Document Management-Leadorganizer.net

Data Base Management

noreply@blogger.com (friend4all) — Wed, 25 Feb 2009 09:28:00 +0000

Software packages called Data Base Management System (DBMS) has been developed long before micro-computers to handle the problems of maintaining and integrating large volumes of data on large machines. The most important distinguishing feature of a DBMS package on personal computers is that it provides a very high level language interface which can be learned by a user who is not a computer programmer. In a few hours, it is possible to acquire enough skill to use the basic features of DBMS packages like dBASE III which is the best selling software currently in this class.

The dBASE III package has attained its current popularity mainly for the following reason:

1. It is easy to use and is simple. Its basic features can be learned in a couple of hours.

2. It provides a very high level language interface which is command oriented. Some people consider it a fourth generation language. In lay man’s terms, fourth generation language means it is superior to standard programming languages like BASIC, COBOL, FORTRAN and PASCAL; and it simplifies and sometimes even avoids programming in a conventional sense.

3. Small business information systems can be easily implemented in a few days using this package.

4. Some time it having search engine optimisation advice. This advice help with search engine marketing to the user.

5. This package can be used as a tool to prototype large applications. Prototyping is useful for saving costs in implementing large applications. Parts of a large system may be implemented through dBASE III package to finalize specifications of what users want through the envisaged application and how these parts could possibly be implemented in their final form.

Document management system pricing - 1

noreply@blogger.com (friend4all) — Wed, 25 Feb 2009 08:11:00 +0000

Today we continue our talk on Document management system pricing. For ASP models, you can expect minimum prices of $250 per month, and easily over $1,000 per month for mid-sized solutions. Support for larger companies can quickly top $2,000 per month.

Some ASP suppliers base their fee structures on the total number of images in the system, rather than the number of users. Since you’ve already estimated the amount of documents your system will be handling, you should be able to compare costs fairly easily. Again, these are only rough estimates of your total costs. Vendors will break down the pricing in much more detail: hardware, software, customer service and support, training, installation, and maintenance.

If you’re having archived records scanned, expect prices of between 2 and 20 cents per page. You’ll pay more for on-site scanning, stapled or damaged documents, and indexing services. When you consider a million-file archive, you can see why many companies opt for the scan forward approach and leave their old documents as they are.

Some businesses aren’t concerned with compliance, don’t need network access to their documents, and have few tracking and security needs. In those cases, a turnkey solution for $200 or $300 can be sufficient – but the benefits are limited to basic scanning of important documents.

Ref: document management

Document management system pricing

noreply@blogger.com (friend4all) — Tue, 03 Feb 2009 09:48:00 +0000

Document management systems are a major capital expense. You can expect to pay thousands of dollars for even the most basic system. The piece to remember is the economics we discussed in the Benefits section: with a bit of analysis of the costs of your current paper systems, you will quickly realize that the ROI potential these systems carry is significant.

Also, keep in mind that these systems are highly customized, so pricing will vary tremendously depending on the features and integration work you require.

For entry-level paper conversion systems, including a server and scanner and software with all the basic indexing, searching, and security features, you might be able to go as low as $3,000 for a very small setup. At ten users, you’re more likely looking at a minimum of $6,000 and often more. A medium-sized installation, with web access, auditing, and workflow features, and support for 100 users will probably run $25,000 to $80,000 plus. Costs for enterprise-level solutions for hundreds of users can easily reach half a million dollars or more. For example an Instant Life Insurance Rates company, who provides life insurance quotes online, they need to take more user to run the business. More users, meaning more expense.

Ref: document management

Features

noreply@blogger.com (friend4all) — Sat, 31 Jan 2009 12:52:00 +0000

There are also more specific document management software features you’ll need to investigate:
1. Security – The more granular the security options, the better: security rules may be applicable to the entire system, per cabinet, per folder, per document, or even to specific sections of documents. Systems that rely on Windows logins alone are not considered very secure.
2. Searching – Is it easy and logical? Can you easily call up all related docs – all W2’s, for example, or all docs with a certain customer number?
3. Compliance – Auditing features can track activity by user and by machine. In some industries, you’ll need to prove that documents are unaltered.
4. Access – Some systems require client software on each computer that will access the system; others only require a web browser. Make sure to consider your remote users.
5. Workflow – Document management software can automate approval processes, editors, and other document routing. Extensive workflow rules can be a distinguishing factor between small to mid-sized solutions and true enterprise-level systems.
6. Compatibility – Microsoft Office integration allows you to check-in and check-out documents while working in Word, Excel, and PowerPoint. E-mail integration allows you to send direct links and share native documents with remote customer. And some systems allow you to generate PDF versions of your documents.
7. Open Source – Some businesses prefer open source software, as it can offer a more adaptable, cost-effective alternative to proprietary systems.

