Releases & Articles
& Easy Document Registration
of the most mundane tasks for any filing clerk is document registration.
The work is repetitious and boring, and is often neglected by
decision-makers who fail to realize the importance of this critical
function. Proper document registration is the key to a successful
Document Management System (DMS), manual or electronic. The
good news is that with rapid improvements in
document and imaging technologies, most of the document management
processes have become significantly less labourious and more efficient.
In manual systems, managing the entire document life cycle from point of
entry to storage and archival is a difficult and time-consuming affair.
For electronic systems, only the registration process requires human
intervention to ensure each document is properly profiled. In addition,
electronic document registration is much easier and has many more useful
features that do not exist in manual systems. The other normal functions
such as document retrieval, storage, distribution, and archival are
fully automated or requires very little manual work.
you can minimize the effort of registration by using smart computer
programs, then your document controller’s work becomes much more
efficient and your documents become more productive and easily
accessible. The risk of human error, missing documents and poor indexing
is also minimized. Below is a checklist of some of the normal features
you would expect from a good electronic DMS.
metadata management including self-customizable index profiles,
mandatory fields, pick & drop lists
profiles for profile-heavy documents, including hard copy location
document type structures with categories and nested fields
options, image viewers and batching tools
capabilities that enable incomplete registration, recent listings,
to accept multiple formats and link multiple files to one record
document profiler that allows for auto-generation
of database indexes
the right electronic system not only gives you the technology, it forces
you to re-think your existing registration methods. The system funnels
all your important data – in multiple formats and locations - through
a powerful electronic registration system. The simple step of
registering all your important data – in multiple formats and from
various locations - when planned and implemented correctly, will provide
real advantages and save your document control team a lot of headache.
For more information on document management solutions, visit the
Centre for Document Management Research (CDMR) at www.cdmr.com.
fax and document management
Your fax phone rings, the fax paper rolls out and you sort your messages
manually. You then make multiple copies of the same message for
distribution throughout your organization. The document moves
sequentially through individual readers and frequently meets
bottlenecks. If the fax is important, you store one copy in an already
overflowing filing cabinet. Repeat these steps for each fax message and
you have a major document control problem. If this sounds all too
familiar, you are probably not maximizing the use of your computer
is a vital component of corporate communications, in some cases
accounting for more than 50% of all documents stored. This is especially
true for many architecture, engineering and construction companies and
government departments that deal regularly with contracts, invoices,
quotations and general correspondences. When smartly integrated with an
Electronic Document Management System (EDMS), the fax management
solution offers many distinct advantages including automatic
distribution, simultaneous viewing, timely retrieval and paperless
storage. In fact, the entire fax document lifecycle – from receipt to
archival – can be managed electronically with ease.
electronic fax systems can export fax messages in popular image formats
such as TIF, JPEG or BMP. The EDMS can then auto-capture the exported
fax document without the need for additional conversion via scanning.
This saves your organization tremendous time, improves space management
and greatly reduces manpower requirements.
good electronic fax and document management system should at least have
the following features to enable real productivity gains.
distribution with user access security
viewing and rules-based routing to recipients
fax notification and detailed fax logs of every event
to print, copy, email and re-distribute
document profiler or register
retrieval and archiving capabilities
to associate/link to other documents in the system
simplicity and usability are the keys to a successful implementation as
these systems are managed daily by clerical staff who may not be
proficient with complex IT solutions. For more information on document
management solutions, visit the Centre for Document Management Research
(CDMR) at www.cdmr.com.
Faks dan Dokumen Elektronik.
faks anda berdering, kertas faks anda dicetak keluar dan anda
mengagihkan mesej anda secara manual. Anda kemudiannya membuat salinan
faks ini dan mengedarkannya keseluruh organisasi anda. Dokumen ini
diedarkan dari seorang individu ke seorang individu yang lain dalam
organisasi anda dan kerap kali menemui masalah. Jika faks itu penting,
anda akan menyimpan satu salinan faks tersebut ke dalam kabinet fail
anda. Langkah ini diulangi untuk setiap faks yang anda terima dan anda
mempunyai satu masalah besar dalam mengawal dokumen anda. Jika perkara
ini selalu terjadi, anda sebenarnya tidak memanfaatkan sepenuhnya
kegunaan sistem rangkaian komputer anda.
adalah salah satu komponen penting dalam komunikasi sesebuah organisasi.
