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DOCUMENT MANAGEMENT SYSTEM

DEFINITION OF KEY TERMS

Document. A piece of written, printed, or electronic matter that provides information or
evidence or that serves as an official record. Document can exist in the form of text, video
or audio. Documents can exist physically on paper or digitally (hard and soft copies).

Management. "-- Management can be defined as the judicious use or application of

available but limited resources in the achievement of organizational goals and objectives.

System. A system is a group of interacting or interrelated elements that act

according to a set of rules to form a unified whole.
Document Management. Document management is the process of handling documents in
such a way that information can be created, shared, organized and stored efficiently and
appropriately.

Document Management System. Document Management System (DMS) is the

use of system ( computer) to create/receive, capture, edit/update, distribute, archive,
retrieve and delete/destroy documents and reduce paper in an office. These activities are
referred to as document management process. DMS is facilitated by computer hardwares
and softwares. "DMS is capable of keeping a record of the various versions created and
modified by different users. Aside from managing digital documents, DMS softwares
enable users to manage access to documents, control how information is changed, tracks
changes or versions of documents and increases process efficiency. Today's document
management software provide businesses enhanced information retrieval, security, and
workflow while lowering operational costs.

Many businesses deal with high-stakes information that needs to be kept secure and private
or accessed quickly. In such instances, a smoothly operated document management
system is essential. However, many small businesses have to deal with a mixture of old-
fashioned data on paper and electronic files and in some cases, the proportion of paper
data is much larger.

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FEATURES OF DOCUMENT MANAGEMENT SYSTEM

Today, implementing a quality document management system is critical for a business to

succeed. Therefore, when searching for a reputable document management system, have in
mind that an ideal DMS should contain the following features:

1. Document Input. When it comes to document input, most of the businesses combine paper
and digital files. The ideal Document Management System should allow inputting files trough
the following sources:
a. Scanner

b. Email

c. Manual Upload

2. Document Processing. Document Processing involves the conversion of typed and

handwritten text on paper-based & electronic documents ( e.g., scanned

image of a document) into electronic information utilizing one of, or a combination of,
Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and
experienced Data Entry Clerks. An ideal document management system should provide the
following features
a. Create Documents using Templates

b. Link Document to records in System

c. Forward, Move, Share Documents

d. Email Documents
3 Document Indexing. Document indexing is the process of associating or
.
tagging documents with different "search" terms. Indexing is a path to the documents. That
path is based upon your business processes and your staff. There are different types of indices.
If your documents are text documents, you might have indexed the documents for full text
search where you can find a phrase contained in the documents. All document management
systems have some level of system indexing too. Default system indexing might be the date or
document type or some other identifier that describes the document. An ideal Document
Management System should provide:
a. Indexing of all documents

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b. Custom Automatic Document Numbering

c. Indexing Meta Data

4. Document Search. No matter what indices we use, the power of document indexing
is revealed when we do a search later on. The document search engine should provide safe
and powerful search in a record time to promote efficiency.

5. Document Security. Security is one of the most critical aspects of a document

management system. The ideal software will provide a high level of documents encryption
and role based access, as well as user and roles, advanced access rights.

6. User Dashboard An ideal DMS interface should be simple and easy to navigate. Not
everyone is technologically inclined, so the simpler the software, the better. But the main
dashboard should also include:
a. Document inbox

b. Alerts and Notifications

c. Follow-ups and Chat

d. Inbuilt Calendar, Email, SMS

7. Customization. As previously mentioned, different business have different needs of a

DMS. Every business has its own specifics requirements that need to be taken into
consideration. For that reason an ideal Document Management System should provide a
certain level of customization allowing users to:
a. Create customized Windows and Records

b. Generate Custom Fields and Reports

c. Add custom Document Attributes

d. Create Custom Dashboard Reports

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 DOCUMENT MANAGEMENT PROCESS

Create/Receive

Capture/Imaging

Edit/Update

Distribute

Archive

Retrieve

Destroy
/Delete

Document creation/Reception. .._ Document generation (also acknowledged as document

creation, or document assembly) software lets you transform text-based records, pictorial
and voice files (generally, MS Word/PDF, JPEG and audio files) into compelling,
productive formats. Document creator software helps create personalized, transaction-
ready documents in record time. Already formatted documents can also be received from
other organizations.

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Document Capturing/Imaging. Document imaging encompasses all processes

that convert paper documents into an electronic format. The right document imaging software
also does much more than that including provides simultaneous access to the same document
by multiple users.

Document Editing/Update. Document editing is the process of making revisions and

suggestions about the content of a document, focusing on improving the accuracy of language,
flow and overall readability as well as checking and getting rid of outdated information. This
greatly reduces the risk of making mistakes.

Document Distribution. This is the process of making documents available to those who
require it to discharge their official and personal duties. A document management system will
automatically send customers invoices or statements when these documents are due, by
whatever means the customer would prefer to receive them.

Document Archive. Document archiving means putting information you no longer use
regularly into secure storage for extended periods of time. Such information may or may not
be used again in the future, but nonetheless should be stored until the end of its retention
schedule. It should be emphasized that once archived, these documents and its data can be
made active again. Information should always be readily available if required at short notice.

Document Retrieval. This is the process of recalling a document or record from and
archive or a storage device. It is the matching of some stated user query against a set of
records contained in a system.

