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GKISGKISDocument Management Document Management
& Workflow System& Workflow System
(GKIS DMWS)(GKIS DMWS)
File File AutomationAutomation
File AutomationFile AutomationThe Purpose of the meetingThe Purpose of the meeting
• A briefing about benefits a Document Management System has to offer. Namely the GKIS DMWS
• Questions / Observations
Non-Automated filesNon-Automated files Operational ProblemsOperational Problems
Non concurrent viewing of files & documentsNon concurrent viewing of files & documents Timely access to files & documentsTimely access to files & documents
Misplacement of folders due to human errorsMisplacement of folders due to human errors Inability to search for folders & documentsInability to search for folders & documents
o Outside of the filing systemOutside of the filing system
o Stored in the wrong locationStored in the wrong location
Very large amount of paper storageVery large amount of paper storage
A non-automated officeA non-automated office = = CHAOSCHAOS
Documents from large organizationsDocuments from large organizationsCurrent SituationCurrent Situation = = CHAOSCHAOS
WorkflowWorkflowCurrent SystemCurrent System = = DRAMADRAMA
File AutomationFile AutomationThe purpose of the systemThe purpose of the system
The automation of a companies whole The automation of a companies whole filing system and morefiling system and more..
File Automation meansFile Automation means: : 1.1. Computerizing data storage procedures and Computerizing data storage procedures and
data management of an organizationdata management of an organization
2.2. Electronic workflow management amongst Electronic workflow management amongst company employeescompany employees
Automated Filing SystemAutomated Filing SystemThe system’s purposeThe system’s purpose
Easy and straight forward storage proceduresEasy and straight forward storage procedures Immediate access to folders and documentsImmediate access to folders and documents
o Fast searching techniques on folders and documents Fast searching techniques on folders and documents using a vast amount of information or criteriausing a vast amount of information or criteria
o Searching for documents by a word or a phrase Searching for documents by a word or a phrase (sentence) that can be found within the document itself (sentence) that can be found within the document itself ((FTR, OCRFTR, OCR))
o Successful search on folders and documents that have Successful search on folders and documents that have been stored in wrong locationsbeen stored in wrong locations
The ability to view a document by many users at the The ability to view a document by many users at the same timesame time
Automated Filing SystemAutomated Filing SystemThe system’s purpose The system’s purpose
(continued)(continued)
Automatic storage of OCR documentsAutomatic storage of OCR documents The ability to operate a The ability to operate a Paperless OfficePaperless Office Distribution of work (workflow) to all Distribution of work (workflow) to all
the employees just by using one systemthe employees just by using one system
Benefits of an Automated Benefits of an Automated SystemSystem
The system is customized to adapt to the laws and The system is customized to adapt to the laws and procedures of any organizationprocedures of any organization
It helps : It helps : o create an improved management of the office workflowcreate an improved management of the office workflowo create the best possible employee co-operationcreate the best possible employee co-operationo improve the company performance and success rateimprove the company performance and success rateo increase productivityincrease productivityo reduce company costsreduce company costs
Office AutomationOffice Automation
CharacteristicsCharacteristics
Benefits:Benefits: Provides a complete system filing Provides a complete system filing structure that includes the preparation, structure that includes the preparation, modification and protection of all modification and protection of all company information.company information.
Guarantees:Guarantees: The implementation of all the correct The implementation of all the correct procedures and information workflow to procedures and information workflow to every appropriate system userevery appropriate system user
Offers:Offers: The correct informationThe correct information:: o To the right person at the right timeTo the right person at the right timeo Concurrently to many usersConcurrently to many users
Office AutomationOffice Automation Types of DocumentsTypes of Documents
Incoming documentsIncoming documentso Mail LettersMail Letters
o Supplier invoicesSupplier invoices
o ReceiptsReceipts
o Service reportsService reports
Out coming DocumentsOut coming Documents o Mail lettersMail letters
o InvoicesInvoices
Typed internal system notesTyped internal system notes Unsigned internal notesUnsigned internal notes Committee reportsCommittee reports IncomingIncoming e-mailse-mails OutgoingOutgoing e-mailse-mails
Office AutomationOffice Automation Document storage procedureDocument storage procedure
Incoming paper letters (documents) are given to the staffIncoming paper letters (documents) are given to the staff The documents are opened and are scanned in the specific The documents are opened and are scanned in the specific
place in the Document Management Systemplace in the Document Management System The documents are then stored in their corresponding The documents are then stored in their corresponding
folder and additional information can be added to the folder and additional information can be added to the document by the user if necessary like:document by the user if necessary like:
•Sender
•Date
•File Number
•Keywords
•Subject
•Corresponding
Office AutomationOffice Automation WorkflowWorkflow
The documents are sent to the General Manager’s The documents are sent to the General Manager’s inbox whereby additional notes/instructions are inbox whereby additional notes/instructions are added and are then forwarded to specific added and are then forwarded to specific employees for further action/processingemployees for further action/processing
Once the employee in charge of the document Once the employee in charge of the document completes their actions they forward it to another completes their actions they forward it to another user attaching instructions / notesuser attaching instructions / notes
Office AutomationOffice AutomationInforming General ManagementInforming General Management
The System has to offer:The System has to offer: The ability to monitor to what extent a specific The ability to monitor to what extent a specific
job/instruction has been carried out by any given job/instruction has been carried out by any given employee.employee.