Dalam sesetengah kes, merangkumi lebih 50% daripada jumlah dokumen untuk
disimpan. Ini selalunya melibatkan sektor arkitek, kejuruteraan ,syarikat
pembinaan dan kerajaan yang banyak berurusan dengan kontrak, invois,
sebut harga dan koresponden am. Apabila di integrasikan dengan Sistem
Pengurusan Data Elektronik, pengurusan faks ini menawarkan kelebihan
seperti pengagihan secara automatik, kebolehan melihat dokumen
secara serentak, kepantasan dalam carian dan pengurangan dalam
penggunaan kertas. Kesimpulannya, keseluruhan kitar hayat dokumen faks
iaitu bermula dari proses penerimaan sehinggalah proses penyimpanan
boleh diuruskan dengan mudah secara elektronik.
sistem faks elektronik berkebolehan untuk mengeksport mesej faks kepada
format imej yang popular seperti TIF, JPEG atau BMP. Sistem Pengurusan
Data Elektronik (EDMS) kemudiannya mampu memproses dokumen faks yang
dieksport ini tanpa memerlukan tambahan proses penukaran semasa
mengimbas. Ini akan menjimatkan masa, mempertingkatkan pengurusan ruang
dan mengurangkan keperluan tenaga kerja.
elektronik dan sistem pengurusan dokumen yang baik sekurang-kurangnya
harus mempunyai ciri-ciri yang tersebut di bawah bagi memastikannya
memberi pulangan produktiviti yang sebenar.
elekronik kepada pengguna dengan kawalan keselamatan.
yang selari dan laluan terus kepada pengguna.
penerimaan faks dan butir-butir lengkap mengenai aktiviti-aktiviti
yang melibatkan faks.
untuk mencetak, menyalin, menghantar email dan pengedaran semula.
dan pendaftar dokumen yang mesra pengguna.
kepada lokasi bahan bercetak (hard-copy).
untuk capaian semula dan simpanan rekod secara elektronik.
untuk menggabung/menghubung kepada dokumen-dokumen yang berada di
ditekankan di sini bahawa, ringkas dan mudah digunakan adalah kunci
kepada kejayaan memandangkan sistem ini diuruskan oleh pekerja yang
mungkin tidak begitu cekap mengendalikan alat-alat IT yang canggih.
mendapatkan maklumat lebih lanjut, sila lawati laman web Centre for
Document Management Research (CDMR) di www.cdmr.com.
Document Distribution with DocControl Systems
22 January 2002
The DocControl 2002 Document Management System now comes with an
upgraded Distribution module that provides more features to manage both
manual and automatic document distributions over a computer network. The
new Distribution module enables users to disseminate paperless documents
instantly to fellow workers. This includes high-quality document images
and electronic files such as MS Word, MS Excel, HTMLs, PDFs, CAD, faxes, emails
and other commonly used application files. In addition to its powerful
viewers, DocControl Distribution tracks all distributions automatically;
enables approve, reject or confirm read user instructions; maintains
versions and security rights for sensitive documents; and smartly
categorizes all incoming documents for each user.
Use in the Work Environment
In many Government or statutory organizations today, documents
sent by the Director or department heads to workers are often either
lost along the way or late in reaching their intended recipient. These
distributions are usually manual with no proper procedures in place to
track responses or expiry of the messages. With DocControl Distribution,
the entire distribution cycle – from the time the document is sent
until its final response is received - would have been tracked and
logged. In fact, routine distributions such as specific incoming faxes
or work instructions can be set for automatic distribution upon
indexing, thus saving time for both the document controller and the
distributor. These problems are also mirrored in many corporations where
document distributions are sequential and slow, inefficient, and do not
provide for simultaneous viewing.
and its Role in the KM Framework
The DocControl 2002 Document Management System, of which the upgraded
Distribution module is a part, is aimed at addressing the broader issues
of knowledge management (KM).
Knowledge management is the process of locating, evaluating,
capturing and sharing knowledge throughout an organization. The
DocControl System guides organizations in setting up a methodology for
collecting and cataloging information, and making that information
available for collaborative access by a wide variety of users. With
DocControl, an organization’s document takes on a lot more importance
than just a piece of information in some cabinet. The DocControl system
is easy to set up, configure, use and manage.
& Konica Integrated Document Sol
Oct. 16, 2001
Studio, a leading provider of document management solutions,
and Jardine OneSolution (JOS) have launched a smart and affordable
document solution for the effective management of business documents.