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General attributes

noreply@blogger.com (friend4all) — Tue, 27 Jan 2009 08:56:00 +0000

As a part of our talk we are discussing on document management system and document management software. Today we are going to discuss on other general attributes which we can consider for document management software.
Other general attributes to consider:

1. Architecture – Many companies today prefer non-proprietary systems: in document management, this means that the system should store your documents in their original formats and run on a range of hardware. For example, document management software from insurance crm companies is having good document management tools inbuilt.
2. Customizability – Because their function is so central to your everyday operations, the system you choose should be customizable to match your business processes. In many cases, the supplier will be able to integrate the system into the applications you use today, making use of the system almost transparent.
3. Scalability – The system needs to be able to grow with you – both in terms of how many users it supports and how many documents it can handle.
4. Modularity – In the best-case scenario, you’ll be able to buy only the functionality you need at first, and add more as you expand your use of the system.

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Document management software features

noreply@blogger.com (friend4all) — Tue, 20 Jan 2009 06:15:00 +0000

As you evaluate different document management software packages, keep in mind that your choice should be based on your business needs, not technology. If you focus solely on the technology, you may wind up with a flashy solution that your employees won’t use because it’s too much of a change and doesn’t fit your business processes.

To make comparisons, it’s always best to get live demonstrations. Whether it’s face-to-face or online, a live demo will allow the vendor to show their strong points while also allowing you to ask questions.

How to evaluate document management software
The most important aspect to consider is ease of use. If creating, filing, and finding documents isn’t easy and intuitive, your employees will resist using the system and your ROI will decrease. It’s not unheard of for companies to spend tens of thousands of dollars on document management systems, only to have employees refuse to adopt it.

Make sure you get a chance to see the software in action – it’s the only way to really judge ease of use. Many applications use familiar metaphors – file cabinets, folders, and paperclips, for example – so even the least computer-savvy employees can catch on quickly. Also look for a balance between an uncluttered interface – one that doesn’t distract you with too many buttons or options – and the ability to get common tasks done quickly, without having to click through too many screens.

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Departmental applications

noreply@blogger.com (friend4all) — Fri, 16 Jan 2009 07:26:00 +0000

Because they benefit business units shared by almost all companies, document management solutions are used in a broad spectrum of businesses. Human resources and accounting departments, traditional heavy users of paper files, are huge beneficiaries of document management.

In addition, the Patriot Act’s requirements of immediate government access to records apply to a wide range of businesses, and ISO 9000/9001 certification efforts can also benefit from document management. Manufacturing and government are two sectors that pursue document management solutions for these broader regulatory reasons.

Any organization that wants to put more processes in place can benefit as well. Document management solutions are used to enforce naming conventions, ensure strict approval processes are followed, and generally add consistency to existing procedures. I was talking with owner of blinds company who are selling vertical blinds, roman shads product online says that document management solutions are helpful to them in many ways. It makes it easy for them to run their business with less paper handling or task issue.

Not the most efficient business plan, perhaps, but they couldn’t operate without their records. Once their document management system was in place, all they had to do was bring a laptop and small scanner with them to Anchorage, and they could still access all their records as if they were back in Seattle

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Document management solutions

noreply@blogger.com (friend4all) — Tue, 13 Jan 2009 03:34:00 +0000

The software is similar in both cases: you’ll still need security, tracking, and searching. But document imaging requires software and hardware to scan and index paper documents, while document management software is better suited for capturing e-mail and Web content.

Who uses document management solutions?
The benefits of document management solutions hinge on their ability to improve your business processes without changing them too much. While one reason to choose document imaging – that you’re drowning in paper files – is fairly obvious, there are benefits to be had across a wide range of situations and industries.

