eDMS Presented at Covenant University Executive Advance August 5 2015 Document Management Concepts Creation amp Distribution Filing amp Storage Indexing Search amp Retrieval Business Process Management ID: 568992
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Slide1
electronic Document Management System (eDMS)
Presented at Covenant University Executive Advance (August 5, 2015)Slide2
Document Management Concepts
Creation & Distribution
Filing & Storage
Indexing, Search & RetrievalBusiness Process ManagementDisaster Recovery & Security
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
2Slide3
What is the Problem withPaper-based
Document Management
System?Slide4
Paper-based Document Creation & Distribution
High Operating Cost
due to continuous
printing & photocopying at different locations.Multiple Copies of the same document are circulated to multiple recipients just for information sake.The Quantity of Documents continue to increase as comments, notes and remarks are made on existing documents and reproduced for more recipients.
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
4
Manual & Complex Distribution System
Manual & Complex Distribution
System
leading to delays in information
circulation & tracking.
Annual
Cost of Printing Stationery due to
Paper-based Document Management System
Annual Quantities
Cost (
N
)
Documents Printed
2,026,076
Cost of Paper
2,837,100.00
Cost of Toner
20,260,760.00
Total Cost of Printing Stationery
23,097,860.00
Source
: CU DMS Survey, 2015 conducted
by WDL TechnologiesSlide5
Paper-based Filing & StorageAugust, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
5
Paper-based Filing & Storage usually start with a neat and tidy arrangement.
As the volume of document increases and structured storage space reduces, the arrangement begins to break down into non standard, make-shift locations
.
Eventually, the
Storage Nightmare
takes place and & stored documents can’t be retrieved.Slide6
Paper-based Indexing, Search & Retrieval
Storing
documents is very important, but if it
becomes too difficult or takes too much time to locate & retrieve a stored document, then the aim of storing the document is defeated.August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
6
Manual Index may be sufficient for a small archive, but it cannot be sustained for large, distributed archives.
With the best indexes, it still takes time to locate and retrieve documents from archives.
Multiple access to the same document is not possible within a physical archive.Slide7
Paper-based Business Process Management
Business Processes rely on people’s prerogative and convenience to be initiated and completed.
There is always the possibility of missing or skipping particular steps in the Business Process either because it is undefined, complex or due to other factors.
Manual execution of business processes wastes precious man hours and resources that can be devoted to many other productive tasks.There has to be continuous training and re-training for participants anytime there is a personnel change in the system.August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
7Slide8
Paper-based Disaster Recovery & Security
There is a false sense of security in physical archives.
Anyone with access to the archive can easily access other confidential data.
It is complex to separate confidential documents from non-confidential documents.It is expensive to implement the right level of security for different category of documents.When disasters strike, it is usually difficult to recover lost documents.It is expensive to implement backup/redundancy in a physical archive.Documents degrade when exposed to varying weather conditions.
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
8Slide9
electronic Document Management
… efficient document management …Slide10
About &
LogicalDOC
is a Web-based, Open Source electronic document management software that is very simple to use and suitable for organizations of any size and type.
It uses the best-of-breed Java technologies such as Spring, Hibernate and AJAX and can run on any system: Windows, Linux or MAC OS X.LogicalDOC has its origins in another open-source project called Contineo
, which was started by Michael Scholz as a Java project in
2003 in an attempt to create an "easy-to-use and easy-to-extend document management system.
Contineo was renamed to LogicalDOC in September, 2008 when
Logical Objects
– the owners of
LogicalDOC
invested in the
Contineo
code.
The First release – version 3.6 was released as
LogicalDOC
Community Edition on October 20, 2008 – the version comprised the
Contineo
code. As of today, the latest release is version 7.3.WDL Technologies is an indigenous Cloud & Managed Service Provider and an Implementation & Technical Support Partner for LogicalDOC
in Nigeria.August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance10Slide11
eDMS Explained
… electronic Document Management System is
a software program that manages the creation,
storage, retrieval and control of documents electronically.Key FeaturesManage Creation;Manage Storage;Manage Retrieval;Manage Control –
Security & Distribution; &Is Electronic
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
11Slide12
electronic Document Creation & Distribution
Use familiar applications such as Microsoft Office and Common Web Browsers without the need for training or specialized software.
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
12Slide13
electronic Document Creation & DistributionAugust, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
13
Drop Spot
&
Folder
Subscription
Subscribe to folders to get updates when actions occur on documents or folder.
Drag and drop files unto the DROP SPOT and immediately share them with other users.Slide14
electronic Document Creation & Distribution
View & Annotate
: View documents, add notes and review comments without printing.
August, 2015Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
14Slide15
electronic Filing & StorageAugust, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
15
Organize documents into easily navigable file and folder structure.
Use Tags to categorize documents for criteria-based retrieval.Slide16
electronic Filing & StorageAugust, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
16
Recover real estate space by storing more documents in less space.
Policy-based Template and Electronic Index provide fast search and retrieval, which is scalable and easy to manage.
eDMS
provides 24/7 access to authorized users from any compatible device
.Slide17
electronic Search & RetrievalStoring
documents is very important, but
retrieval is more important. Electronic Search reduces
Time & Manpower needed for retrieving documents and increases effectiveness.Full Text Indexing makes it easy to search for documents using any text in the document.August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
17Slide18
Business Process ManagementUse Visual Workflows to automate business processes without the need to train and retrain participants.
Append Signatures to documents electronically.
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
18Slide19
SecurityImplement intelligent and granular security without
reliance on human influence &
control.
Define top-level security and cascade it to all levels within the system.Regularly review access logs and audit the system for intrusion or misuse of authorization.Separate confidential information from less-confidential information within the same system.August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
19Slide20
Disaster RecoveryDisasters will always strike because they are accidents.
The recovery plans we have in place for disaster is what separates us from the pack.
eDMS
allows you to quickly recover from any disaster using simple backup & restore procedures.August, 2015Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
20Slide21
Other Features
Integration & Collaboration
Microsoft Office Suite: Word, Excel, PowerPoint, etc.
Google Drive, Google Docs, Drop BoxJoomla Content Management System PluginMobilityAndroid, iOS & Blackberry Mobile AppsExtensibility – Fully Documented Web Services
SOAP API – Simple Object Access Protocol
XML – Extensible Markup LanguageCMIS –
Content Management Interoperability ServicesWebDav – Web-based Distributed Authoring & Versioning
Active Directory
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
21Slide22
SummaryReduced Storage
Flexible Retrieval
Flexible Identification
Fast and Easy SearchControlled and Improved Document DistributionImproved SecurityDisaster RecoveryNo Lost VersionDigital ArchivingRegulatory ComplianceCost SavingImproved Internal OperationsCompetitive EdgeImproved Customer Service and SatisfactionPreserve Intellectual Organizational Knowledge
August, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
22Slide23
THANK YOU!
Technology today is on the fast track and it is not slowing down. It is now up to people and institutions to keep up with the pace or be left behind. Covenant University has chosen the former …
Professor C. K. Ayo
,
Vice Chancellor, Covenant University
“
”Slide24
Technical Support & PartnersAugust, 2015
Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance
24