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

1.0INTRODUCTION  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

1.1Problem 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.

1.2Objectives 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.

1.3Scope 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.

2.0COMPARISON/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

2.2Common distribution and collaboration features in EDMS ENAGE Korean eB DM San Diego,USA Distribution - Document's distribution to other user through Internal - Document profile management; who/when/how a document was changed. Collaboration - use check in/out to prevent the corresponding document from being redundantly modified. Distribution - Notes and notifications notes of the document through 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.

2.3SWOT Analysis Strengths - Document’s distribution to the user through , 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. 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. Opportunity - Allow client choose his own distribution method. - Automated synchronization of change request. - Realtime/concurent the status of collaboration. Threats - None

3.0RESEARCH METHODOLOGY  Analysis method:- - SWOT analysis - Observation  Prototyping:- - Spiral Model  Evaluation method:- - Pilot testing

4.0MODELLING 1) Evalutionary D&C Model 2) Distributed Spelling Correction (DSC) Algorithm 3) 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.

5.0CONCLUSION  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.