the key business operation
employees are facing problems during their
day-to-day activities such as unnecessary
waiting for slow performance, hang, auto
shutdown and corrupted operating system
of the machines.

Why
SSD are more durable Solid state drives features a non-mechanical
design of NAND flash mounted on circuit boards, and are shock
resistant up to 1500g/0.5ms.

HDD
to SSDs are faster, SSDs can have 100 times greater performance,
almost instantaneous data access, quicker boot ups, faster file

SSD? transfers and an overall snapper computing experience that hard

drives. HDDs can only access the data faster the closer it is from the
read write heads, while all parts of the SSD can be accessed at once.

Advantages of SSD
High Performance-Significantly faster than a standard HDD Light weight-perfect for portable devices

Faster see time-up to 60x faster than HDD Wider Operating Temp

Higher reliability-No moving parts

Lower-lesser power consumption, cooler operation

Silent Operation-ideal for past production environment

Statically Report SSD vs. HDD

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USE VOTING BUTTON IN EMAIL MESSAGES AND REVIEW THE RE-

SULTS
By A.M. Rafat Rahman, Ui/UX Administrator, IT
TECH TIPS

It's easy to create a poll in Microsoft Outlook

by including voting buttons in an email mes-
sage. When recipients respond to the poll,
you can either automatically tabulate the
results of the vote in Outlook or export the
responses to an Excel worksheet.

1 Create an email message or reply to or forward a message that you received.

2 On the Options tab, in the Tracking group, click Use Voting Buttons.
3 Choose one of the following:

Approve;Reject
Use when you need an authorization for an
action. For example, you can send an email
request to several recipients seeking their
approval of a project proposal.
Yes;No
Use when you need either a yes or a no. This is
a good way to take a quick poll.

Yes;No;Maybe
Use when you don't want to limit the choices
to yes and no. This voting option offers an
alternative response.
Custom
Use to create your own custom voting button
names. For example, you can ask your
colleagues to choose among three days of
the week for a recurring weekly staff meeting.

TRACK AND PRINT POLL RESULTS

When you create and send an email poll to others, you may want to track and print the
results. You can either quickly copy the voting results into a blank Word document or a new
email, or copy them into Excel so you can work with the data later.

1 In Outlook, in the Sent Items folder, open In Word, click Blank document, and then
the email message you sent that contains click Paste.
the voting poll.
In Outlook, click Home >New Email, and then
2 Click Message > Tracking. click Paste.

3 To print the results of the poll, do one of Click File > Print, specify a printer, and then
the following: click Print.

Editor Graphics & Make-up

Jayed Bin Rashid A.M. Rafat Rahman
Ms. Farhana Tasnim

Prepared By Circulated By
Akij Group IT HR & Admin Department
Akij Group
Special Thanks Photography
Mohammad Abu Zafar S.M. Humayoun Kabir
Senior Manager, MIS

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