Reasons to turn to document management solutions
More and more industries are falling under the influence of legislation that requires specific procedures for record keeping. Financial services companies need to be able to prove that information is unaltered to comply with Sarbanes-Oxley; medical practices have to prove that their records are safe from prying eyes to comply with HIPPA. The legal industry also has specific requirements related to discovery, including full-text searching of massive amounts of documents.

For businesses in these more regulated industries, document management solutions are by far the best way to ensure compliance with strict security and record-keeping rules. It’s important to note that such systems only help your company become compliant, they don’t guarantee it. But, the right procedures and behaviors do. No matter how secure your electronic records are, if an employee prints sensitive information and takes it to lunch, you’re not in compliance.

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Document management systems

noreply@blogger.com (friend4all) — Fri, 09 Jan 2009 11:20:00 +0000

If you threw open the windows in your office on a windy day, what would happen? If your business is like so many others, there’d be chaos as paper flew everywhere. Even employees who use computers for most work would have trouble getting anything done as important records fluttered away. Perhaps it’s time for you to stop the paper chase and consider a document management system.

Simply put, document management systems can transform the way your business operates. Whether you’re solving a paper problem or simply improving the way you handle electronic files, the right document management system can provide a wide range of benefits for businesses large and small. I talked with one instant life insurance rates providers, he says he use insurance software which helps him to manage all the documents. Document management required 20% of his working time just to manage them.

If you have employees who spend most of the day filing or retrieving documents, or if you spend good money every month to warehouse old paper records, you should investigate a document management system. Online blinds company who are selling vertical blinds and roller shades, he says that document management systems helps to save his time as well as his effort to recreate document again.

As you start investigating your options, one distinction to be aware of is between document imaging systems and document management software. The essential difference is that document imaging systems include tools to help you convert paper records into electronic files, while document management software is used to manage your electronic files.

Ref: document management

Electronic Document Management Software

noreply@blogger.com (friend4all) — Thu, 08 Jan 2009 06:17:00 +0000

Document management and control is central to an effective quality management and regulatory compliance system. Organizations following manual and paper-based processes for managing policies and control documents are realizing that such approach is inefficient, costly, and unsustainable. Be it quality records, process narratives, SOPs, compliance records or regulatory filings, inability to manage the increasing number of documents can be a bottleneck in a growing enterprise.

MetricStream Electronic Document Management software module enables companies to adopt an electronic and automated approach to document management across the enterprise. This web based electronic document management software system provides a central repository to store and organize documents. Integrated collaboration and workflow tools can be used to access, create, modify, review, and approve documents globally in a controlled manner. The powerful analytics and reporting capability with graphical dashboards to track each document from origin to obsolescence gives managers complete visibility into the system.
1. Maintain a central, secure repository for efficient storage and access to control documents, policies and procedures
2. Accelerate review and approval cycles with documents automatically moving from one stage to the next
3. Improve communication and teamwork across departments and functional areas
4. Gain enterprise-wide visibility into document status with measurable performance metrics
5. Lower cost of regulatory compliance (such as FDA 21 CFR Part 11) with electronic documents and signatures, revision control, and audit trails. More…

Document Management System-1

noreply@blogger.com (friend4all) — Sat, 03 Jan 2009 06:34:00 +0000

Today we are going to discuss some important features of the document management systems. This technology will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference.

Features
1. DMS manages all kinds of documents (paper, electronic — Word, Excel and 200 similar formats) and images (tiff, gif, jpeg, etc)
2. Faster retrieval saves time
3. Organizes documents
4. Safe against natural disaster
5. Multiple users can share documents at the same time
6. No need to buy and install software (like MS Office or others) at multiple locations.
7. Maintains confidentiality, secrecy and accuracy of data
8. Ability to step into the customer's shoes and provide state-of-the-art solutions on a turnkey basis
9. Pioneering innovative technologies
10. Error-free data capturing
11. An efficient and economical option
12. Expertise developed in heterogeneous environments over decades
13. Highly scalable
In our next post we will discuss on Electronic Document Management Software which is also important part of the document management.

