IN350 Document Management & Information Steering Introduction to Document Management. Class 1 August 25, 2003 Judith A. Molka-Danielsen

Definitions for Document Management The changing definition of the Document Content Management vs Document Management Knowledge Management Why do we care about these issues?

Definitions for Document Management The defintion of the Document ”A document is an identifiable entity having some durable form, produced by persons towards the goal of communication; it may take a number of forms, but must have at least one symbolic manifestation that is used to store or communicate information between people. It is a cohesive entity formed of subcompoents in logical, layout, and content form. ”(Spring,1990) The definition changes over time.

Definitions for Document Management The changing definition of the Document entity having some durable form – it may have once been a book or report, now it can be text, sound, images, created on the fly, live or stored. produced by persons – can be produced by a machine, individual or groups. towards the goal of communication- still a primary goal. forms, symbolic manifestation- more complex types cohesive entity – can now be disjunct, made up of many records. logical, layout, and content – content,structure,style, presentation – markup languages.

Definitions for Document Management Document Management Systems DM systems are in general are systems that help with the storage, access, controlling and monitoring of the use of information. Examples of DM systems are many: Data mining, data warehousing Storage and retrieval systems (microfilms) DBMS are systems to manage structured information where re-use of information is intended. Unstructured DM systems include groupware, , intranets, internet (web), EDMS for file management.

Why do we care about these issues? Knowledge Management – everything is knowledge management. Corporate knowledge is contained within a firms documents. Sturcture and control of these documents is essential to business activities and success.

Knowledge Management – impacts on total business value. Total business value Financial capitalIntellectual capital Human capitalStructure capitalCustomer capital Competance Motivation,presentation Social flexibility Result oriented Concept Manuals Organization Operating Procedures Customer relations Return shopers Satisfaction rating Delivery process & quality

As Enterprises change the way they mangage knowledge, so Document Management changes… How does KM or DM change? Document Markup Languages separate data content from formating structure and appearance (display). They will provide a means for version control, better distribution and sharing of organizational knowledge. They will allow for portable presentations to many heterogenious output media. Document Markup Languages are only part of the enabling technologies.

What is Content Mangement? Content Context … palm

Content Management systems Semantic use of Metadata Semantic Normalization Semantic Search Semantic Associations Semantic – the study of meaning in languages.

What is the Semantic Web? The Semantic Web will have software agents that make use of ``ontological´´ components. Ontology – is the systematic study of being. So… Software agents will use expression based rules + semantic techniques to extract Metadata from structured and unstructured content. Why…. To build associations and relationships, to support semantic applications, i.e. search by meaning.

Topic for IN350: Domument Management and Information Steering Document control activities: Create, Share, Distribution, Access - involves B2B activities. Document control theories – indexing, storage, retrieval, version control, compression, information theory. Document processing – storage medium, multimedia standards, document standards (including markup languages). Document publishing – electronic versus paper, e- books, review process. The future – Content Management