Intro 2 Doc A

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Introduction to DocumentManagement

Documation 97February 25, 1997

Santa Clara, California

Kurt [email protected]


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Goal of Tutorial

To help you to understand the fundamentalchanges which are occurring in the field ofdocument management and their relationshipsto process and technology alternatives.


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Fundamental Changes

P Just now learning to use computers toimprove organizational performance.

P Destabilizing the nature of work< Organizational purpose< How individuals contribute value

P Document management in the cross-hairs< Concept of the document< Measures of value


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Hidden Importance

P 80-90% of corporate information in

documentsP Documents claim< 40-60% of office workers time< 20-45% of labor costs< 12-15% of corporate revenues

P Emerging metaphor for organizing complexinformation


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Documents as Strategic Assets

P Contain information critical to complexorganizational behaviors< Provide context< Integrate, document, and communicate

understandingP

Critical to customer satisfactionP Inconsistently recognized as strategic< Real men do databases< CALS, ATA 2000, ISO 9000, etc.


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What the Tutorial Will Cover

P What is Document Management

P The History of Document ManagementP Document Management ArchitecturesP Implementation Issues

P Workflow AutomationP Integration PointsP Impact of the World Wide Web


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What is DocumentManagement?


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Simple Definition

Systems for managing collections ofdocuments


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Wide disparity of approaches

P Document Image ManagementP Full Text RetrievalP Compound Document ManagementP Online ViewingP WorkflowP Object-Oriented Databases


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What is Management?

Actions taken today to protect the future


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Protecting the Future

P Do all your documents (or the information inthem) have the same future?< One size fits all solutions are a common mistake

P How much will the future cost?< Cost = f (Legacy, Vision)

P Future value is defined in terms of humanand automated behaviors


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Metadata Determines Future Value

P Metadata = data about dataP Metadata is the basis for

behaviorP Humans can create metadataand resolve ambiguousmetadata

P Computers cantP Documents are often rich in

ambiguous metadataP Are your documents smart

enough to meet future needs?


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What is Document Management?

P Document Management processes andtechnologies protect the future value ofdocuments.

P A wide variety of approaches have beendeveloped which are based on differentconcepts of the document and emphasizedifferent definitions of document value.


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History of DocumentManagement Systems


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History Overview

P Mirrors the evolution of the concept of the

documentP Conceptual changes closely tied totechnology and metadata changes (chickenand egg)

P Three primary concepts< Paper documents< Automated paper documents< Electronic documents


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Paper DocumentsFocus on the dynamics of the physical artifact

P Metadata implied through visual clues