Document Management System

noreply@blogger.com (friend4all) — Wed, 31 Dec 2008 04:57:00 +0000

Today's world of information technology is all about accessing and managing information in a cost-effective manner, saving valuable time and space.
Research shows that in any business 98 per cent of the documents are stored and archived for future reference after their current utility ends. Large spaces are required for storage of these documents, wasting valuable space. Stored documents are also exposed to the risk of damage, being misplaced or misfiled. Retrieving documents is extremely time consuming. Sometimes, extra manpower is required just to maintain them.

Document management solution handles documents by electronically storing, organizing, indexing and filing. They can be retrieved when required, without any loss of time.

1. It uses imaging technology to enable access to the unstructured data in the form of documents present in your organization.
2. It brings all documents to your desktop and enables you to work with them, eliminating the need for paper-based documents.
3. It is a powerful document archival system, which ensures safety of documents, faster access to them and huge cost savings.

This technology will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference.

Paperless office-3

noreply@blogger.com (friend4all) — Tue, 30 Dec 2008 06:07:00 +0000

An important step in the paper-to-digital conversion is the need to label and catalog the scanned documents. Such labeling allows the scanned documents to be searched. Some technologies have been developed to do this, but generally involve either human cataloging or automated indexing on the OCR document.
However, scanners and software continue to improve, with small, portable scanners that are able to scan doubled-sided A4 documents at around 30-35ppm to a raster format (typically TIFF fax 4 or PDF).
Issues in keeping documents digital
1. Business procedures and/or government regulations. These often slow the adoption of exclusively electronic documents.
2.The target readers' ability to receive and read the digital format.
3. The target readers' ability to manipulate, i.e. highlights, annotates, or edits data in a digital format.
4. The longevity of digital documents. Will they still be accessible to computer systems of the future?
Paperless versus traditional office philosophy
A traditional office consisted of paper-based filing systems, which may have included filing cabinets, folders, shelves, compactuses, microfiche systems, and drawing cabinets, all of which take up considerable space, requiring maintenance and equipment. A blinds manufacturing company who make roller shades and woven wood shades , they are doing business online with paperless office. Few years back it was not possible. Same way, we can take example of term life insurance agents who are doing online business which is again a paperless.Meanwhile, a paperless office could simply consist of a desk, chair, and computer (with a modest amount of local or network storage) and the user could use and store all the information in digital form, including speech recognition and speech synthesis.

Paperless office-2

noreply@blogger.com (friend4all) — Mon, 29 Dec 2008 09:22:00 +0000

Today we continue our discussion on paperless office which is most important part out topic. Each of the technologies uses software that converts the raster formats (bitmaps) into other forms depending on need. Generally, they involve some form of image compression technology that produces smaller raster images or the use of optical character recognition (OCR) to convert the document to text. A combination of OCR and raster is used to enable search ability while maintaining the original form of the document.

An issue faced by those wishing to take the paperless philosophy to the limit has been copyright laws. These laws restrict the transfer of documents protected by copyright from one medium to another, such as converting books to electronic format. An important step in the paper-to-digital conversion is the need to label and catalog the scanned documents. Such labeling allows the scanned documents to be searched. Some technologies have been developed to do this, but generally involves either human cataloging or automated indexing on the OCR document.

However, scanners and software continue to improve, with small, portable scanners that are able to scan doubled-sided A4 documents at around 30-35ppm to a raster format (typically TIFF fax 4 or PDF).

Paperless office-1

noreply@blogger.com (friend4all) — Thu, 25 Dec 2008 09:51:00 +0000

We continue our discussion on paperless office today.
Metaphor and philosophy
Paperless office is also a metaphor for the touting of new technology in terms of 'modernity' rather than its actual suitability to purpose.
The paperless office is now considered to be a philosophy to work with minimal paper and convert all forms of documentation to a digital form. The ideal is driven by a number of motivators including productivity gains, costs savings, space saving, the need to share information and reduced environmental impact. I was talking with owner of blinds store who made roller shades and woven wood shades blinds, he says paperless office is basic requirement for any business in today’s time.

