Less is more
as document management goes electronic
EMSD
adopts eDMS
EMSD,
alongside other government departments and technically advanced
organisations in the public and private sectors, is currently
experiencing a wonderful revolution in document management.
The name of this revolution is eDMS - composing the
same four letters that make up EMSD. It stands for Electronic
Document Management System - a system that operates in a
computerised environment, making use of a computer network
infrastructure and a large-capacity file server to store, retrieve
and handle documents efficiently.
Fabulous benefits
The
benefits of eDMS are enormous and far ranging:
●
Saves time and effort
Documents can be retrieved in a matter of seconds, at the press of
a button.
A number of colleagues can access the documents at
the same time without the need to make copies.
●
Saves space
As documents accumulate and space is limited and expensive,
digital file storage provides a revolutionary solution. 80,000
pages of paper-based document can be stored on one DVD (costing
under $20), saving an enormous amount of expensive space.
●
Provides security of storage
After storing a document in the eDMS, it is practically impossible
to lose it. Meanwhile, copies of the documents can be made
electronically and stored off-site, providing back up to further
eliminate the risk of loss.
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Basic operation
A complete eDMS is made of four components:
●
Scanning
Scanning paper-based documents is easy and scanners are relatively
cheap, especially with OCR technology.
●
Registering /
Filing
The
scanned document or document in electronic format will be filed in
the system. The optical disks provide reliable and long-term
record retention.
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Indexing
The
index system enables systematic document filing and makes document
retrieval simple and fast.
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Retrieval
The
retrieval system - your desktop PC - uses information about the
documents, including index and text, to locate and retrieve the
required document.
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Tailoring document management system
To
maximize the benefit of document management system to your
Department, a system that can be deployed departmental-wide is
required. As all the target users are expected to have a Lotus
Notes account, an system built-on and fully integrated with the
existing Notes system is obviously the preferred option. At the
same time, it would obviously be advantageous to employ a
contractor familiar with the Government filing system and
procedures to customize the document management system for your
Department.
Solution for you
As one of the government departments, we have encountered the same
problem with you in document management. We have already built the
eDMS with fully integration with the Lotus Notes and GOA to solve
our problems, and are more than happy to share our experience with
you. Please contact Mr. Dennis CHENG at 2808 3593 for enquiries
and details.
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