Document Destruction/Deletion. Document deletion or destruction refer to getting rid of a

file or another object which is no longer required from the computer hard drive or other
storage media. Document deletion brings the existence of a document to an end and thus
marks the end of a document management process.
BUILDING DOCUMENT MANAGEMENT SYSTEM GMAGE PROCESSING)

One solution to the problem of a mixed data environment would be to use a document
imaging system to convert all of your business's documents to electronic files. Depending on
the type of data and documents you work with, this could be relatively straightforward
process, or it may involve some creativity and specialized approaches. Imaging systems
convert text, drawings, and photographs into digital form that can be

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stored in a computer system. This digital form can be manipulated, stored, printed, or sent
via a modem to another computer. Imaging systems may use scanners, digital cameras,
video capture cards or advanced graphic computers. The table below summarizes the most
common file formats.
Table 1: Common File Formats

File Format Sample Files Description

Common Formats
Type

PDF, RTF, TXT, DOC Created or saved as text (may include graphics)
Text Letters, reports, memos, email
messages saved as text

Vector graphics DXF, EPS, CGM, SHP Architectural plans, complex Store the image as geometric shapes in a
illustrations, GIS mathematical formula for undistorted scaling

Raster graphics TIFF, BMP, GIF, JPEG, PNG Web page graphics, simple , Store the image as a collection of pixels which
illustrations, photographs cannot be scaled without distortion

Data file Proprietary to software program Human resources files, Created in database software programs
mailing lists

Spreadsheet file Proprietary to software program, xis- Financial analyses, statistical Store numerical values and calculations
calculations

Short video to be shown on a Contain moving images and sound

Video and audio QuickTime (MOY), MPEG, Real
files Networks (RM), WMV, WAY, MP3, web site
AV!

SGML, HTML, XHXML, XML Text and graphics to be Contain embedded instructions for displaying and
Markup
understanding the content ofa file or multiple files
languages displayed on a web site

ADVANTAGES OF DOCUMENT MANAGEMENT SYSTEM

At its core, a document management system is the use of computer hardware and software
to create and management digital documents. At the highest level, it allows one to quickly
and easily provide employees, customers, and vendors with the information they need,
reducing inefficiencies to meet your business goals. The specific benefits of a document
management system include the following:
1. Reduced Storage Space. Commercial property costs are increasing and so is the
expense to store paper documents. A software-based DMS that can reduce the need for
file cabinets, boxes, and storage bins is a valuable asset to any enterprise,

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freeing up precious office space. Documents that have to be kept as hard copies can often
be stored in less expensive locations, such as an offsite warehouse or vault.
2. Enhanced Security. Document security is critical for organizations of any size to keep
sensitive data protected. DMS provides better control over sensitive documents and access
to documents can be controlled at the folder level for different groups or individuals. Also,
a DMS leaves an audit trail of who has viewed a document, when it was accessed, and
how it may have been modified. Managed documents are highly traceable and can be
tagged to allow for automated alerts.
3. Improved Regulatory Compliance. Compliance requirements for certain documents
can be quite complex. Non-conformance can lead to fines, revoked licenses, and, in some
cases, criminal liability. Document management systems reduce the risk of non-
compliance. Records retention schedules, for example, can be automated, and new
documents can be more easily classified and stored.
4. Easier Document Retrieval. Searching for and retrieving documents can be very time-
consuming - and we all know time is money. A document management system can be a
powerful, time-saving tool. Depending on the solution implemented, a DMS can retrieve
files by a word or phrase in a document.
5. Better Collaboration. The ability to quickly access content and collaborate is greatly
simplified with an advanced document management system. Documents captured from
different sources can be accessed from multiple locations. Electronic imaging makes
sharing documents over a network via email or the Internet possible. DMS provides
greater visibility to business processes and can allow for better workflow monitoring.
Authorized access by external users can be allowed and monitored.
6. Better Backup and Disaster Recovery. Any document management solution should
include a data backup and disaster recovery plan. With digital archiving as a backup, paper
documents are protected from fire and flood, and other disasters. With a DMS, documents
are highly traceable and can be tracked using a range of criteria. Document tracking
capabilities reduce the likelihood for documents to be lost or misfiled after viewing.

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DISADVANTAGES OF DOCUMENTS MANAGEMENT SYSTEM

1. It requires Energy to Function properly. Office automation cannot function without
power. Computers and other gadgets function with electricity which is very erratic in Nigeria
and has to be complimented with the use of generator which adds up to cost of production.

2. Security challenges. With information sharing as one of its features, there's always a
possibility that the information handed might end up in the wrong hands. Other than that, the
biggest threat in security is in the internet as business records are the types of information that
hackers would love to get a hand on.

3. Equipment Cost. Whenever an organization decided to go paperless, a huge volume of

data must be scanned. The hardware needed for this type of scanning service would need a
substantial amount of money.

4. Maintenance Cost. Technological devices such as computers, scanners etc

require constant maintenance services and this gulp huge resources of the organization.
5. Health Concerns. Although this is not a dollars-and-cents cost, digital file
sharing means employees will be required to stare at computer screens for longer. Studies
have shown that eye-strain can develop and vision can deteriorate.

PAPER-BASED (PHYSICAL) DOCUMENT

Paper-based record management systems have been the traditional and primary method of
storing business records and other documents until the later part of the 20th century. Usually,
it includes the processes of maintaining and storing physical or hard-copy documents.
Technology has led many modem companies to adopt newer methods of managing their
documents. However, paper document management systems are still not uncommon in
business today.

Many small businesses can handle paper. This is due to their size and the minimal number of
records they need to keep track of. Other highly-regulated industries, like healthcare or legal
practices, may also maintain paper documents. They need to for legal compliance or to meet
industry audit requirements.

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As a result, the paper-based document management system is far from a thing of the past.
However, if we compare this method with digital platforms, there are a number of
disadvantages to take into consideration before choosing the best way to keep your
business information safe and accessible. These are some of the pros and cons of working
with paper.

ADVANTAGES OF A PAPER-BASED DOCUMENT

1. Easy handling. As paper is physical by nature and therefore tangible and visible, a
person who need not have any knowledge of computers to handle and work with paper-
based documents. Such documents can be stored systematically in files, folders,
cabinets etc.

