Electronic Document Management System (eDMS) Presented at Covenant University Executive Advance (August 5, 2015)

electronic Document Management System

(eDMS)

Presented at Covenant University Executive Advance (August 5, 2015)

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 2

Document Management Concepts1. Creation & Distribution

2. Filing & Storage

3. Indexing, Search & Retrieval

4. Business Process Management

5. Disaster Recovery & Security

August, 2015

What is the Problem withPaper-based

Document Management System?

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 4

Paper-based Document Creation & Distribution• High Operating Cost due to continuous printing & photocopying at different

locations.

• Multiple Copies of the same document are circulated to multiple recipients just for information sake.

• The Quantity of Documents continue to increase as comments, notes and remarks are made on existing documents and reproduced for more recipients.

August, 2015

Manual & Complex Distribution System

• Manual & Complex Distribution System leading to delays in information circulation & tracking.

Annual Cost of Printing Stationery due toPaper-based Document Management System

Annual Quantities Cost (N)

Documents Printed 2,026,076

Cost of Paper 2,837,100.00

Cost of Toner 20,260,760.00

Total Cost of Printing Stationery

23,097,860.00

Source: CU DMS Survey, 2015 conducted by WDL Technologies

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 5

Paper-based Filing & Storage

August, 2015

• Paper-based Filing & Storage usually start with a neat and tidy arrangement.• As the volume of document increases and structured storage

space reduces, the arrangement begins to break down into non standard, make-shift locations.

• Eventually, the Storage Nightmare takes place and & stored documents can’t be retrieved.

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 6

Paper-based Indexing, Search & Retrieval• Storing documents is very important, but if it becomes too difficult or takes too

much time to locate & retrieve a stored document, then the aim of storing the document is defeated.

August, 2015

• Manual Index may be sufficient for a small archive, but it cannot be sustained for large, distributed archives.

• With the best indexes, it still takes time to locate and retrieve documents from archives.

• Multiple access to the same document is not possible within a physical archive.

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 7

Paper-based Business Process Management• Business Processes rely on people’s prerogative and convenience to be

initiated and completed.

• There is always the possibility of missing or skipping particular steps in the Business Process either because it is undefined, complex or due to other factors.

• Manual execution of business processes wastes precious man hours and resources that can be devoted to many other productive tasks.

• There has to be continuous training and re-training for participants anytime there is a personnel change in the system.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 8

Paper-based Disaster Recovery & Security• There is a false sense of security in physical archives.

• Anyone with access to the archive can easily access other confidential data.

• It is complex to separate confidential documents from non-confidential documents.

• It is expensive to implement the right level of security for different category of documents.

• When disasters strike, it is usually difficult to recover lost documents.

• It is expensive to implement backup/redundancy in a physical archive.

• Documents degrade when exposed to varying weather conditions.

August, 2015

electronic Document

Management

… efficient document management …

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 10

About & • LogicalDOC is a Web-based, Open Source electronic document management

software that is very simple to use and suitable for organizations of any size and type.

• It uses the best-of-breed Java technologies such as Spring, Hibernate and AJAX and can run on any system: Windows, Linux or MAC OS X.

• LogicalDOC has its origins in another open-source project called Contineo, which was started by Michael Scholz as a Java project in 2003 in an attempt to create an "easy-to-use and easy-to-extend document management system.

• Contineo was renamed to LogicalDOC in September, 2008 when Logical Objects – the owners of LogicalDOC invested in the Contineo code.

• The First release – version 3.6 was released as LogicalDOC Community Edition on October 20, 2008 – the version comprised the Contineo code. As of today, the latest release is version 7.3.

• WDL Technologies is an indigenous Cloud & Managed Service Provider and an Implementation & Technical Support Partner for LogicalDOC in Nigeria.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 11

eDMS Explained

• … electronic Document Management System is a software program that manages the creation, storage, retrieval and control of documents electronically.

• Key Features

– Manage Creation;

– Manage Storage;

– Manage Retrieval;

– Manage Control – Security & Distribution; &

– Is Electronic

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 12

electronic Document Creation & Distribution

• Use familiar applications such as Microsoft Office and Common Web

Browsers without the need for training or specialized software.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 13

electronic Document Creation & Distribution

August, 2015

Drop Spot & Folder Subscription

• Subscribe to folders to get updates when actions occur on documents or folder.

• Drag and drop files unto the DROP SPOT and immediately share them with other users.

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 14

electronic Document Creation & Distribution

• View & Annotate: View documents, add notes and review comments without

printing.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 15

electronic Filing & Storage

August, 2015

• Organize documents into easily navigable file and folder structure.

• Use Tags to categorize documents for criteria-based retrieval.

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 16

electronic Filing & Storage

August, 2015

• Recover real estate space by storing more documents in less space.

• Policy-based Template and Electronic Index provide fast search and retrieval, which is scalable and easy to manage.

• eDMS provides 24/7 access to authorized users from any compatible device.

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 17

electronic Search & Retrieval• Storing documents is very important, but retrieval is more important.

Electronic Search reduces Time & Manpower needed for retrieving documents and increases effectiveness.

• Full Text Indexing makes it easy to search for documents using any text in the document.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 18

Business Process Management• Use Visual Workflows to automate business processes without the need to

train and retrain participants.

• Append Signatures to documents electronically.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 19

Security• Implement intelligent and granular security without reliance on human

influence & control.

• Define top-level security and cascade it to all levels within the system.

• Regularly review access logs and audit the system for intrusion or misuse of authorization.

• Separate confidential information from less-confidential information within the same system.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 20

Disaster Recovery• Disasters will always strike because they are accidents.

• The recovery plans we have in place for disaster is what separates us from the pack.

• eDMS allows you to quickly recover from any disaster using simple backup & restore procedures.

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 21

Other Features• Integration & Collaboration

– Microsoft Office Suite: Word, Excel, PowerPoint, etc.

– Google Drive, Google Docs, Drop Box

– Joomla Content Management System Plugin

• Mobility

– Android, iOS & Blackberry Mobile Apps

• Extensibility – Fully Documented Web Services

– SOAP API – Simple Object Access Protocol

– XML – Extensible Markup Language

– CMIS – Content Management Interoperability Services

– WebDav – Web-based Distributed Authoring & Versioning

– Active Directory

August, 2015

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 22

Summary• Reduced Storage

• Flexible Retrieval

• Flexible Identification

• Fast and Easy Search

• Controlled and Improved Document Distribution

• Improved Security

• Disaster Recovery

• No Lost Version

• Digital Archiving

• Regulatory Compliance

• Cost Saving

• Improved Internal Operations

• Competitive Edge

• Improved Customer Service and Satisfaction

• Preserve Intellectual Organizational Knowledge

August, 2015

THANK YOU!

Technology today is on the fast track and it is not

slowing down. It is now up to people and institutions to

keep up with the pace or be left behind. Covenant

University has chosen the former …

Professor C. K. Ayo, Vice Chancellor, Covenant University

“

”

Presented by Tolu Okuboyejo for WDL Technologies at Covenant University Executive Advance 24

Technical Support & Partners

August, 2015