IN350 Document Management & Info Steering Introduction to Document Management. Class 1 August 27, 2001 Judith A. Molka-Danielsen

Definitions for Document Management The changing definition of the Document Document Management Systems 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.

Definitions for Document 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.

Definitions for Document Management Knowledge Management – and 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

Knowledge - is what we know and has not yet been proven invalid…or what we can know. Accepted knowledge Workable knowledge Potential knowledge ESS DSS, KWS TPS Knowledge components ``science’’- public laws, theorems, procedures ``judgement’’- policy rules, probabilstic parameters, heuristics ``experience’’- private experience, current transactions, observations Knowledge Systems Information from the customers

Complexity of the Web Site increases for e-business Accepted knowledge Workable knowledge Potential knowledge DSS KWS TPS Expected Value from investment (increases) Cost to build and collect knowledge Catalog/Info Web Site Web Site & DBMS integrated Complexity and Cost to build Individual Web Site Increases

Limitations of Client-Server Computing Client sends variables to program using a form clientserver program dbms lookup CGI TPM control monitor HTML Pages (static, dynamic) 1. Customer fills in form and receive page back. 2. Forms info can find their way into dbms, and datamarts, but must be processed. 3. Most info on web sites are in HTML. 4. Indicies in search engines are based on HTML documents. 5. XML offers more current view of data in dbms, but current search engine approach must change. scripts variables ``The Use of Knowledge and Systems Interfaces´´

Definitions for Document Management Why do we care about these issues? Document Markup Languages will play an important role in structuring data in documents. They will separate data content from formating structure and appearance. They will provide a means for version control, distribution and sharing of documents. They will allow for portable presentations to many different output media. Document Markup Languages are only part of the solution.

Topic for IN350: Domument Management and Information Steering B2B sharing, distribution and control of documents - involves E-business, E-commerce, logistics, integration of intra- and inter-business systems ie. electronic payment systems. 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.