The solution uses features from both the DocControl electronic document
management system and Konica document copiers. Virtual is the developer
of the DocControl software while JOS is the distributor of Konica
combination of both hardware and software provides customers with a
total solution that comprehensively manages the entire lifecycle of all
business documents, from the time they are generated until they are
archived. The Konica copiers come with a multitude of features including
advanced copying and faxing functionality and scanning options that
convert paper documents into electronic format. Electronic documents are
then profiled, stored, retrieved, archived, managed and distributed over
a computer network by the DocControl system.
system has been priced very competitively in view of the expected slow
economic situation for the next few quarters and severely undercuts the
price of similar foreign products. This competitive pricing carries
through to consultancy and service & maintenance charges. With the
growing utilization of computers and networks throughout the country,
the affordable price tag means improved cost-benefit. In addition,
DocControl is a scalable system that has demonstrated tangible
benefit in a short period of time.
Document Management Systems and MS ISO 9000
The use of electronic document management systems (EDMS) worldwide have
become increasingly prevalent because of many obvious advantages ranging
from faster indexing and retrieval to easier storage and archival. One
of its many benefits is to the Quality Control department of
organizations that maintain or seek ISO9000 accreditation.
importance of documentation in Quality Control departments
The MS ISO 9000 family of standards specifies the fundamentals of
quality management systems and defines the processes needed to achieve
the objectives set by the standards. The processes and their procedures
are in written form, i.e. documents. Furthermore, they require the
documents to be controlled and records to be established and maintained
to provide evidence of conformity. In
fact, for the proper working of an ISO environment, one has to write
down (document) what one does; does what one writes; and shows proof of
this. The object here is to ensure that proper procedures are followed
in every action; change is done with deliberate care and nothing is left
to whims. Inevitably there will be a huge quality of paperwork. By
moving from paper to the electronic system, this burden can be greatly
reduced. EDMS features can cut across this maize of paperwork and
provide the necessary controls specified in the ISO.
enforces good document management discipline
The EDMS also provides a sure and efficacious way of dealing with paper
work by enforcing good document management discipline within the
organization. It provides safeguards to the integrity of documents and
ensures defined procedures are adhered to automatically. It does this
work by capturing unstructured data from various sources and presents
them to users in a simple and easy format. Its extensive control
features enable an organization to protect sensitive data, define
individual access rights, versioning rights and other security features.
In short, it gives the organization better control of their document and
provides readily accessible proof of unconformity. The
EDMS also provides speedy and easy access to information within the
quality system. Users can check criteria, verify & monitor processes
and take action for continual improvement of the processes from their
workstations. In so doing it would simplify the work of an ISO
accredited organization including matters of audits and reviews. It
would accelerate the process of those organizations seeking new
quality documents with DocControl
of Document & Evidence of Conformity: Not
only are documents important, their creation, use and circulation
must be controlled. This is required to safeguard the integrity of
documents, define individual access rights within and organisation
and ensure that the latest and approved issues are in use. Records
too must be maintained to verify that due conformity is consistently
Saves Time & Resources: The stress
on documentation inevitably leads to an enormous amount of paper
work. Clearly, great advantages in time and resources are gained by
reverting to the electronic format.
Displays Updated Documents and Logs Old Versions:
DocControl can fulfill these
requirements automatically by designating these documents as
baseline documents with its specified approval process. By so doing
it will automatically present the latest version of the document to
the user while retrieval of outdated documents is still possible if
needed. Records are easily retrieved and evidence of conformity can
be demonstrated from DocControl’s audit trails because the system logs
every action involved in the creation of a document, the revisions
and its status. A report of the audit trails can be provided on
command wherever required. Furthermore the system has a built-in
document adequacy review function to prompt users to review this
category of documents at periodic intervals.
DocControl suite of document management products gives the Quality
Manager complete control over all documents that comprise the quality
management system. Procedures, work instructions, policies, forms,
templates, workflow profiles and any business document can be managed
throughout their lifecycle. DocControl lets the Quality Manager
standardize procedures for profiling, storing, accessing, revising,
sharing, securing and managing these documents. In fact, DocControl goes
above and beyond compliance to provide your organization with
comprehensive and flexible document management features that can manage
both quality and non-quality business documents.
A Better Way to Achieve
or Maintain ISO 9000 Standards
In summary, it can be seen that ISO 9000 and its quality management
systems with its emphasis on process approach is document intensive.
Documents are needed as a value adding activity to meet customer
satisfaction, provide training, objective evidence, evaluation, etc.
Moreover, their integrity must be secured and their flow within the
organization must be controlled. A proper EDMS can do much to alleviate
the burden of manual operation and paper work. More importantly, it can
provide simultaneous and speedy dissemination of information, cut down
errors created by human avarice and provide potential for the
improvement of the performance of an organization.