2. Reproduction. One can reproduce large number of a document by using a

photocopier machine.

3. Recognized and required by law. Paper-based document originals are recognized by

law as being 'official' and can be produced as evidence in court. In fact, the law may even
require you to have certain documents only in paper format for them to be considered
valid.

4. Ease of reading. For most people, printed documents will be easier to read, because
most device display are backlight and glossy. This makes them prone to washing out in
direct sunlight and difficult to glare.

5. Secure Delivery. Paper record can be easily anonymously delivered. Email delivery is
just a chain type and displays who has sent it and to whom it has been delivered. On the
other hand, physical documents can be delivered to anyone without creating a record or
chain from where it emanated from.

DISADVANTAGES OF A PAPER-BASED DOCUMENT

1. It takes up storage space. Paper documents can take up a significant amount of space,
and the quantity of paper will increase day by day. Furthermore, documents will typically
need to be stored close to hand so that they can be accessed as quickly as possible.

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2. Security issues. Regardless of size, for any organization is important to protect its data
and other valuable assets. One of the biggest information security risks for businesses is
paper because printed documents can be easily lost, mishandled or damaged while digital
data could be encrypted and safely keep in hard disks or electronic devices.

3. Prone to damage. Manual documents can be easily damaged, lost, misplaced or stolen.
A fire or natural disaster could mean the loss of essential information. If you don't have
any copies, once the files are gone, there is no way of getting the information back.

4. Document transportation. Transporting documents in a paper-based system is quite

complicated, slow and inefficient. With a digital document management system in place,
you can simply add attachments to an email and send information instantly.
5. Editing problems. If you want to make changes to a paper-based document, you will
need to write all the content again. This will need to be repeated every time you want to
make more corrections. You should make a copy of the original document to distinguish
all the amendments that have be done.

6. High costs. One of the biggest drawbacks of paper-based document

Management systems is the associated costs. In addition to tones of paper, you will need
more printers, photocopier, stationery and other office supplies. These costs add up and can
become a significant expense in many organizations.

7. Limit communication and collaboration. When working with paper documents,

collaboration is extremely difficult. If several department heads need to create a common
document, they must have multiple copies printed, make all the necessary amendments
separately and then share their version with each other before start working on the ultimate
version. Digital document management systems allow users to collaborate in a way that is
easy and fast. They can also track all the changes made.

8. Environmental damage. using more paper is bad for the environment and
won't help much to boost your company's green credentials. Many of today's employees
want to work for businesses that prioritize sustainability and many consumers also prefer
environmentally friendly alternatives so you do your best to attract and retain them.
Investing in a digital document management system will reduce

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the amount of paper you waste around the office and will increase the effectivity of your
operations and productivity. It also offers a way for businesses to change their whole
approach to data storage and management.

DIGITAL ARCHIVAL AND PRESENTATION

Digital presentations

Digital presentations refer to methods of presenting information in the virtual world

without using paper. All the options can take advantage of links to other parts of the
document as well as links to related locations on the Internet. Using such links is one way
to take advantage of the capabilities available in digital work. Electronic presentations,
created with software such as PowerPoint, Freelance, Corel Presentations, and Astound are
a common method of presenting information for a variety of audiences in business,
government and education. Digital presentation is used to reinforce what is being said with
text, image, audio and video. The process of creating a digital presentation also helps you
to think through your ideas.

Electronic presentations are most effective with the use of an LCD (Liquid Crystal
Display), projector and screen to provide appropriate visibility for the entire class (users).
Creating an effective electronic presentation generally consists of the same important
elements that are part of any presentation which include; content, visual effects and the act
of presenting. The content is normally a summary of research that has been conducted
independently. Copyright considerations apply to electronic presentations as they do to
any form of research and physical writing.
IMPORTANCE OF DIGITAL PRESENTATION •

The following are some of the importance of digital presentation:

1. Digital presentations are excellent medium for teaching activities, easy to create,
use, copy, store and transport.

2. Presentation software is used to enhance language learning. The use of presentation

software encourages use of all four language skills: Reading, Writing, Speaking and
Listening.

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3. Presentation software makes the ability to communicate messages to a group of

people much simpler than any other delivery methods.
4. Seeing the presentation while hearing about it helps both visual and audio learners
absorb the information.
5. Digital presentation leads to reduction on the quantity of paper produced within an
office.
ADVANTAGES OF DIGITAL PRESENTATION

As we already mentioned before, online presentations allow customers to make up their

mind about your products, services and the store itself. These presentations are quite easy
to create using just PowerPoint and iSpring Pro. The following are some of the advantages
of using digital presentation:
1. Visual information. The main advantage of an online presentation is that it has a lot of
visual information. With the help of an online presentation, you can demonstrate all
benefits of your product or service in a convenient and attractive form, using multimedia
files and narrations.
2. Interactivity. Online presentations keep all the interactivity of Power Point, which
allows your clients not only to view the presentation, but also control playback speed,
sound volume and many other settings.
3. Saves clients' time. Using internet marketing presentations, your clients can get all the
required information in a matter of minutes. A single presentation can include images,
pricing information, technical characteristics and more.
4. Can be applied in many areas. Online presentations can be also used for business
development. You can supplement your presentation with graphics and diagrams and tum
it into a business plan or a work statement. With the help of an online presentation, you
can demonstrate your business results to your customers and partners in an innovative
way.
5. Easy to create. Another big advantage of online presentations is that they are extremely
easy to create and edit. You only need a basic knowledge of PowerPoint to create a great
online presentation.

