TXF 4998 PROJEK ILMIAH Title An efficient framework

TXF 4998 PROJEK ILMIAH Title: An efficient framework of distribution and collaboration in Electronic Document Management System (EDMS) Name : Norlaele bt Hassan Matric No : 021469 Supervisor : En. Suhailan bin Dato’Hj. Safei

1. 0 INTRODUCTION § What the EDMS? - EDMS is an electronic document management system. - Process all of the document electronically such as creation, storing, archiving, destruction and manipulation. § Common issues in EDMS which are: - location - filing - retrieval - security - distribution

Cont… § The benefits in existing EDMS of distribution and collaboration: - saving an amount time - reduced paper storage - increase sharing and distribution an information - greater collaboration with other people § The weaknesses of EDMS can be specified such as: - storage issues - accessibility issues - inaccurate transfer of document

1. 1 Problem statement 1) Distribution - Privacy issues when recepient can’t choose the distribution method for themselves. 2) Status of collaboration - Realtime progress monitoring of the documents is it, in progress or no action. 3) Automated synchronization of change request (spelling focused) using criterias.

1. 2 Objectives 1) Create an efficient framework of distribution and collaboration in EDMS. 2) Introduce a synchronization model to track spelling correction in distributed enviroment. 3) Develop a prototype to visualize the framework of distribution and collaboration.

1. 3 Scope study § The research scope is to study problems/issues in EDMS focusing on the distribution and collaboration module. § Based on the study, an efficient framework for distribution and collaboration in EDMS will be produced to solve the issues. § Develop a prototype to implement and test the efficiency of the proposed framework.

2. 0 COMPARISON/ANALYSIS 2. 1 EDMS background § The earliest EDMS were either developed to manage proprietary file types, or a limited number of file formats. § Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. § These systems enabled an organization to capture faxes and forms, save copies of the documents as images, and store the image files in the repository for security and quick retrieval. § EDMS evolved to where the system was able to manage any type of file format that could be stored on the network. § The applications grew to encompass electronic documents, collaboration tools, security, and auditing capabilities.

Cont… § EDMS have basic components which are: - Capture documents into system - Methods for storing and archiving documents. - Indexing and retrieval to locate documents - Distribution for exporting documents from the system - Security to protect documents from unauthorized access - Workflow - Collaboration

2. 2 Common distribution and collaboration features in EDMS ENAGE Korean http: //en. enage. com Distribution - Document's distribution to other user through Internal Email - Document profile management; who/when/how a document was changed. Collaboration - use check in/out to prevent the corresponding document from being redundantly modified. e. B DM San Diego, USA http: //www. enterpriseinformatics. com Distribution - Notes and email notifications notes of the document through email or SMS. - Offers complete control over document distribution and circulation. - Notifies holders of copies about changes, and notifies when the document return dates have been exceeded. Collaboration - use change request to allow user to comment, then the document owner will grant the comment.

2. 3 SWOT Analysis Strengths - Document’s distribution to the user through e-mail, SMS and routing. - Use check in/out to prevent the corresponding document from being redundantly modified. - Use change request to allow user to comment, then the document owner will grant the comment. Opportunity - Allow client choose his own distribution method. - Automated synchronization of change request. - Realtime/concurent the status of collaboration. Weaknesses - Limitation of distribution issues; inbox storage and server storage. Privacy issues; client can’t control his own distribution method. - Not automatically synchronize the comments. - Threats - None

3. 0 RESEARCH METHODOLOGY § Analysis method: - SWOT analysis - Observation § Prototyping: - § Spiral Model Evaluation method: - Pilot testing

4. 0 MODELLING 1) 2) 3) Evalutionary D&C Model Distributed Spelling Correction (DSC) Algorithm Prototype for Distribution framework model

1) Evolutionary D&C Model

2) DSC Algorithm

5. 0 CONTRIBUTION/RESULT § Enable and more efficient to use for organizational process in distribution and collaboration of all the documents. § The feedback/response of the documents in EDMS so fast, easy collaboration synchronization and reliable distribution. § A prototype that can test the efficiency of framework model.

5. 0 CONCLUSION § The use of EDMS with an efficient of distribution and collaboration, better security measures for distribution of the document, decreases average time of case processing and collaboration. A good EDMS is one of the best way to streamline organization process and increase productivity.