The ability to monitor the status of any given document.The ability to monitor the status of any given document. The ability to monitor which documents have been The ability to monitor which documents have been
processed and which haven’t.processed and which haven’t. The ability to monitor the workload for every The ability to monitor the workload for every
employee.employee. Report processing for all the above abilities.Report processing for all the above abilities.
Office AutomationOffice Automation Document SecurityDocument Security
The users can be seperated into groups The ability for any user to access each folder in
the system depends on which group the user belongs to
All user actions (insert/delete/modify etc) and login information are recorded automatically
Documents are stored on a server hard drive with the ability of mirroring.
The system implements advanced backup and restore procedures for all the data
Office AutomationOffice Automation Capabilities of theCapabilities of the GKIS DMWSGKIS DMWS
Document StorageDocument Storageo Easy and straight forward Easy and straight forward ScanScan proceduresprocedureso Ability to Ability to IImportmport a vast amount of document types (Word a vast amount of document types (Word
©,Excel ©,PowerPoint ©, Outlook ©, text files and many ©,Excel ©,PowerPoint ©, Outlook ©, text files and many more)more)
o Supports “Drag-Drop” for fast data storage of all the above Supports “Drag-Drop” for fast data storage of all the above document typesdocument types
o Creation and automatic storage of new documents from Creation and automatic storage of new documents from within the system of all the above document typeswithin the system of all the above document types
o The ability to link many documents together from either the The ability to link many documents together from either the same or different folders for the purpose of cross referencesame or different folders for the purpose of cross reference
Office AutomationOffice Automation Capabilities of theCapabilities of the GKIS DMWSGKIS DMWS
Document Storage (Continued)Document Storage (Continued)o Ability to associate senders and recipients to each Ability to associate senders and recipients to each
documentdocument
o Ability to mark each document as incoming or Ability to mark each document as incoming or outgoingoutgoing
o Ability for every user to add as many notes on a Ability for every user to add as many notes on a document as requested and to choose whether to make document as requested and to choose whether to make those notes available to other users or notthose notes available to other users or not
o Ability to cut/copy and paste documents to other Ability to cut/copy and paste documents to other foldersfolders
Office AutomationOffice Automation Capabilities of theCapabilities of the GKIS DMWSGKIS DMWS
ViewingViewing / / Export documentsExport documentso Fast and simple document Fast and simple document viewingviewing and and
printingprinting procedures – Simultaneous document procedures – Simultaneous document access by more than one useraccess by more than one user
o ExportExport document outside the system either to document outside the system either to hard drive or to removable data storage devicehard drive or to removable data storage device
o Quickly and easily send by Quickly and easily send by e-maile-mail any any document useful for users not connected to the document useful for users not connected to the DMWSDMWS
Office AutomationOffice Automation Capabilities of theCapabilities of the GKIS DMWSGKIS DMWS
Document Search mechanismDocument Search mechanism / / Strong Search Strong Search ToolTool o Very fast and simple system search procedure using Very fast and simple system search procedure using
one or more of the documents’ information as search one or more of the documents’ information as search criteria or by combining any information we have of criteria or by combining any information we have of the folder that contains the documentthe folder that contains the document
o Searching Searching for a document is possible using a for a document is possible using a word or word or phrasephrase that is contained within document itself using that is contained within document itself using the methods of “Full Text Retrieval” or “Optical the methods of “Full Text Retrieval” or “Optical Character Recognition” Character Recognition” ((FTR, OCR)FTR, OCR)
Office AutomationOffice Automation Capabilities of theCapabilities of the GKIS DMWSGKIS DMWS
Automatic Storage Automatic Storage of scanned documentsof scanned documentso The ability to automatically store documents in specific The ability to automatically store documents in specific
locations based on information found in a locations based on information found in a fixed position fixed position (using a template) on the document paper itself (using (using a template) on the document paper itself (using OCR) like a reference or invoice numberOCR) like a reference or invoice number ( (OCROCR))
Automatically scan many documents at once Automatically scan many documents at once (Batch (Batch Process) Process) and store them in different documents with and store them in different documents with the use ofthe use of SeparatorsSeparators
Structured Scanning and Storage ProceduresStructured Scanning and Storage Procedureso Every user must follow the same scanning and storage Every user must follow the same scanning and storage
procedure minimizing the possibility of human errorsprocedure minimizing the possibility of human errors
QuestionsQuestions??