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DISADVANTAGES OF DIGITAL PRESENTATION

1. High risk of technical issues. Even tech-savvy individuals can run into presentation
issues when the technology doesn't work as intended. Maybe the computer stops working. Or
you lose power to your outlet. Or the overhead display doesn't work right. This can alter the
positive first impression of a presentation very quickly.

2. It can lead to data overload. Because there are so many options that can be included
on a digital presentation, it can be easy to go overboard on the number of colors, sounds,
shapes, and other items that can be used. By adding to many things, you can detract from the
information that needs to be shared.

3. It isn't a substitute for what a presenter must do . Many who use PowerPoint tend
to rely on the information on the slide instead of providing a learning narrative. It is easy to
become too reliant on this software and forget that there is an actual presentation that needs to
be completed.

4. Some participants may tune out your narrative. If your PowerPoint is very
detailed, some participants in your presentation may focus on your slides more than your
actual narrative. This may make it difficult to make the call to action that you want
participants to follow at the end of the day.

5 Danger of loss of information. The electronic file may be damaged or deleted

.
from the computer, as a result of a computer virus or by an unintentional error of whoever
manipulates the device. That is why it is extremely important to keep backup versions of the
digital presentation to avoid this type of inconveniences.

DIGITAL ARCHIVAL MEDIA AND PROCESSES

A digital archive is similar in purpose to a physical archive, but the historical documents and
objects that provide evidence of the past have been digitized (often by scanning or
photography, unless a document was created digitally in the first place) and made available
online or other storage units. It stores collections of digital information such as documents,
video, pictures, audio etc. in a digital format with the intention of providing long-term access
to the information. Digital archives are usually created with a goal of preserving historical
objects and making them available when required. Some archival media include the following:

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1. External hard drives. A hard disk drive (HDD), hard disk, hard drive, or fixed disk is
an electro-mechanical data storage device that stores and retrieves digital data using
magnetic storage and one or more rigid rapidly rotating platters coated with magnetic
material. Data is accessed in a random access manner, meaning that individual blocks of
data can be stored and retrieved in any order. In constant use, mechanical stresses shorten
a drive's lifespan to three to five years. For the long term, hard drives on the shelf are
workable, but require periodic maintenance-so they are not ideal.
2. External SSD. External SSDs are rugged and virtually shock-proof, but the NAND they
use won't hold data forever. The cells, which are electron traps, leak over time. The
technology is also relatively new, so no one is quite sure how long an SSD will retain data
when stored unpowered (not in use).
Note: SSD (solid-state drive) is a solid-state storage device that uses integrated circuit
assemblies to store data persistently, typically using flash memory, and functioning as
secondary storage in the hierarchy of computer storage.
NAND: NAND flash memory is a type of non-volatile storage technology that does not
require power to retain data. An important goal of NAND flash development has been to
reduce the cost per bit and to increase maximum chip capacity so that flash memory can
compete with magnetic storage devices, such as hard disks.
3. Tape. Magnetic tape is a medium for magnetic storage, made of a thin, magnetizable
coating on a long and narrow strip of plastic film. It's available in very large capacities-a
new Sony type can hold up to 185TB. It's also removable media, so it is easy to store and
handle in bulk. But tape can stretch and break, as well as be erased by magnetic fields.
Data is stored sequentially, random retrieval is quite slow. It also suffers magnetic and
physical degradation over time, though the rate is greatly dependent upon the materials in
use.
4. Optical. Optical storage is any storage type in which data is written and read with a
laser. Typically, data is written to optical media such as compact discs (CDs) and digital
versatile discs (DVDs).
5. Cloud/Online storage. Cloud storage is a cloud computing model that stores data on the
internet through a cloud computing provider who manages and operates data storage as a
service. It's delivered on demand with just-in-time capacity and costs, and eliminates
buying and managing your own data storage infrastructure. It's super easy, convenient,
and there are some very cheap online storage services such as Amazon's Glacier, Back
Blaze, Google Drive, and OneDrive.

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Glacier is extremely inexpensive, at least until you need to retrieve data. However, there
are drawbacks. First off, though the means of delivery may seem magical and your data is
often referred to as being safely stored "in the cloud," in reality, it's stored on someone
else's servers or other media. It's as safe as a given service has made it.
Then there is the ongoing cost in the form of monthly fees and in some cases transfer
charges. Also, speed and availability are limited by your online connection and when your
service is down, your archive is unavailable. There are also privacy and security concerns.

PROCESS OF DIGITAL ARCHIVAL

The follow are steps to be followed in carrying out digital archival:
1. Select documents to be archived. Identify the digital materials you want to keep
over the long term. Make a list of the types of digital files you want to keep. At first, focus
your preservation efforts on small collections of the most important files in specific areas,
such as travel photos or research papers. Don't get burned out by trying to save everything
and spending time on things you don't actually need. When deciding what to save,
consider the following questions:

a. If all of your electronic devices crashed tomorrow, what would you most
regret losing?

b. Which digital files represent irreplaceable memories, important life events,

or valuable creative work?

c. Which digital files tell meaningful stories about your life?

2. Gather the documents. Figure out where the files you want to keep are located and
copy them to one central computer so they can be backed up. Think about all the
computers, devices and online spaces that may contain your digital content such as:

a. Computers (personal or work)

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b. Phones and tablets

c. Other electronic devices

d. External hard drives and disks

e. Email (personal or work)

f. Cloud services and storage (Google, Box, etc.)

g. Personal websites/blogs

h. Social media and file hosting services (Face book, Twitter, etc.)

3. Organize. Organize your files so they will be easy to browse or search. Your files
aren't accessible unless you can find them and know what they are. Adding descriptive
information (metadata) to the file will make your digital collection easier to navigate.
Grouping your files in folders by subject will also make them easier to access and preserve.