Transforming paper-based documents to digital-based documents
One key aspect of the paperless office philosophy is the conversion of paper documents, photos, engineering plans, microfiche and all the other paper based systems to digital documents. The technologies that may be used include -
1. Scanners
2. High speed scanners - used for scanning very large volumes of paper.
3. Book copiers - used for taking photos of large books and manuscripts.
4. Wide format scanners - used for scanning engineering drawings.
5. Photo scanners
6. Negative scanners
7. Microfiche scanner - used to convert microfiche to digital documents.
8. Digitization of postal mail - provides online access of scanned contents.
9. Fax to PDF conversion
Paperless office is more helpful to term life insurance business and motels owner too. We continue our talk on paperless office and transforming paper-based documents to digital based documents in next post.

Paperless office

noreply@blogger.com (friend4all) — Mon, 22 Dec 2008 05:15:00 +0000

The paperless office was a publicist's slogan, meant to describe the office of the future. The basic idea was that office automation would make paper redundant for routine tasks such as record-keeping and bookkeeping. The idea came to prominence with the introduction of the personal computer. While the prediction of a PC on every desk was remarkably prescient, the 'paperless office' was less prophetic. Improvements in printers and photocopiers have made it much easier to produce documents in bulk, word-processing has deskilled secretarial work involved in writing those documents, and paper proliferates. An early prediction of the paperless office was made in a Business Week article in 1975.

Historical paper useContrary to the predictions of the paperless office, the introduction of computers increased paper use, with worldwide use of office paper more than doubling from 1980 to 2000. This has been attributed to the increased ease of document production – rather than needing to type a document up; one may easily print out multiple copies, email it to someone who then prints out a copy, print out a web page, and so forth. However, since about 2000, global use of office paper has leveled off and is now decreasing, which has been attributed to a generation shift, younger people being less inclined to print out documents, and more inclined to read them on a screen.

Document Imaging

noreply@blogger.com (friend4all) — Fri, 12 Dec 2008 12:45:00 +0000

Document Imaging is an information technology category for systems capable of replicating documents commonly used in business. Document Imaging Systems can take many forms including microfilm, on demand printers, facsimile machines, copiers, multifunction printers, document scanners, Computer Output Microfilm (COM) and archive writers. In the last 15 years Document Imaging has been used to describe software-based computer systems that capture, store and reprint images.

Document Imaging is part of the set of technologies within the Enterprise Content Management category. In the early days of content management technologies, the term "Document Imaging" was used interchangeably with "Document Image Management" as the industry tried to separate itself from the micrographic and reprographic technologies. Organizations like National Micrographic Association (NMA) and American Records Manager Association (ARMA) found themselves inventing new ways to describe these new archive and library tools. The 'NMA' became the Association of Image and Information Management. Currently, document imaging industry information can be found at the Association for Information and Imaging Management (AIIM).

In the late 80's and early 90's a new document management technology emerged: Electronic Document Management. This new technology was built around the need to manage and secure the volume of electronic documents (spreadsheets, word processing documents) created in organizations. Electronic documents can change constantly and those changes require security authorizations and tracking, which are the core functionality of an EDMS (Electronic Document Management System).

EDMS is not limited to native word processing and spreadsheet files, scanned images also have a life being redacted by users as you would a paper document.

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Records Management Society

noreply@blogger.com (friend4all) — Thu, 11 Dec 2008 12:39:00 +0000

Today we are going to discuss on records management society. The Records Management Society was founded in 1983 as the main professional body for records managers in Great Britain and Ireland. Its objectives are ‘to further knowledge of the management and administration of records, in whatever media, created during the course of the business activities of any organization, and to promote fellowship and co-operation amongst individuals working in this field.’

All those in any country concerned with records and information, regardless of their professional or organizational status or qualifications, can join the Society, which currently has over 1100 members from 30 countries. There are special interest groups for local government and higher and further education, as well as regional groups in Ireland, Scotland and Wales and the North, Midlands, South and South West of England.

The society organizes meetings and an annual conference, publishes the bi-monthly Records Management Bulletin containing comment, analysis, case studies and news from the UK and international records management scene, produces information guides on issues such as records retention and information technology, and runs training courses for members and non-members.

ref: wikipedia

Current Issues in Records Management-1

noreply@blogger.com (friend4all) — Mon, 08 Dec 2008 08:05:00 +0000

The management field is very responsible field. We are talking about records management. Still today we have discussed the different type of the records management like practicing records management, managing physical records, managing electronics records etc.. Today we continue our talk on current issues in records management. Privacy, data protection, and identity theft have become issues of interest for records managers. The role of the records manager to aid in the protection of an organization's records has often grown to include attention to these concerns. The need to ensure that certain information about individuals is not retained has brought greater focus to records retention schedules and records destruction.

