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CHAPTER ONE
INTRODUCTION
1.1 Background of the study
Information management has become a major strategic
factor in companies’ development. It is important to get the right information
circulated to the right people, as efficiently as possible, yet still keep it
secure. Document management provides a way for companies to organize their information,
in all its forms, in one place.Streamlining business
processes and increasing efficiency are fundamental concerns for any
organisation regardless of size or sector. In today’s ever increasingly strict
regulating environment, compliantly managing documents and records of all types
takes significant time and money that could better be spent on achieving
mission critical objectives. By implementing a document management system,
organisations can realize many benefits that noticeably improve organisational
efficiency.
Digital
document management system can help an organisation succeed by; Saving time, Saving
money, Increasing efficiency, Increasing productivity, Increasing
inter-departmental and inter-organisational communication, and Enabling
automation.
A Document Management System (DMS) is a system based on computer
programs used to store and access documents.
Electronic document management solutions are designed to organize
business files and records digitally, whether they started out in paper form or
were generated by software applications.
Paper files are first converted to electronic format by scanning.
This provides a more compact means of storage, universal access for retrieval,
and higher levels of data security and privacy.
A company-wide document management system also controls digital
files that are generated directly through applications — such as those in the
Microsoft Office suite (Word, Excel and PowerPoint), accounting software, CAD,
email, and so on. Managing (rather than simply storing) documents enables
quicker access to, and greater command over, business information.
1.2 Statement of the Problem
It
has become widely recognized that manual paper-based processing has inherent problems that
disadvantage companies in critical ways, undermining productivity and impeding
the flow of information. Ignoring the problem is proving less and less an
option in the current economic and competitive climate. Looking at the
department of computer science, University of Port Harcourt as a case study,
students submit hard copies of document as a means of making requests, Memos
are sent to the department in paper form which degenerates to bulk of files in
the offices. This system of storing documents is tedious, complicated and time
consuming.
Faced
with the need to organize documents, the proposed system for management of
documents is unique and totally innovative in its integrated approach. Its
functionality of making documents available anytime, anywhere and enabling easy
access, retrieval and storage of documents makes it called for.
The
system to be developed makes use of rich internet technology to replace desktop
application with web application running on a remote server. The system shares
the advantage of both web application and desktop application, and removes the
most disadvantages of both.
1.3 Aim and Objectives of the Study
The
aim of the project is to develop a document management system for the
department of computer science, University of Port Harcourt that is able to
deliver access to anyone authorized anytime, anyplace, and on any device.
The
objectives of the study are to develop a system that should be able to;
1.
Store documents properly
2.
Archive and retrieve documents properly and efficiently
3.
Ensure document security and availability.
1.4 Significance of the Study
The
proposed system will offer the following advantages to the department of
computer science, University of Port Harcourt;
1. Reduced
Storage: The cost of commercial property and the need to store documentation
for e.g. retrieval, regulatory compliance means that paper based document
storage competes with people for space within an organisation. Scanning
documents and integrating them into a document management system can greatly
reduce the amount of prime storage space required by paper. It also allows any
documents that still have to be stored as paper to be stored in less expensive
locations.
2. Flexible
Indexing: Indexing paper in more than one way can be done, but it is awkward,
costly and time-consuming. Images of documents stored within a document
management system can be indexed in several different ways simultaneously.
3. Improved,
faster and more flexible search: Document Management Systems can retrieve files
by any word or phrase in the document – known as full text search – a
capability that is impossible with paper.
4. Controlled
and Improved Document distribution: Imaging makes it easy to share documents
electronically with colleagues and clients over a network, by email or via the
Web in a controlled manner. Paper documents usually require photocopying to be
shared. This provides a cost saving by reducing the overheads associated with
paper based document distribution, such as printing and postage and removes the
typical delay associated with providing hard copy information.
5. Improved
Security: A document management system can provide better, more flexible
control over sensitive documents. Many document management system solutions allow
access to documents to be controlled at the folder and/or document level for
different groups and individuals. Paper documents stored in a traditional
filing cabinet or filing room does not have the same level of security i.e. if
you have access to the cabinet you have access to all items in it. A document
management system also provides an audit trail of who viewed an item, when or
who modified an item and when, which is difficult to maintain with paper based
systems.
6. Disaster
Recovery: A document management system provides an easy way to back-up
documents for offsite storage and disaster recovery providing failsafe archives
and an effective disaster recovery strategy. Paper is a bulky and expensive way
to back-up records and is vulnerable to fire, flood, vandalism and theft.
7. No
Lost Files: Lost documents can be expensive and time-consuming to replace.
Within a Document Management System, imaged documents remain centrally stored
when being viewed, so none are lost or misplaced. New documents are less likely
to be incorrectly filed and even if incorrectly stored can be quickly and
easily found and moved via the full-text searching mechanisms.
8.
Digital Archiving: Keeping archival
versions of documents in a document management system helps protect paper documents
that still have to be retained, from over-handling.
1.5
Scope of The Study
The
main challenge of document management is flexible storage and retrieval. This
study’s intended user is the department of computer science, University of Port
Harcourt. The system will be provided with facilities for easy storage,
retrieval and security of documents.
1.6 Definition of Terms
Document: A
document is a form of information. It could be electronic or in the form of
paper.
Management System: A
documented and step by step method aimed at smooth functioning through standard
processes.
Retrieval: The
process of accessing information from memory or other storage devices.
Web Application: An
application program stored on a remote server and delivered over the internet
through a browser interface.
Web browser: A
software application used to locate, retrieve and display contents on a World
Wide Web, including web pages, video and other files.
Server: A
running instance of an application capable of accepting requests from the
client and giving responses accordingly.
Database: A computerized record-keeping system. It is a
repository for storing information.
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