4. Backup. With all of your important digital files on one computer, back it all up by
copying the entire collection to other storage media, such as external hard drives.
Follow the 3-2-1 Rule:

3- Make 3 copies

2- Use 2 different types of storage media 1

- Store 1 backup in a different location

5. Maintain. Digital preservation requires active maintenance over time to ensure that your
materials remain accessible. Whatever type of storage media you use, monitor it by
periodically checking up on your digital archive.
IMPORTANCE OF DIGITAL ARCHIVAL

Tackling the task of converting large mountains of paper documents to digital may seem
daunting. However, the businesses that choose to invest in an electronic document
management system provide themselves with the foundation to help streamline workflows
and scale business-critical processes. In addition to improving business productivity, here
are the top benefits of implementing an electronic document management system for
your business:

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1. Data security. Digital archival ensures one don't lose data which is online, as it always
stays where it is until of course deliberately permanently removed. Physical documents
which can be lost or mishandled are now safe, digitally archived, which is a big stress-
relief for any business.
2. It is Eco-friendly. The basic idea to shift to digital archives is to be free of the hard
copy of the document that is the paper, so you are not only satisfying the need of putting
the data online but also to be paperless. Being paperless has multiple benefits. People think
it is only about the environment, and you are fulfilling your social responsibility, but there
is more to it. Of course, you are being more responsible about the environment, but you
are also saving economically. Paper bundles cost you a lot and plus there is no fixed upper
limit of the paper bunches that you will need every month.
3. Confidentiality of the data. Data in hardbound paper, in the form of files and
documents always have the threat of being lost, destroyed, or stolen. This risks the
confidentiality of the data. But when you digitally archive the data is digitally archived,
you are reducing the risk manifolds. The risk might not be completely eliminated but we
cannot deny the fact that it is minimized.
4. Quick access to documents. Digital archival aids speedy retrieval of documents.
Documents and data are usually saved with details related to the documents or assigned
primary keys which enhances quick access to documents and records when required.
Searching for and retrieving documents can be very time-consuming and we all know time
is money. A document management system can be a powerful and timesaving tool.
Depending on the solution implemented, a DMS can retrieve files by a word or phrase in a
document.
5. It is economically efficient. Digital archives are a lot more economical because it helps
to save a lot on paper and stationery. These are some of those costs you don't realize you
are incurring but it silently empties your pocket. Once data is online, you don't need to
transport it manually or physically, you can access data from anywhere in the world at just
one click. Plus, it also reduces the time investment in locating the data. Physical storage of
data will cost you a lot of time, and remember, even though lost money can be earned back,
lost time has no substitute.

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6. Reduced Storage Space. Commercial property costs are increasing and so is the
expense to store paper documents. A software-based DMS that can reduce the need for file
cabinets, boxes, and storage bins is a valuable asset to any enterprise, freeing up precious
office space. Documents that have to be kept as hard copies can often be stored in less
expensive locations, such as an offsite warehouse or vault.
7. Better Backup and Disaster Recovery. Any document management solution should
include a data backup and disaster recovery plan. With digital archiving as a backup, paper
documents are protected from fire and flood and other disasters. With a DMS, documents
are highly traceable and can be tracked using a range of criteria. Document tracking
capabilities reduce the likelihood for documents to be lost or misfiled after viewing.
8. Increased Productivity. Time is valuable, and time saved is a definite benefit of DMS
that often translates directly into increased productivity. Faster and more efficient
document retrieval can boost staff morale and increase client satisfaction. Also, document
management solutions are scalable to meet the changing needs of any enterprise.
ELECTRONIC (ARCHIVAL) SOLUTIONS
In a context of exploding digital content volumes, the implementation of retention
schedules and policies guaranteeing thorough information governance is essential.
Through a single solution, manage the archiving of your information assets, regardless of
their initial support. The following are some archival solution guides to establish and
manage electronic archive efficiently and effectively:
1. A single platform to manage electronic, paper or mixed archives.
2. Manage any type of content regardless of the nature (file or data) or support (physical
or electronic).
3. Quickly find the useful information regardless of the volume.

4. Preserve the corporate information assets.

5. Ensure compliance with the standards and legal regulations in force.
6. Have an audited solution with state-of-the-art security practices.

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DIGITAL PRESERVATION TOOLS

The term "digital preservation tools" refers to equipment and software used in preservation
of materials documents) that are created originally in digital form and
never existed in print or analogue form as well as those converted from legacy documents
and artifacts (printed documents, pictures, photographs or physical objects) into images
using scanners, digital cameras, or other imaging technologies for access and preservation
purposes. Some Digital preservation tools include:
COMPUTER

Computer is an electronic machine designed to process information in digital, analog or

hybrid forms. It is an electronic system that accepts data from an input device, performs
operations on the data by means of the processor and transfers the result to an output
device as actionable information based on instructions. The computer has a keyboard, the
mouse and Visual Display Unit (VDU), the magnetic storage unit and the printer. It
performs varieties of operations such as arithmetic calculation, comparison/computation
of data, storage of information, analysis of data and preparation of diagrams and chart,
word/data processing and update.
SCANNER

A scanner is a device that captures images from photographic print, posters, magazine
pages and similar sources for computer editing and display. Scanners come in handheld,
feed-in and flatbed types and for scanning black and white only or color. Very high
resolution scanner are adequate for capturing images for computer display. Scanners
usually come with software such as Adobe's Photoshop products, that lets you re-size and
otherwise modify a captured image. Scanners usually attach to personal computer with a
Small Computer System Interface (SCSI). Other imaging devices include: camera,
webcam, tape recorder and x-ray machine.
STORAGE DEVICES

Computer data storage devices are tools used to save or archive digital information. These
serve to temporarily or permanently store any data as per the user's needs. This data and
files are stored in an organized way to access it more easily. Without storage

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1. Solid-state drives (SSDs ).
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2. Hard disk drives (HDDs ).

