Document Management Information Links
Getting Started with Document Imaging
Document Management
and Imaging Technology Definitions
Document: Information, stored
on paper, as a scanned image, or electronically, that may be subject to
revision.
Record: Document
or other data that is regarded as
complete and unchangeable. It may exist as paper, as a scanned image or
electronically.
Records
Management:
The field
of management responsible for the systematic control of the creation,
maintenance, use, and disposition of records. It
is the planning, controlling, directing, organizing,
training,
promoting, and other managerial activities involved in records
creation,
maintenance and use, and disposition in order to achieve adequate and
proper
documentation of the policies and transactions of the (organization)
and
effective and economical management of operations. Records
management addresses the life cycle of records, i.e., the period of
time that
records are in the custody of the organization. The life cycle usually
consists
of three stages:
- Creation or receipt
- Maintenance and use
- Disposition
Document Management: Enables
organization to manage their
documents in an electronic format. This
management includes the ability to restrict access to certain documents
or
group of documents to authorized users. Along with security controls,
these technologies enable users to be granted different levels of
access.
Document Management
systems ensure that any other user attempting to check the document out
would
firstly not be allowed to check it out, and secondly they would be
notified
that someone already has a copy being updated. Upon completion of the
update
cycle, the system automatically updates the version number of the
document and
makes it available to all authorized users
Document Imaging: There are
four basic components to document
imaging systems:
- input
- indexing
- storage
- retrieval
Input can be via document scanners (or other
input devices
such as facsimile) or electronic files sent directly to the system.
Indexing stations allow users to identify (or
index)
incoming documents allowing them to be retrieved at a later date.
Storage consists of various components which
are connected to
the document management, records management or workflow server. The
storage
sub-system is accessed by the appropriate server to retrieve and store
information managed by the system.
Retrieval portion of the system consists of
the user issuing a request for information that is then processed by
the
server. These requests are processed and the information is retrieved
from the
appropriate storage media connected to the server.
Archive is long term storage
of documents.
Batch Scanning is the scanning of large
volumes
of documents for subsequent indexing into a Document or Records
Management
system.
This formatted output
consists of point-in-time daily, weekly, and monthly reports, such as
transaction listings of statements and invoices. Once this page output
is
stored on the system, it can be electronically retrieved, viewed,
printed,
faxed, and distributed to workstations and host computer terminals
within
departments or throughout an enterprise.
.
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