Proposed EDMS architecture

-external document
Management -electronic document
management
Untuk penyusunan dokumen, boleh
menggunakan kaedah Pengelasan
Perpuluhan Dewey atau Dewey
Decimal Classification (juga -File server
dikenali sebagai “DDC”) yg -SQL DB Server
digunakan oleh library untuk Document
storage -EDMS Server
mencari buku, contoh:

- 000-099 Umum
-100-199 Digital
document -Write Doc
retrieval and -Attachment
sharing (Archive)
-Notification
-Search
-Digital signature

1)Internal documents can still be created by system users. After the created
document is saved and archived, the content of the document will be saved in a
table which it can be used later to check whether the document have been modified
by unauthorized users.

2)Document storage: In this system, two servers have been used for storing
documents. File server is used to store files that have been either captured or
created by a system user in a form of PDF type. The reason behind using this server
is to increase system security and archiving; while, database server is used to store
system data and operate the entire system.

3) Document Retrieval and sharing: In this system, users are able to perform various
actions including writing, searching, sending, editing, reporting, attaching, routing
and approval of documents.
External document registration

1)External Document Registrations This type of document comes from outside the
organization, the hard copy document passes through some procedures including
document scanning which directly converts the document into a PDF format file and
gets document details such as (document number, title, issue date, issuer name).
Before saving the file, a new document ID and registration date will be given to the
scanned document and will be sent to the manager.

Internal document registration

1)Every department in the system can create new documents inside the organization
and this is performed by only head of departments and department secretary. Every
new document has the following parameters: Document Number, to, document type,
title, date and the content. After filling the details of the new document, users can
view a sample MS-word template of the document. Showing the view option in an
MS-word document eases the editing functionality of the document. If no change is
required, users can directly send the newly created document to the departments
and in this sending option the MS-word documents will be converted into a PDF file.
5 Basic component on document management system
• Capture and import tools to bring documents into the system
• Methods for storing and archiving documents
• Indexing and retrieval tools to locate documents
• Distribution tools for exporting documents from the system
• Security to protect documents from unauthorized access

Document management can help your organization increase productivity and

efficiency with:
• Intelligent search methods that support searching with whatever criteria have
available.
• Streamlined document distribution and improved accountability with
automated workflow routing and notification
• Reduce labor and clerical mistakes with automated OCR (Optical character
recognition) and indexing.
• Management of your entire organizational archives from your desktop
computer
• Fast document distribution with Web and CD publishing

There are three ways to bring files into a digital document management
system:
• Scanning or imaging (for paper files)
• Importing (for achiving electronic documents such as Microsoft Office files,
spreadsheets, faxes, audio and video)
• Conversion (for creating unalterable images of electronic documents)

Indexing and Retrieval

• A full-featured document management system makes it easy to fin what you
wan when you want it.
• Retrieval of relevant documents should be fast, easy and efficient, with
multiple methods of indexing (categorizing) information. Retrieval is where the
quality of the indexing system is most evident.
• Indexing allows users to quickly sort large volumes of data to find the right
document. Whatever the combination of indexing methodologies, search
methods need to be easily used and understood by the people who retrieve
the documents, as well as those who file them.
• Full-text indexing allows users to locate any word or phrase that appears in
the document.
There are three primary ways of indexing files in a document management
system:
• Full -text indexing , or indexing every word in a document.
• Template fields, or indexing through keyword categories of documents.
 • Folder/file structure, or indexing by associated document groups.

Storage and archiving

• Once documents are brought into the document management system, they
mus be reliably stored. Document management storage systems must be able
to accommodate changing technologies and an organization’s future growth