3. devices
Cloudmstorage.
the computer system, laptops and smartphones would not be very helpful. Storage
devices can be classified into primary and secondary storage devices.
4. CD-ROM.
Primary Storage Devices
5. DVD.
The two main types of primary storage are ROM (Read Only Memory), which is non-
6. Blu-ray.
volatile, and RAM (Random Access Memory), which is volatile. Non-volatile memory
7. keeps
USB itsflash drives.
contents even when the computer is switched off. Volatile memory loses its contents
8. when power is lost. Primary storage is comparatively limited in size, especially when
SD cards.
compared with secondary storage. In a modem personal computer, primary storage is often
around 4 GB in size or more.
Secondary Storage Devices

A secondary storage device refers to any non-volatile storage device that is internal or external
to the computer. It can be any storage device beyond the primary storage that enables
permanent data storage. A secondary storage device is also known as an auxiliary storage
device, backup storage device, tier 2 storage, or external storage. They are used for a variety
of purposes ranging from backup data used for future restores or disaster recovery, long-term
archiving of data that is not frequently accessed and storage of non-critical data in lower-
performing, less expensive drives. Secondarily stored data might not be under the direct
control of the operating system. For example, many organizations store their archival data or
critical documents on secondary storage drives which cannot be accessed by their main
network to ensure their preservation whenever a data breach occurs. Examples of secondary
storage devices include:

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9. Tape.
CLOUD AND VIRTUAL STORAGE

One of the latest advances in storage media involves the cloud and virtualization. With modem
systems, users can store data virtually, rather than using physical hardware onsite. For
example, Amazon Web Services offers A WS S3, a type of object storage where instead of
being stored in physical hard drive devices, customers store data in virtual buckets. These
types of innovations represent the frontier of where storage media is going. This abstract
"cloud" of computers provides massive, distributed storage and processing power that can be
accessed by any Internet-connected device running a web browser. Cloud computing is
accessed through an application (e.g. Drop box app) on your computer, smartphone, tablet, or
other mobile device. It is also often possible to access cloud computing through a website
using your browser. All current browsers including Microsoft Edge, Mozilla Firefox, Google
Chrome, Apple Safari, opera mini, internet explorer etc., support cloud computing. Once you
have connected to the cloud computing, data can be retrieved and sent to and from the cloud
using the application or browser.

EXAMPLES OF CLOUD STORAGE AND SERVICES

1 Amazon Web Services (A WS) and Amazon EC2. Amazon.com provides

.
a variety of different cloud computing services.
2. Dashlane. Online password service to synchronize and manage passwords between
all devices.

3. Google_App Engine. A service that provides users the ability to create scalable

web services that use Google's resources.

4. Google Calendar. A way to organize your schedule, synchronize, and
share events with your friends.

5. Google Docs. A fantastic free solution from Google that allows you to open
Microsoft Office documents and share them with other users with Internet access.

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6 Google Drive. A cloud-based file storage from Google. It allows users to

.share files, edit documents, and sync files across multiple devices.

7. iCloud. A cloud service from Apple for iPhone, iPads, Mac computers, and
other Apple devices for storing photos, music, games, and other data.

8 Microsoft OneDrive. Formerly known as SkyDrive, OneDrive is an online

.storage service for Windows 8 and Windows 10 users to store Windows related files,
Office documents, and other files.

9. Nextcloud. Open-source software that allows you to run a personal cloud server,
forked from the Own Cloud project.

10. Oracle public cloud. Oracle cloud service for small and large businesses.

11. Own Cloud. Open-source software that enables you to run a personal cloud file
storage service.

12. Windows Azure. A cloud computing solution by Microsoft that allows companies
to develop and run services from their cloud.

DIGITAL PRESERVATION TOOLS (SOFTWARES)

1. Microsoft Sharepoint. This is a flexible web-based platform. It provides
organizations a document management software and centralized storage. It can even be
configured further as an enterprise content management system or intranet. It lets users
share and manage content, documents, and applications so teams can find information
quickly and collaborate across the organization. SharePoint has features to enable teams to
create sites for projects or departments. Users can share files and collaborate securely
using various desktop and mobile devices.

2. Zoho WorkDrive. Zoho WorkDrive is an online file management solution for

teams. It provides a secure and shared workspace to create and collaborate on content.
Several affordable plans (with a minimum three users) allow teams of different needs and
sizes to have a shared space to store, organize, and manage docs and files. Zoho
WorkDrive includes custom reports for monitoring team activity, such as file statistics and
audit trails

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at the team and team folder levels. It also provides granular access controls, sub-folder
level sharing, and access to Zoho Office Suite. Other features include user management,
admin dashboard, password-protected links, mobile access, and encryption.

3. M-Files. M-Files provides intelligent information management with features like

controlled document management, content management, and client collaboration.
Companies in a variety of industries use the document management software to keep data
secure and enforce organizational policies. Customers can deploy M-Files in the cloud,
on-premise, or in a hybrid configuration. M-Files gives users full control over information
access at different stages. Access automatically changes when people leave or move into a
different role. The document management software provides timeline visibility on
activities and allows staff to flag issues that require action.

4. Master Control Documents. Master Control Document is a quality management

system with document management and control software. Master Control Documents
helps users improve the efficiency of their processes and makes it easy for them to keep up
with regulatory changes, maintaining compliance. It helps businesses reduce overall
compliance costs while accelerating product time-to-market. Master Control Documents
introduces automation in the process and helps simplify the approval, distribution,
retrieval, and obsolescence of documents, regardless of the software used to create them.
The document management software automatically tracks revision history, allows fast
searching from a central location, supports collaboration, and provides time-stamped audit
trail, reporting, and e-signatures.

