Data Capture, Data Indexing, Data Storage - Document Management Component

Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. we talk about Document Management, Document Organizer -Leadorganizer.net in our previous post and also two componens namely Metadata and Integration. Today we are going to talk about data Capture, data Indexing, Data Storage as Document Management Components.

Data Capture
Images of paper documents using scanners or multifunction printers. Optical Character Recognition (OCR) software is often used, whether integrated into the hardware or as stand-alone software, in order to convert digital images into machine readable text.

Data Indexing
Track electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. One area of critical importance for rapid retrieval is the creation of an index topology.


Data Storage
Store electronic documents. Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another (Hierarchical storage management) and eventual document destruction.




ref: Document Management Software, wikipedia

Document Management-- Components-1

we talk about Document Management, Document Organizer-Leadorganizer.net in our previous post. today we are going to talk about Document Management Components.Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:

1) Metadata
2) Integration
3) Capture
4) Indexing
5) Storage
6) Retrieval
7) Distribution
8) Security
9) Workflow
10) Versioning

We talk about all above mention Document Management Components one by one.

Metadata
Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata. Some systems also use optical character recognition on scanned images, or perform text extraction on electronic documents. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.

Integration
Many document management systems attempt to integrate document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Such integration is commonly available for office suites and e-mail or collaboration/groupware software. Integration often uses open standards such as ODMA, LDAP, WebDAV and SOAP to allow integration with other software and compliance with internal controls.


ref: wikipedia, document management software

Document Management, Document Organizer-Leadorganizer.net

Leadorganizer.net is having document management system (DMS) as its very important features. A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. Document Management System is related with Digital Asset Management, Document imaging, Workflow systems and Records Management systems.

History of Document Management
Document management should be divided into two streams, based on the material being managed. Beginning in the 1980s, a number of vendors began developing systems to manage paper-based documents. These systems managed paper documents, which included not only printed and published documents, but also photos, prints, etc.

Later, a second system was developed, to manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on local user file systems. The earliest electronic document management (EDM) systems were either developed to manage proprietary file types, or a limited number of file formats. Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval (retrieval was possible because the system handled the extraction of the text from the document as it was captured, and the text indexer provided text retrieval capabilities.

EDM systems evolved to where the system was able to manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities...


Document Management at Leadorganizer.net
Document Management is an important and useful feature of Leadorganizer.net. Many Businessmen have already pre-written email and mail templates that have proven successful for them. Rather than having to re-create these documents, Leadorganizer.net will allow businessmen to easily upload the document making it available at any time for any client. If a Document is uploaded it can also be made “Public” so that fellow agents/coworker working together can share the templates and save time during setup.

Leadorganizer.net also enables creation of virtual folders; upload, store, access or download; or bookmark documents such as application forms, letters, and health information forms etc. from anywhere and anytime. Simultaneously update profile automatically when a document is send/receive and reflect in the history. Create a template letter for future use with mail merge functionality.

ref:
document management tools,wikipedia