OCR - Optical Character Recognition - Document Management

We talked Metadata as Document Management System components in our last post, today we are going to talk about OCR.

Optical character recognition, usually abbreviated to OCR, is the mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text.

OCR is a field of research in pattern recognition, artificial intelligence and machine vision. Though academic research in the field continues, the focus on OCR has shifted to implementation of proven techniques. Optical character recognition (using optical techniques such as mirrors and lenses) and digital character recognition (using scanners and computer algorithms) were originally considered separate fields. Because very few applications survive that use true optical techniques, the OCR term has now been broadened to include digital image processing as well.

ref: document management software, wikipedia

Metadata - Document Management Software

We talked Data Capture, Data Indexing, Data Storage, workflow, Data integration and Metadata, Data Retrieval, Data Collaboration & Versioning as components of Document Management and lead organizer software.

We talked Metadata as Document Management System components. Today we talk more about Metadata.


Metadata is data about data. An item of metadata may describe an individual datum, or content item, or a collection of data including multiple content items.

Metadata (sometimes written 'meta data') is used to facilitate the understanding, use and management of data. The metadata required for effective data management varies with the type of data and context of use. In a library, where the data is the content of the titles stocked, metadata about a title would typically include a description of the content, the author, the publication date and the physical location.

In the context of a camera, where the data is the photographic image, metadata would typically include the date the photograph was taken and details of the camera settings. On a portable music player such as an Apple iPod, the album names, song titles and album art embedded in the music files are used to generate the artist and song listings, and are metadata. In the context of an information system, where the data is the content of the computer files, metadata about an individual data item would typically include the name of the field and its length.

Metadata about a collection of data items, a computer file, might typically include the name of the file, the type of file and the name of the data administrator.



ref: Document Organizer & Lead Organizer Software, wikipedia

Collaboration & Versioning - Document Management Software

We are talking Document Management System and different components attach with it. We talked Data Capture, Data Indexing, Data Storage, workflow, Data integration and Metadata , Data Retrieval as components of Document Management and leadorganizer software.

Today we are going to talk about Collaboration & Versioning as part of document management systems.

Collaboration
Collaboration should be inherent in a EDMS. Documents should be capable of being retrieved by an authorized user and worked on. Access should be blocked to other users while work is being performed on the document.

Versioning
Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to a previous copy.


ref: Document Management Software, wikipedia

WorkFlow - Document Management System

We are talking Document Management System and different components attach with it. We talked Data Capture, Data Indexing, Data Storage, Data integration and Metadata , Data Retrieval as components of Document Management and leadorganizer software.

Today we are going to talk about Workflow as part of document management systems.

Workflow is a complex problem and some document management systems have a built in workflow module. There are different types of workflow. Usage depends on the environment the EDMS is applied to. Manual workflow requires a user to view the document and decide who to send it to.

Rules-based workflow allows an administrator to create a rule that dictates the flow of the document through an organization: for instance, an invoice passes through an approval process and then is routed to the accounts payable department. Dynamic rules allow for branches to be created in a workflow process. A simple example would be to enter an invoice amount and if the amount is lower than a certain set amount, it follows different routes through the organization.


ref: work flow management system, wikipedia

Document Retrieval - Document Organizer

Document retrieval is defined as the matching of some stated user query against a set of free-text records. These records could be any type of mainly unstructured text, such as newspaper articles, real estate records or paragraphs in a manual. User queries can range from multi-sentence full descriptions of an information need to a few words.

Document retrieval is sometimes referred to as, or as a branch of, Text Retrieval. Text retrieval is a branch of information retrieval where the information is stored primarily in the form of text. The advent of full text searching made the job of the indexer redundant during the 1980s. Text databases became decentralized thanks to the personal computer and the CD-ROM. Text retrieval is a critical area of study today, since it is the fundamental basis of all internet search engines.



ref: Document Retrieval & Management Software, wikipedia

Data Distribution - Document Management Software

Document Management we are talking here and we talked Data Capture, Data Indexing, Data Storage, Data integration and Metadata , Data Retrieval as components of Document Management and leadorganizer software.

Lead Distribution as part of Document Management leadorganizer software we are going to talk today. We can divide our talk on lead distribution in following major part.

1) security
2) workflow
3) collaboration
4) versioning
We talk each of above one by one.


Data Security
Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people.



ref: document management software, wikipedia

Data Retrieval - Document Management Component

We were talking about Data Capture, Data Indexing, Data Storage, Data integration and Metadata as components of Document Management and leadorganizer. Today we are going to talk about Data Retrieval as part of Document Management components

Retrieve the electronic documents from the storage. Although the notion of retrieving a particular document is simple, retrieval in the electronic context can be quite complex and powerful. Simple retrieval of individual documents can be supported by allowing the user to specify the unique document identifier, and having the system use the basic index (or a non-indexed query on its data store) to retrieve the document.

More flexible retrieval allows the user to specify partial search terms involving the document identifier and/or parts of the expected metadata. This would typically return a list of documents which match the user's search terms. Some systems provide the capability to specify a Boolean expression containing multiple keywords or example phrases expected to exist within the documents' contents. The retrieval for this kind of query may be supported by previously-built indexes, or may perform more time-consuming searches through the documents' contents to return a list of the potentially relevant documents.


ref: Document Management Software, wikipedia