Document Management:

tools and techniques

* Choudhary, Pravin.Kr.,
Sr. Manager (Doc.), DLF

** Shokeen, Ashu (Dr.),

Head & Chairman, KUK
 Document Management
• Document management is a process taken with
document within an organization, with respect to
the creation, distribution and deletion of
documents.

• “Document Management includes every action

taken with a document within an organization,
with respect to the creation, distribution and
deletion of documents
 “Document”
• It is commonly said that “a document can either be
represented in electronic form (i.e. Word
document, Spreadsheet file, Movie file, Sound
clip, etc.) or as a traditional hardcopy consisting of
one to thousands of pages”. 
 Synonyms
Document management has been named differently
• DMS (Document Management Systems),
• DIS(Document Information Systems),
• IDM(Integrated Document Management),
• EDM(Electronic Document Management),
• ECM(Enterprise Content Management),
• Content Management and Knowledge Management.
• Document Management System (also known by some as
a "paperless office" system or content management
system),
Doc.Manag.at ICT Environment
 Components of Document
Management
There are six basic components of DMS:
• Capture of documents for bringing them into the
system
• Storing and archiving methods
• Indexing and retrieving tools for document search
• Distribution for exporting documents from the
systems
• Security to protect documents from authorized access
• Audit trails
 SCANNING & INDEXING WORK FLOW
Receive Documents
Enter Details on RECEIPT & Preparing Pre- indexing
from DIC RETURN REGISTER Data Sheet

Return of
Documents to QC
Document
DIC
Verified Scanning

Index &
Upload to
the
Server
Reporting,
Approval & TIF File Document QC
Audit Creation
 Process Flow
First Unit Scanner Scanning PC Image QC PC

Exp. Staff Exp. Staff Exp.+ Qualified Staff

Image QC Scanner Image Audit staffs

Second Unit Scanner Scanning PC Image QC PC

Exp. Staff Exp. Staff Exp.+ Qualified Staff

Indexing PC Reporting & Supervision

Exp.+ Qualified Staff Shift Supervisor

 Capture of documents for bringing
them into the system
• Imaging or Scanning:
The scanner should preferably have both flat
bat and ADF(Automatic Document Feeder)
• Scanners Speed: can handle 10 to 200 pages
per minute
• Scanning scale: 100%
• Resolution standard:
 Normally scanning at 200 dpi is recommended,
 Maximum dpi limit can be upto 600.
 Capture of documents for bringing
them into the system Cont..
• Bit depth: This consideration in view of possible
number of colour combinations in the documents.
• Compression: TIFF G4 format is generally adopted
as archiving format. TIFF Group 3, JPG, BMP, and
GIF compression.
• Exposure: This denotes the brightness and contrast
of an image. Brightness upto 130 and contrast upto
80 is adjusted for exposure.

• Page orientation
 Capture of documents for bringing
them into the system Cont..
• OCR: Optical Character Recognition- for printed
material(in this case scanning at 300 dpi is
recommended)
• ICR : Intelligent Character recognition that recognizes
handwritten and printed text as alphanumeric
characters
• Zone OCR: Zone OCR enables automated document
indexing that reads certain regions (zones) of a
document and then places information into the
appropriate index template fields

• Note: OCR is never 100% with available technologies till date

 Capture of documents for bringing
them into the system Cont..
• Annotations
These permit the users to append or remove information
about a document that has been captured without
permanently changing the original image. Highlighting,
Stamps, Redactions (black-outs or white-outs) and Sticky
notes are among the most common annotations.

DMS’s security should give the system administrator

control over who can view annotations and see through
reductions.
 Storage options
• Magnetic Media (Hard Drives): It includes
- RAID - Redundant Array of Independent Disks,
- NAS Network Attached Storage and
- SAN Storage Area Networks .
• Magneto-optical Storage
• Compact Disc
• DVD’s
• WORM
• Ultrium Data Cartridge: It is high capacity very secured
storage medium. It is available in 200GB, 400GB and 800
GB capacity.
Indexing and Retrieving Tools
1. Through Index

2. Full Text Indexing

3. Folder File structure

 Security of Documents
There are basically two categories of rights:

a. Access Rights:
It basically determines who can log on the system
and which folders or files individuals can open.

b. Feature Rights:
It determines a range of actions, including adding
pages, annotating, copying, or deleting records.
Benefits of Document Management

1. Improve staff productivity

2. Reduce costs associated with manual document
3. Promote sharing of knowledge and information
4. Enhance corporate transparency and governance
5. E-mail and fax files instantly
6. Access documents while traveling
7. Publish documents to CD, DVD or the web, as
appropriate
 Challenges
• MONEY
• MAN: It is the toughest task to make people abandon
there old working and to adapt to new working ways.
• Computer Malfunctioning
• New Technologies
• Backup in different Media
• Disaster Management: We can store backup data in
different Seismic Zone
• Data Security/Data Theft
 To Conclude
• Disaster Mgmt./Preparedness
• Efficiency of working
• Mobile Working Environment