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Document Organizer (DOER)

An introduction to Document Organizer (DOER) - Technical details & Procedure

Definitions - 1 

Document: a “container” which contains communicated  or institutional information in any digital format:
  • Image files (tiff, gif, jpeg, …)
  • Office documents (text, spread sheet, presentation, …)
  • Audio files (wav, mp3, …)
  • Video (avi, mov, …)
Definition – 2
Document management: An organized procedure for
  • Storing
  • Searching & Retrieving
  • Tracing the movement of documents.
Document Organizer (DOER):
An integrated system that performs all the above document management tasks.
DOER vision
  • Provide a system which facilitates the authorized user to locate relevant documents regardless of their location & format.
  • Preserve the document legacy of the enterprise over time & space.
DOER main role
  • Facilitate in generation of the documents
  • Manage the documents
  • Enable controlled access of the documents to defined users/groups
  • Trace movements of documents within the organization.
Basic components
  • Document creation & addition (scanning paper documents, importing electronic documents)
  • Document indexing (barcodes, OCR / ICR etc)
  • Document access  control (who can access what and how)
  • Document retrival and access
  • Repository services
  • Work process management (work flow).
Functions
  • Document creation & addition:
    It is the process of loading the documents into the DOER. As an example: scanning is used to load images of paper documents.
  • Document indexing:
  • It is the process of attaching suitable attributes to the document.
  • Theses attributes are stored in the database of the DOER; and to be used to retrieve the document.
  •  Indexing can be done:
    •  manually
    • using bar codes
    •  using OCR/ICR etc 
  • Access control is the process of assigning the
    of access privileges to  different users to the documents stored in the
    DOER i.e.Who can access which document(s) for what  purpose?
Document search and retrieval
Search is the process of finding a document according to specified criteria.

Search can be:

–by defined indexes; or

–by using the full text search capability.

Found documents can be processed (viewed, edited …) using appropriate tool(s).


Repository services
  • Provide necessary tools to manage the repository of the documents
    and the link between the indexes and the documents to enable the
    documents’ retrieval.
  • The DOER repository has at least these parts:
    • Database: Contains index information of the documents
    • File system: Where the actual documents are stored
    • Cache: Where a copy of the requested documents is  e temporarily stored for fast access.
  • Types of storage:
    • magneto-optical disks (jukeboxes)
    • CD-R
    • magnetic disks (RAID, SAN, NAS etc)
Work process management (work flow)
It is the process of routing documents from one user to another in a controlled fashion based on business rules, users’ roles.


Work flow benefits:
Using work flows, a business process can be:
  • more efficient due to close monitoring   t
  • more effective by processing priority document first    
  • more adaptable to change.
Main features
  • Integration with desktop authoring tools e.g. MS Office suite
  • Check‑in/check‑out:
    A locking mechanism so that only one user can modify the document at a time, multiple users can view a checked‑out document
  • Version control:
    Allows users to decide whether the document should be saved as a new version or whether it should overwrite an existing one
  • Audit trail:

    Method for monitoring who accessed which documents and what modification were performed.
  • Document security:
    Method for defining. user's access rights
  • Searching:
    Facility for locating  desired documents.
  • OCR/ICR( data capturing in digital form):
    • OCR: Process of producing text from an image file of printed text.
    • ICR: Processes of producing text from an image file of handwritten text
  • Content Rendering:
    method for converting a document from one format to another (e.g., from word to pdf format)
  • Document storage Structuring :
    Methods for organizing documents in related groups (e.g. folders)
Advantages
  • Cost savings
  • Timely actions
  • Better security
  • Better customer service.
Method for digitalization of paper clipping under the DOER designed and developed by Noetic Technologies:
  • Digital object (paper clipping) will be optimally formatted and
    described with a view to its functionality and use value with long-term
    access and interoperability.
  • Digitalization of paper clipping will have completeness,
    appearance of original papers with correct sequences of pages.
    digitalized paper clipping will support production of legible printed
    facsimiles when produced in the same size as the originals that is 1:1.
  • All paper clippings will be optimized for longevity and for
    production of a range of delivery version like screen, for print or for
    copy as per the user requirement.
  • All the paper clipping will have facility to navigate
    sequentially through the physical components i.e. go to next, previous
    page like wise.
  • All the paper clipping required to be edited individually for
    enhanced use through improved quality of image, for example, improved
    legibility of faded paper clipping or stained paper clipping.
  • Entire paper clipping collection will be converted into
    "virtual collection" through the flexible integration and synthesis of
    a variety of formats, or of related paper clipping scatter among many
    categories or in topics.
To achieve above results the following procedure  need to be employed with the help of different hardware and software
    1. Scanning of paper clipping.
    2. Editing of image.
    3. Encoding of image.
    4. Integrating all relevant data with image on the basis of request or advice by user.
    5. Retrieval of particular paper clipping with marked search criteria.
    6. Decoding of image for screen, print and for copy purpose.
    7. Testing of individual paper clipping for optimum results
Hardware & Software requirement:-


  • Personal Computer Workstation
  • Pentium 4 2.7GHz Processor
  • 1 GB of Memory for the Basic Counselor
  • (2 GB of Memory for Higher Operations)
  • 20GB Hard Drive for the Basic Counselor
  • (60 GB Hard Drive for Higher Operations)
  • 10/100 NIC Card
  • CD Rom, Monitor, Keyboard and Mouse
  • Operating System – one of the following:
    Windows 2000 with SP4
    Windows 2003 with SP2
    XP Pro with SP 2 or higher
  • Application Software - MS Office
  • Database- one of the following:
    Microsoft SQL Server, MySQL, Sybase.