5. Templafy. Templafy is an enterprise content enablement solution that lets

employees create business content faster. Teams use the software to create documents
with greater control across the company. Templates enable employees to create compliant
documents faster. Templafy provides modular solutions to various industries, such as law
firms. Other features include document governance of metadata and classification, email
signature management, integration with other apps, and security standards compliance.

6. P-Cloud Business. P-Cloud Business offers secure cloud storage with built-in
encryption features. It is a secure platform to store, sync, and collaborate on company
files. The software includes support for unlimited users, 1 TB space per user, teams and
access levels, shared folders, and trash history of up to six months. P-Cloud lets an
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10. Notion for Enterprise. Notion is a flexible collaboration platform that

provides a shared team workspace for managing projects and creating documents. It
offers several editions and plans; its Enterprise solution is a viable electronic document
management system. It has features for extra controls on an organization's documents and
workflow. Notion for Enterprise supports SAML SSO, automated user provisioning, and
unlimited version history. Users can set granular controls for page sharing, specify
workspace-level rules, and manage guest access. Other features include encryption for data
in transit and data at rest, use of A WS cloud data centers

11. Antivirus. Antivirus is a kind of software used to prevent, scan, detect and delete
viruses from a computer. Once installed, most antivirus software runs automatically in the
background to provide real-time protection against virus attacks. Comprehensive virus
protection programs help protect your files and hardware from malware such as worms,
Trojan horses and spyware, and may also offer additional protection such as customizable
firewalls and website blocking.

THREAT TO DOCUMENT MANAGEMENT SYSTEM

The most common threat to document management system is Data loss. Data loss is an
incident where data is destroyed, deleted, corrupted, or made unreadable by users and
software applications. A data loss incident can be intentional or accidental. Data loss
results in some or all of the data elements becoming unusable by the owner or its
corresponding software application. Data can become lost either in storage, transmission,
processing, or within a network. The theft or loss of a device containing data is considered
part of data loss.
Common Causes of Data Loss

The major causes of data loss are outlined below:

1. Human error. Human error is the root cause of most data loss in business as
humans are, by nature, not perfect. The day-to-day running of a business involves a lot of
data manipulation through typing, editing, updating, and deletions, processes that are
prone to error by users. The frequent and heavy usage of data results in the following
human errors are Accidental deletion of data files and Spillage of liquids.

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2. Theft. Losing data through theft usually happens when a data storage
device such as a laptop is stolen. Laptops are stolen at an alarming rate, meaning data loss
through theft can be quite high. Laptops are mobile and are usually taken out of secure
company premises, increasing vulnerability to theft. Generally, the data in a laptop can be
much more valuable than the laptop device itself, such that the cost of replacing the laptops is
not high compared to the cost of replacing the stolen data. However, if data is encrypted, data
may be stolen but not accessed. Furthermore, data can also get stolen digitally through
hacking and malware.

3. Software corruption. Software malfunction or crash is another major cause

of data loss. Any application used for requesting data can crash, resulting in data loss or
corruption. Software failure can also occur in file editing software when updating multiple
files where some files fail to save or update and are subsequently deleted. Data can also
become lost in the same way during backup. Antivirus software can also delete data if it
inaccurately reads it as malware

4. Computer viruses. Computer viruses can infiltrate and damage data stored in hard
drives and company network systems. Viruses can steal, corrupt, encrypt or delete important
data. They can also infiltrate an entire organization's network system and affect the
functioning of computer hardware. Computer viruses typically include malware such as
ransomware. Ransomware threatens to block access to the data or publicly expose it if a
ransom is not paid. Email attacks through phishing can steal and damage data leading to data
loss and functionality. A capable antivirus software that is up to date is a quick solution to
computer viruses.

5. Hardware impairment. Hardware containing or maintaining data can easily

malfunction, leading to irretrievable data loss. The reasons for hardware impairment can be
internal or external. Data storage devices such as hard drives are prone to destruction through
physical or mechanical faults. The faults can be a result of misuse or mishandling of the
devices. Hard drives are prone to damage through overheating, water and fire, power failure,
human mishandling, or improper connection. The devices can also fail or become ineffective
due to the passage of time or gradual aging of all or some of their components.

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6. Natural disasters. Natural disasters assume a lower prevalence rate as a cause of data
loss because of their rare occurrence. Natural disasters that can lead to data loss include floods,
earthquakes, hurricanes, cyclones, natural fires, and lightning.

7. Power failure. An interruption in the power supply or an electrical outage

while a user is preparing a document could result in a loss of data if it were not systematically
saved. Auto recovery operations can successfully retrieve the saved part of the data only.
Sudden power failures can also damage the hardware and operating system resulting in data
loss. Computers can develop rebooting problems, resulting in the inability to access data.
Sudden voltage changes (normally increased voltage) can damage computer hardware and
lead to data loss.

EFFECTS OF DATA LOSS TO AN ORGANISATION

It can be expensive to prevent data loss in terms of resources, training, and investigating. The
cost is worth it, as the implications of experiencing a data loss event can be catastrophic.
Below are some of the costs and consequences of data loss to organizations:

1. Business functions can be destroyed. Data is the backbone of the

business, making day-to-day operations seamless. Data loss can affect the functionality of an
entity or certain parts of it due to bottlenecks and resource allocation. Time and resources will
have to be diverted to address the data loss incident in terms of recovery leading to serious
operational challenges.

