1. Introduction to document
management
What is document management?
In simple terms, document management is a subset of a
hierarchy which starts with Information Technology, passes down through
Content Management and continues via a number of inter-related technologies
which include Document Management, Micrographics and Hybrid Systems
combining both electronic and micrographic options. Content Management
exploits the content of documents within and outside an organisation,
making it available to users automatically or on request. It recognises that
it is the information contained in the documents, rather than the documents
themselves, that represents knowledge and it embraces all information
sources, the web being a major factor.
Electronic Document Management covers the more
limited activity of capturing, distributing and storing documents in digital
format as used by computer systems including the internet. In many cases
"documents" are composed of separate "objects" which make up their "content"
and those elements often have to be stored and retrieved using different
techniques. A page or booklet may only contain text, in which case it can be
handled as a single object within a document management system;
technologists would then call it a "simple" document. If it includes text, a
line drawing and a photograph it is "compound" and its elements
would normally be handled as separate "objects". The methodology is
invisible to users because the elements are re-united whenever the page is
displayed.
Every technology is plagued with words which mean much to
the professional but little to the outsider. What matters is how those who
lack expert knowledge are likely to search for systems and software to
manage their documents. We believe that visitors to this site are more
likely to look under "Document Management" than any alternative term
when planning a system to improve their document handling procedures.
However it is important to state that the current trend is towards fully
integrated enterprise-wide content management systems of which document
management forms only one component.
The term "document" now covers a very wide spectrum which
includes e-mails and voice messages as well as paper, film, word-processing
output, photographs, drawings, maps and many other methods of holding and
conveying information. Electronic document management embraces the control
and distribution of any of these formats throughout their lifecycle ending
with their archival storage or destruction.
Today, most document management systems can capture,
index, store, retrieve, distribute, publish, archive and schedule the
eventual destruction of many or all documents types. Document
management software may also include modules to perform other functions, or
separate software may be available that can be "integrated" with the
document management software to extend its capability. Some typical options
are described below.
Related software
Workflow
software routes documents through a predetermined
sequence of operations, often performed by different people, while
monitoring progress and reporting on deviations from a pattern which is
normally repetitive and which can be broken down into logical steps. The
business process is modelled and input passes through a strictly controlled
sequence. Controls allocate new input to employees and route it through the
process, monitoring progress and alerting management to abnormal situations
or delays. Typical elements include the processing of high volumes of input,
several distinct stages in the work process and a need to maintain very
tight control of security with a complete audit trail. The aim is to
present each person in the chain with sufficient information to complete his
or her allotted task, with provision for handling exceptions and holding
cases awaiting additional input, comment or confirmation. This activity
often requires close integration with print and e-commerce facilities to
permit the automated production of letters and e-mails in response to the
input. Workflow Management software is available for integration with
Electronic Document Management systems if they do not already provide it and
many suppliers of EDM Systems can also offer web interfaces.
Transaction Processing software is similar
to the above, but less human involvement is involved because the activity
lends itself to automation. Typically, paper input will be scanned and
digitised on arrival and recognition technology will be employed to extract
data from known fields. An increasing amount of input to these systems now
arrives via e-commerce and does not require scanning. Verified data enters
the appropriate business process after which the input will be filed but
seldom referenced.
Project Management software
usually relates to a one-off activity which must be conducted within strict
guidelines and completed by a specified date, but those involved may have
considerable freedom regarding the methods they employ to achieve the
desired result. It enables those involved to chart progress, exchange
opinion, feed their individual contributions into the project and notify
their colleagues regarding new input. It ensures that all participants are
working from the latest version of any document and maintains links between
related documents.
Records Management
software reflects the fact that while all documents are important,
some are more important than others and require preservation for
pre-determined periods. It determines which documents will be consigned to
an archive and the retention period for each document type. Because computer
systems are constantly evolving and the magnetic and optical media used to
hold digital data is also subject to frequent improvement, a migration
policy must be implemented to ensure that information held on outdated media
or in unsupported formats is transferred to current storage. Over long
periods this can be costly and there is a danger of data loss after repeated
reformatting, so microfilm is sometimes employed for secure long-term
retention. Being fully standardised and with a life estimated to exceed 500
years in suitable storage conditions it is universally readable on low cost
equipment which will never be subject to fundamental change.
Collaborative
software - also sometimes known as
Teamware or Groupware - provides a workgroup with a means of exchanging
knowledge and comment, sharing documentation and editing, annotating or
revising reports or publications; it normally relies on a document
management system to store and manage the content and control its
distribution. Typical facilities include methods of scheduling human
resources and monitoring progress, shared storage with provision for all or
only authorised members to input and reference documents, controls for
editing content and maintaining records of all versions. Other features
include e-mail messaging for communication within the group and distribution
of comment to all members, notification, distribution of working papers and
subsequent minutes of meetings, circulation of drafts for comment with
provision for annotation and the maintenance of a database and appropriate
security regarding access. Increasingly, many of the documents involved will
be held on an intranet.
Web-based technology
is playing an increasingly important role in business. Many
organisations now use intranets which are, in effect, private
self-contained internets protected by a "firewall" against intrusion by
outsiders; extranets, which admit only authorised staff and a limited
number of external users and, of course, the world wide web (www) which may
be a major source of input. Staff increasingly rely on the web as a
knowledge source and wish to retain information obtained from web searches
for future reference. Some document management systems now make use of an
intranet or extranet to hold documents so that users only require a simple
browser for access. Systems which permit access to the web and the storage
and retrieval of information held on it are said to be "web-enabled".
E-commerce
(electronic commerce) uses the internet, computer networks, e-mail and
telephone-based technology such as fax to supplement or replace activity
which previously relied on postal services. Thousands of enquiries and
orders are now received on electronic forms which have to be processed and
stored, while millions of financial transactions are conducted
electronically. Document Management plays a major part in these operations,
providing a common means of storing, indexing, and controlling documents of
different types from many sources.
(next
chapter)
(back
to top)
