Storage and retrieval

Work Process Improvement Today, Dec 1998 by Matlack, William

Electronic Document Management Systems include the digitization, indexing, storage, processing, and retrieval of document images configured to meet the user's work process needs. Document Management includes managing workflow. Workflow includes both the flow of documents and the flow of the user's work. Workflow Analysis requires a thorough understanding of user's business process (system) and the costs related to the work process. It also includes an understanding of the costs of reengineering the work processes to optimize productivity and minimize operational costs, relative to the user's application.1,2

The goal of document management is to minimize operating costs and optimize the value of information. The ultimate goal is to increase a user's competitiveness in the enterprise or global economy (marketplace).

An Electronic Document Management System (EDMS) when properly designed and integrate, will minimize the cost of document processing while increasing the value of the information on the documents (images) being processed. Information Services manages this function and the information on the documents. They are driven by the same motivation as other who use information in their business or enterprise. The success of information enterprises depends on the ability to capture, store, and retrieve the information contained on the documents within the EDMS. Information stored in Electronic Document Management Systems have additional value since it is in image format and can be retrieved as required by all qualified users. This information is available to all qualified users on the network who have the required level of security and have access to the passwords.

Thus, the understanding of the convergence of a number of enabling Information and Image Technologies and Strategic Business Factors are essential for the successful implementation of an Electronic Document Management System. This knowledge is prerequisite for Information Managers of the next millennium and next year.

Imaging an enabling technology in a EDMS converts paper-based documents and transforms them into digital images for storage and retrieval. Over the last decade; document imaging has evolved from a basic storage and retrieval application into the management of images and associated text and data files in workflow enhanced, Electronic Document Management Systems (EDMS). The EDMS Systems Methodology is today fully integrated into an enterprise's work processes. EDMS have evolved from stand-alone systems to automated electronic digital systems processing complex "real world" forms in "real time". These systems are a far cry from the initial proprietary desktop systems. Yet, these single function systems receive most of the misleading press and cause most of the confusion and turbulence in the Imaging and Information Industry. This article is premised on business applications that require accurate data capture, reliable forms processing, and sound and effective information indexing, storage, and retrieval.

SCANNING

The system input component for digitizing images is the scanner. Scanners convert the physical image on a document into a digital image that can be processed at high speed by the computer. Document images are compressed into a standard image file format to minimize storage and bandwidth issues.

With current client/server architectures, scanners are often integrated with a dedicated scanning workstation or server. When scanning offline; the images may be stored on magnetic disk, magnetic tape, or optical disk. When required they can be transmitted to optical disk storage (optical disks are storage devices for images). The images transmitted offline storage are usually retrieved for later processing. Today, users have many choices of how to store images on the system. Scanners are capable of both image scanning and data capture. These components contain forms processing and OCR capabilities which is mostly in the form of software or hybrid electronics. After the image is digitized, it must be indexed. Image indexing involves the entering of data or symbols which describes or tags the image for subsequent retrieval and use. This index data can range from serial numbering, to a bar code, to lengthy alpha numeric contexture description. Traditionally, index data is keyed by operators manually from a keyboard. However, with the current scanners using OCR technology manual indexing can be automated and the cost substantially reduced through recognition of specific zoned areas or bar codes on the document. Indexing data is stored in a database tagged to the unique images. This indexing data is used to retrieve images. The "data index" is a function of the image database. Some index databases record the image transaction history. Some index databases link the image files to existing databases from other applications.

STORAGE

With EDMS, two factors influence the selection of storage components: (1) how long the images need to be stored and (2) how often the images need to be retrieved. For long term storage, microfilm or optical storage is usually preferred over magnetic storage. Magnetic storage is used in applications that require a high retrieval rates but relatively low volume. Optical storage is recommended for high-volume, high-retrieval rate environments. The choice of rewritable versus write-once (WORM) optical disks depends on the user application.