The most significant issue is implementing the required changes to individual and corporate culture to derive the benefits to internal and external stakeholders. Records management is often seen as an unnecessary or low priority administrative task that can be performed at the lowest levels within an organization. Publicized events have demonstrated that records management is in fact the responsibility of all individuals within an organization and the corporate entity.Related topics of current note include: information lifecycle management and enterprise content management.

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Current Issues in Records Management

noreply@blogger.com (friend4all) — Mon, 01 Dec 2008 12:36:00 +0000

Records management or RM is very important part for any organizations. We have already talked the records management definition very descriptively in our previous post. Still today we have already discussed the important point like Practicing Records Management, Managing Physical Records and Managing Electronic Records which are related to Records Management. Today we are going to discuss on Current Issues in Records Management.

As of 2005, records management has increased interest among corporations due to new compliance regulations and statutes. While government, legal, and healthcare entities have a strong, historical records management discipline, general record-keeping of corporate records has been poorly standardized and implemented. In addition, scandals such as the Enron/Andersen scandal, and more recently records-related mishaps at Morgan Stanley, have renewed interest in corporate records compliance, retention period requirements, litigation preparedness, and related issues. Statutes such as the US Sarbanes-Oxley Act have created new concerns among corporate "compliance officers" that result in more standardization of records management practices within an organization. Most of the 90s has seen discussions between records managers and IT managers, and the emphasis has expanded to include the legal aspects, as it is now focused on compliance and risk.

ref: wikipedia, guaranteedblinds, premierinns

Managing Electronic Records

noreply@blogger.com (friend4all) — Thu, 20 Nov 2008 12:47:00 +0000

The general principles of records management apply to records in any format. Digital records (almost always referred to as electronic records) raise specific issues however. It is more difficult to ensure that the content, context and structure of records is preserved and protected when the records do not have a physical existence. Guidance on the management of electronic records can be found on the websites of National and State Archives authorities listed below.

Unlike physical records electronic records cannot be managed without a computer or other machine. Functional requirements for computer systems that can be used to manage electronic records have been produced by the US Department of Defense, the National Archives of England & Wales and the European Commission. It is noteworthy that the Moreq specification has been translated into at least twelve languages and is used beyond the borders of Europe. Development of MoReq was initiated by the DLM Forum, funded by the European Commission.

Particular concerns exist about the ability to retain and still be able to access and read electronic records over time. Electronic records require appropriate combinations of software versions and operating systems to be accessed, and so are at risk because of the rate at which technological changes occur. A considerable amount of research is being undertaken to address this issue, under the heading of digital preservation. The Public Record Office Victoria (PROV) located in Melbourne, Australia published the Victorian Electronic Records Strategy (VERS) which includes a standard for the preservation, long-term storage and access to permanent electronic records. The VERS standard has been adopted by all Victorian Government departments. A digital archive has been established by PROV to enable the general public to access permanent records.

Managing Physical Records

noreply@blogger.com (friend4all) — Tue, 18 Nov 2008 06:09:00 +0000

Managing physical records involves a variety of diverse disciplines. At the simplest, physical records must be organized and indexed. In more complex environments, records management demands expertise in forensics, history, engineering, and law. Records management then resolves to being a coordination of many experts to build and maintain the system.
Records must be identified and authenticated. In a business environment, this is usually a matter of filing business documents and making them available for retrieval. However, in many environments, records must be identified and handled much more carefully.
Following four steps are useful to understand for managing physical records
1. Identifying records
2. Storing records
3. Circulating records
4. Dispositioning of records

1. Identifying records. If an item is presented as a record, it must be first examined as to its relevance, and it must be authenticated. Forensic experts may need to examine a document or artifact to determine that it is not a forgery, or if it is genuine, that any damage, alterations, or missing content is documented. In extreme cases, items may be subjected to a microscope, x-ray, radiocarbon dating or chemical analysis to determine their authenticity and prior history. This level of authentication is rare, but requires that special care be taken in the creation and retention of the records of an organization.

