Advanced Electronic Document Management Systems (EDMS)

Introduction

DocuShare is a Document Management System (DMS) that tracks and stores electronic documents, often with the capability to manage multiple versions created by various contributors. This concept is closely related to content management systems and is typically part of larger Enterprise Content Management (ECM) systems.

The advanced EDMS course covers critical areas such as digital asset management, document imaging, workflow, and records management. Participants will also learn how to manage records electronically and eliminate paper clutter in their workspaces.

Objectives:

By the end of this Advanced EDMS course on Electronic Document Management Systems, participants will be able to:

• Manage and control documents more efficiently, including folders and forms, while significantly reducing document distribution costs—eliminating the need for paper.
• Distribute and view documents electronically, removing reliance on hard copies.
• Effectively scan, OCR, index, and archive paper documents.
• Automate office functions involving workflows and electronic mail.
• Meet the requirements of ISO 9000 and other regulatory agencies.
• Understand the various technologies that make up EDMS.
• Gain hands-on experience with select EDMS products.
• Evaluate emerging standards within the field.

Training Methodology:

• Interactive Q&A sessions
• Role-playing scenarios
• Collaborative projects
• Individual assignments
• Guided troubleshooting sessions
• Panel discussions with industry professionals
• Virtual lab environments for practice

Course Outline:

Unit 1: Introduction to Advanced Electronic Document Management Systems (EDMS)

• What is EDMS? Benefits?
• The deluge of paper
• Moving towards a paperless office environment
• Document Capture
  • Scanning Documents
  • OCR & Image Processing
  • Indexing, Archiving, and Retrieval
  • Demonstration
  • Word Processors/Spreadsheets
  • Forms
• Document Management

Unit 2: EDMS Document Control

• Revisions, versions, and histories
• Audit trails
• Reports
• Demonstration
• Forms Management
  • Creating Forms
  • Filling and Saving Forms/Data
• Document Distribution
  • Workflow Management
  • Applications
  • Creation, Tracking, and Closure
  • Demonstration

Unit 3: Advanced EDMS Document Distribution and Workflow Management

• Applications: Creation, Tracking, and Closure
• Document Distribution
  • Electronic Mail: Concepts & Demonstration
• Document Browsing
  • Navigation
  • Application/Independent Viewers
  • Annotation: Sticky Notes and Redlining
• ISO 9000 and other Regulatory Requirements
• System Architectures and Platforms: LANs, WANs, and Client-Server Architectures

Unit 4: Technology Options

• Encryption
• Authoring Systems
  • Card/Folio-Based Systems
• Types of Documentation Systems
• Implementing EDMS
  • Off-the-Shelf vs. Custom Systems
  • Allocating Resources
  • EDMS Management
  • System Updates
  • Future Topics: Documents on Demand, Multimedia Documents
• Process Context Diagram: Document Management
  • Process Flow: Document Management
  • Roles and Responsibilities: Document Management
  • Potential Process Measurements (e.g., KPIs)
  • RACI Matrix

Unit 5: Creating Backups and Restoring

• Top 10 Document Management Software Products
• Best Practices in Document Management Procedures Based on ISO Standards
• Creation Templates for Documents
• Multiple Security Levels
  • A Case Study on TREENO Advanced Security Audit