2. Damaged business reputation. The reputation of a business may suffer

due to data loss. It is essential to communicate a data loss incident to customers, but it can
inadvertently result in a lack of trust and discontentment. It can subsequently lead to other
customers taking their business elsewhere. Discontent from customers is magnified if the lost
data includes customer data. Business reputation is compromised due to customer perception
of unreliability and negligence on the part of the company. The mass exodus of clients is a
potential risk that can shut the business down. Rebuilding scarred relationships with clients
will require significant time and resources as the data loss can haunt the business for years to
come.

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3. Financial implications. Data supports the operations of the business, and iflost,
it means the company loses not only its ability to make money but also the means to
operate. Since financial resources are also channeled towards data recovery, business
finances can be stretched to the point of eating into unbudgeted funds and drawing down
reserves. Data loss comes with the potential to bankrupt a business.

4. Effects on productivity. The productivity of employees is severely

affected as data used in day-to-day work is lost. Also, data is needed to make decisions,
and the decision-making function is also curtailed due to data loss.

5. Legal consequences. Data loss exposes a business to various legal actions

and lawsuits. The loss of customer data carries potential fines from the regulator for not
adhering to data protection laws and regulations. Customers can also file lawsuits against a
business in the event of loss of customer data. All these legal actions can affect the overall
recovery of a business from a data loss event.

WAYS OF PREVENTING DATA LOSS

There are various ways to prevent data loss, including several common strategies for
individuals and corporates. A Data Loss Prevention (DLP) strategy can also be put in
place as a plan to manage data loss events. Below are several strategies that can be
implemented:

1. Backup. Backing up data is the foremost data prevention strategy that every
user should adopt. It means maintaining at least one copy of your data on a separate
medium, such as the cloud, offshore server, or an external hard drive. Ongoing checks to
see if the data is not corrupted or accessible to unauthorized persons should be performed.
Office 365 and G-Suite are excellent cloud computing applications for data backup.

2. Firewalls and antivirus. Installation of a firewall and antivirus software

is essential to protect and prevent malicious threats from accessing sensitive data. The two
measures act as defenders from malicious software such as malware and other computer
viruses that can breach company data. However, firewalls and antivirus should be tailored
to the organizational level of threat and its security requirements. Also, the two should be
constantly updated.

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3. UPS for power failure prevention. Installing an Uninterruptible Power Supply (UPS)
can prevent data loss in the event of power surges and power outages. It allows proper
saving of documents and closing of the application system without the risk of data loss.

4. Data loss prevention strategy. Data Loss Prevention (DLP) are tools and
processes used to prevent data loss, misuse, or unauthorized access. DLP also sets out
protective measures, such as encryption, and monitoring, and controlling endpoint
activities. It also provides audit and reporting guidelines to identify weaknesses in data
security and data security violations, respectively. _Microsoft Office 365 Data Loss
Prevention and McAfee Total Protection for Data Loss Prevention are notable plans for
DLP.

5. Disaster recovery plan. Organizations can also set up a Disaster

Recovery Plan (DRP) if a data loss event occurs. A DRP sets out the procedures to be
undertaken in the event of an occurrence, which can minimize the damage and increase
recovery prospects of lost data.

6. Other preventive measures. Other measures include keeping laptops and

other data devices in a dry and dust-free environment to prevent overheating and the
effects of humid conditions of electronic devices. Defining access levels to different types
of data for different employees also ensures that certain employees are not able to access
information that they do not need to know about. A business can also use edundant Array
of Independent Disks (RAID (multiple storage)) storage to protect data against software
and hardware failure.

Data Recovery

In computing, data recovery is a process of salvaging deleted, inaccessible, lost, corrupted,

damaged or formatted data from secondary storage, removable media or files, when the
data stored in them cannot be accessed in a usual way. Recovery may be required due to
physical damage to the storage devices or logical damage to the file system that prevents it
from being mounted by the host operating system. The most efficient solution to data loss
is a good data backup system, as it increases the chances of data recovery. Data recovery is
mostly performed by

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Serial Acronym Meaning
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(a) (b) (c)
specialized
1. companies who examine
JPEG Joint hardware storage
Photographic for recovery
Experts Group. of deleted data and also
attempt
2. to restore
DWG corrupted dataDrawing.
through specialized
(A binary processes.
file format used for
containing
DMS ACRONYMS AND THEIR 2D and 3D design data).
MEANINGS
3. MP3 MPEG-1 Audio Layer 3. (A data
compression format for encoding digital
audio, most commonly music).
4. HTML Hypertext Markup Language. (A markup
language for the web that defines the
structure of web pages).
5. EMAIL Electronic Mail (A system of sending
written messages electronically from one
computer to another).
6. PNG Portable Graphics Format. (A popular
bitmap image format on the Internet).
7. PDF Portable Document Format.
8. PPT Power Point Presentation.
9. DOC(X) Microsoft Document.
10. MP4 MPEG-4 Part 14. (A digital multimedia
container format most commonly used to
store video and audio, but it can also be used
to store other data such as subtitles and still
images).
11. SSD 'I-.._ Solid State Drive.
12. DVD >x Digital Video Disc.
13. CD Compact Disc.
14. Still Image A single static image, as distinguished from
a moving image (i.e. a movie).
27.
GDPR The General Data Protection Regulation.
(A legal framework that sets guidelines for
the collection and processing of personal
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information in the EU nations).
28. TP Tele Processing or Transaction Processing.

29. soc System-On-a-Chip. (A microchip with all

the necessary electronic circuits and parts
for a given system, such as a smartphone or
wearable computer).
International Standard Organization.
30. ISO (An organization that works with companies
and institutes from around the world to help
develop product and technology standards).
31. soc Server Operations Center.

32. POS Programmable Object Select.

33. ERP Enterprise resource planning. (Refers to

a type of software that organizations use to
manage day-to-day business activities).
34. LOB Line of Business. (A general term that
describes the related product or services a
business or manufacturer offers).

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