2. Storing records. Records must be stored in such a way that they are both sufficiently accessible and are safeguarded against environmental damage. A typical contract or agreement may be stored on ordinary paper in a file cabinet in an office. However, many records file rooms employ specialized environmental controls including temperature and humidity. Vital records may need to be stored in a disaster-resistant safe or vault to protect against fire, flood, earthquakes and even war. In extreme cases, the item may require both disaster-proofing and public access, which is the case with the original, signed US Constitution. Even civil engineers must be consulted to determine that the file room can effectively withstand the weight of shelves and file cabinets filled with paper; historically, some military vessels were designed to take into account the weight of their operating procedures on paper as part of their ballast equation (modern record-keeping technologies have transferred much of that information to electronic storage). In addition to on-site storage of records, many organizations operate their own off-site records centers or contract with commercial records centers.
We will discuss on Circulating records and Dispositioning of records in next post.

ref : wikipedia, leadorganizer, agencymanagementsystem, shopblindsonline, premierinns

Practicing Records Management

noreply@blogger.com (friend4all) — Fri, 17 Oct 2008 13:47:00 +0000

We are talking here Document management. We talked different aspect related with document management in our previous post. In last post we started talk on Record management. We talked RM is the practice of identifying, classifying, archiving, preserving, and destroying records. It includes creating, receipt, maintenance, use and disposition of records. Today we are going to talk about how to practice records management.

Records management (RM) practice involves following steps.

Creating, approving, and enforcing records policies, including a classification system and a records retention policy
Developing a records storage plan, this includes the short and long-term housing of physical records and digital information
Identifying existing and newly created records, classifying them, and then storing them according to standard operating procedures
Coordinating access and circulation of records within and even outside of an organization
Executing a retention policy to archive and destroy records according to operational needs, operating procedures, statutes, and regulations.

Often, a records management system helps to aid in the capture, classification, and ongoing management of records throughout their lifecycle. Such a system may be paper based (such as index cards as used in a library), or may be a computer system, such as an electronic records management application.

Records management - RM

noreply@blogger.com (friend4all) — Wed, 24 Sep 2008 10:11:00 +0000

Records management, or RM, is the practice of identifying, classifying, archiving, preserving, and destroying records. The ISO 15489: 2001 standard defines it as "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".

The ISO defines records as "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business". The International Council on Archives (ICA) Committee on Electronic Records defines a record as, "a recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity."

While the definition of a record is often identified strongly with a document, a record can be either a tangible object or digital information which has value to an organization. For example, birth certificates, medical x-rays, office documents, databases, application data, and e-mail are all examples of records. Records are to be managed according to their value to the organization rather than their physical or logical characteristics.

The other crucial aspect of the above definitions is their consistent reference to records as evidence. Indeed, records management can be seen as being primarily concerned with the identification and management of the evidence of an organization's business activities.

ref: wikipedia, woodblinds, agents website design

Off-line Handwriting Recognition

noreply@blogger.com (friend4all) — Wed, 13 Aug 2008 11:26:00 +0000

Off-line handwriting recognition involves the automatic conversion of text in an image into letter codes which are usable within computer and text-processing applications. The data obtained by this form is regarded as a static representation of handwriting.

The technology is successfully used by businesses which process lots of handwritten documents, like insurance companies. Insurance software companies like Agents web world and agencyorganizer are useing technology successfully. The quality of recognition can be substantially increased by structuring the document (by using forms).

The off-line handwriting recognition is comparatively difficult. As different people have different handwriting styles, so it becomes difficult to recognize the handwriting by computer. Nevertheless, limiting the range of input can allow recognition to improve. For example, the ZIP code digits are generally read by computer to sort the incoming mail.

Research
Handwriting Recognition has an active community of academics studying it. The biggest conferences for handwriting recognition are the International Workshop on Frontiers in Handwriting Recognition (IWFHR), held in even-numbered years, and the International Conference on Document Analysis and Recognition (ICDAR), held in odd-numbered years. Both of these conferences are organized under the auspices of the IEEE. Active areas of research include:

Online Recognition
Offline Recognition
Signature Verification
Postal-Address Interpretation
Bank-Check Processing

ref: agents web world, wikipedia