Security
• A comprehensive security system also allows high-level users to redact or
black out confidential information within files.
• Authentication is the level of security that requires users to present credentials
, normally a user name and password, in order to access the system
• Authorization is the level of security that controls access to objects such as
files and folders.(two primary areas: access right and feature rights)
• Redaction (blackout or whiteout) is a security feature applied within
documents to make certain portions of the document inaccessible, except to
authorized users.
• To generate audit trails and reports that detail system activity
• To simplifies disaster recovery and business continuity planning by allowing
backups of entire document repositories to be stored on durable CDs, DVDs
or other media.
Developing an Implementation Plan
• In planning your implementation, you may find it useful to refer to the following
project planning methodology. Although not all projects will require the formal
planning, documentation and reporting described below, understanding the
process will be helpful in designing your own project plan.
• Requirements Analysis.
➢ Performing a thorough requirements analysis is a critical first step to
successfully completing a project on time and within budget. The
requirements analysis involves the inspection of the documents that
will be captured, the processes that will be automated and the ways
people will use and interact with the documents once they’ve been
digitized. During the requirements analysis, you should examine and
 document important design factors such as security and retention
requirements. Once the analysis is complete, you should prepare a
summary report.

• Confirm the Architecture

➢ In most cases, the architecture of the proposed solution is developed
using whatever information is available. Once the requirements
analysis is completed, you should confirm the appropriateness of the
proposed architecture. If modifications are required, you should
document them, along with the reasons for making each change, in
the summary report.

• Confirm the Software

➢ Using the information from the requirements analysis, you should
confirm that the proposed software solution is appropriately configured
and licensed. You should document any required addition (or removal)
of applications or licenses in the summary report.

• Confirm the Hardware

➢ Information about document types, expected performance, user
behaviour patterns, retention schedules and expected capture
volumes can greatly affect the design of the hardware solution. Once
the requirements analysis has been completed, you should confirm
that the appropriate hardware configuration has been proposed. If
modifications are necessary, you should document them in the
summary report.

• Confirm Deployment Environments

➢ The deployment environment can have a significant impact on the way
you deploy your solution. You should examine network bandwidth,
desktop hardware and legacy systems to confirm the solution can be
deployed as planned. In the summary report, you should document
any changes to the proposed solution based on environmental factors,
as well as any required environmental changes.

• Planning
➢ The formal work plan will serve as the master schedule by which
progress will be measured. You should use the work plan to track all
project-related activities and generate scheduled and ad hoc progress
reports. No work on the project should begin until you’ve developed
the work plan.

• Assemble the Project Teams

➢ The work plan should identify the personnel required to complete the
project. In most cases, you should include members from each
department and from IT, as well as an overall project manager. You
 should assign roles for each team member and establish a general
reporting structure.

• Develop a Detailed Project Work Plan

➢ You should logically separate the overall project into distinct
milestones, and you should break the milestones into a series of tasks
that must be performed in order to achieve each milestone. You
should also assign tasks to the appropriate team members in order to
clearly define responsibility.

• Schedule Status and Milestones Meetings

➢ Regular status meetings help the team to meet milestones and
complete the project on time. Because achieving milestones requires
team members to complete their assigned tasks, it’s important to
develop a realistic timeline for completing these tasks.
• Develop a Support Plan
➢ A written support plan helps you ensure that end-users and system
administrators have access to the proper support personnel when
necessary. You should document response times to helpdesk
inquiries, and define escalation procedures for more difficult issues.
The support plan should also detail helpdesk ticketing procedures and
personnel to be notified regarding the status of current issues.
• Develop a Communications Plan
➢ In addition to scheduled status and milestone meetings, regular
communication between project members is necessary. Additionally,
it’s important to provide reports or documentation to management as
the project progresses. It’s also important to document the content of
each meeting, as well as the decisions that are made, and distribute
this information to team members who cannot attend.
• Design
➢ Design is usually the first milestone of the project plan and should
always be documented in detail. You should develop system
specifications that meet the needs outlined in the requirements
analysis. These specifications should be submitted for approval before
the build process begins.
• Build
➢ The system should be built according to the approved specifications.
Any changes that need to be made should be added to the
specifications document and agreed upon before they are
implemented.
• Test
➢ Before the solution is rolled out, you should perform comprehensive
testing. It’s important to identify issues through testing so that
productivity is not hindered once the system goes live.
• Unit Testing
➢ The proposed solution is made up of individual components that must
be installed and tested within their environments. Implementation of a
software or hardware component is not complete until it has been
thoroughly tested.
• System Testing
➢ The overall system should be tested to verify that the individual
components work together as planned.