Effective Management of Government Documents for Transparent Governance

 
 
 
Standardisation Framework for Government Websites
 
For a Transparent , Effective and Efficient Governance
 
Master Trainers Certification Programme 2016
 
Topic: Document Management System
 
 
 
Agenda : Topics
 
Understanding What is
Document Management System (DMS)
Why we need
How to manage documents
Scanning
Basic features
 
 
 
What is a Document
 
It is a piece of written, printed, 
drawn, presented or recorded representation of
thoughts
 
or electronic matter that provides information or evidence or that
serves as an official record.
 
A document is a written, 
document
 is a form of information.
 
document
 can be put into an electronic form and stored in a computer as a
file. Often a single 
document
 becomes a single file.
A document can either be represented in electronic form (i.e. Word document,
Spreadsheet file, Movie file, Sound clip, etc.) or as a traditional hardcopy
consisting of one to thousands of pages.
 
Document Cont…
 
    
At the simplest level - all users who have a PC who set up
folders into which they store word  Docs, PDFs,PowerPoint
presentations, Excel spreadsheets etc.
    
are effectively generating a basic document folder structure to
allow them to easily store, retrieve and expire document
content.
 
Document Life Cycle
 
The document goes through a sequence of steps from its
creation to its eventual archival or destruction.
 
The stages of a document’s lifecycle include: creation, storage,
categorizing, meta data tagging, delivery or sharing,
repurposing, review and reporting, archiving and / or
destruction
 
Validity of a document
 : Allows a user to set the expiry of a
document once it is published. Example may be some office
orders which will have a definite time period to remain online/
published.
 
Document Life Cycle
 
The status of a document is determined by
different phases of the records lifecycle
.
 
A Quick start Guide
 
How do we manage the documents
 
Create
Edit
Store
Scan
Search
           Tracking
Retrieving
 
Sharing
Publishling
 
The functions for these systems include
 
Creation of Document
Storing various document types, including word-
processing files, emails, PDFs and spreadsheets.
Searching an entire library of files by individual keyword.
Restricting access to certain documents.
Monitoring who is viewing documents and when
Tracking edits being made to documents
Retrieving previous versions of edited documents
Controlling and regulating when out-of-date documents
can be deleted
Accessing, editing and sharing documents via mobile
devices
 
Management of Documents
 
Document management is how your organization stores,
m
anages and tracks its electronic documents
.
 
It focuses on managing documents,  (like Word files).
 
Each unit of information (document) is fairly large and self-contained.
 
There are few (if any) links between documents.
 
 
 
 
Creation of Document
 
Document creation (also known as document automation, document
      generation, or document assembly)
allows you to convert text-based documents (typically, word-processing
files) and PDF forms into powerful productivity tools called templates.
 
Word processing is defined as the creation of a document with a
computerized device.
 
The creation, input, editing, and production of documents and texts by
      
means of computer systems
 .
The methodology of document management is 
content-driven
.
 
 
Storage
 
A document is created in the computer how do we
store it  ????
The goal is efficiency. Approving documents faster,
reducing manual data entry and automating recurring
tasks are some of the many functions of document
management that work toward this goal.
Security, confidentiality, accessibility, compliance
with your local and global rules and regulations and
long term preservation of documents
.
Scanning
 
How to Access a Document Folder
 
Folder Structure
- A standard folder structure is an important component of organizing
documents in the system. The user will be required to follow a standard folder structure
based on most GOA departments  along with custom folders added based on user
Requirements.
Folders could further have sub folders.
For Example:
 
A sample folder structure is provided below for reference-
Here you give GoA folder structures as per e-Prastuti guidelines
1
.
C
i
r
c
u
l
a
r
1.1Internal
1.1.1 Division 1
1.1.2 Division 2
1.1.3 Division..n
 
1.2 External
 
Folder Naming Convention
 
R
u
l
e
s
Leave
LTA
Medical
Promotion
 
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e
p
o
r
t
s
Annual Reports
Year
Monthly Progress Reports (Current year is default)
Year
Month
 
 
 
Scanning
 
Scanning is digitizing a document.-
process whereby a
document is converted from print to a computer-readable
format they can be transmitted, displayed, and printed.
 
It is done with the help of a electronic device called
scanner.
A scanner
 is a hardware input device for a computer.
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Contents may be stored or uploaded (in server/internet )by Scanning
 
Tips for Scanning
 
The documents are  identified by individual units for scanning are collected .
 
Make sure that the scanned documents are readable.
 
Certain measures are to be taken into consideration.
They are like identifying
documents, clean documents , 
meta data 
,what meta data will go into it file
format
If DPI (Dots Per Inch) is more, the photo is sharp but the size of the file is
more.
If DPI is less, the photo is dull but the size of the file is less.
 
Capture at a high-enough dpi (dots per inch) level to render the image
clearly
(300 DPI ) and maximum file size is 24 MB
 
Any external annexure like photographs is to be fixed carefully and neatly, if
required with glue
.
 
Tips for Scanning 2
 
Proper Dusting of the document Dust may affect the quality of
the image.
 
Ironing and Smoothening of the document This is done in the
case of documents that are folded at the edges.
 
Page Numbering-Each page of the document is numbered on
the corner
Save all documents scanned in PDF format.
(Portable Document Format)
 
a file format for capturing and
sending electronic documents in exactly the intended format.
Saving a document in PDF .
You are safe of any temper. and it compresses files.
 
What is Meta data
 
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Means of creation of the data
Purpose of the data
Time and date of creation
Creator or author of the data
Location on a computer network where the data
was created
Standards used
File size
 
More on Metadata
 
Data that serves to provide context or additional
information about other data.
 For example, information about the title, subject,
author, typeface,    enhancements, and size of the
data file of a document constitute metadata about
that document.
It may also describe the conditions under which the
data stored in a database was acquired, its
accuracy, date, time, method of compilation and
processing, etc.
 
Metadata Cont…..
 
For example, a digital image may include metadata that
describes 
how 
large the picture is, the color depth, the image
resolution, 
when 
the image was created, the shutter speed, and
other data.
 A text document's metadata may contain information about
how
 long the document is, 
who the author 
is, 
when
 the
document was written, and a 
short summary 
of the document.
Metadata within web pages can also contain descriptions of
page content, as well as 
key words 
linked to the content.
The use of metadata on web pages can be very important.
Metadata for web pages contain descriptions of the page’s
contents, as well as keywords linked to the content. These are
usually expressed in the form of metatags.
 
Metadata Consist of following Fields
 
Additional Meta Data can also consists of below fields-
Document Date
Document Type
Report Number
Volume Number
Country
State
Document
Name
Defined Key Words
Language
Major Sector
Relative Project ID
Region6Report Title
Sector
Topics6Sub Topics
Unit Owning
 
Keywords
 
A word or concept of great significance. (A subset of
Reference )
A word used by a search engine in its search for
relevant Web pages.
A term used as a keyword to retrieve documents in an
information system such as a catalog or a search
engine.
Keywords are the words and phrases that Internet
users type into search box of a search engine, such as
Google, to find what websites that match what are
looking for
.
 
 
Why Keywords are important
 
Keywords are very important for every website as
searches are based on that.
 B
oth users and search engine depends
     on them.
choosing suitable keywords is an art.
Keyword research is the foundation on which your
whole content creation should take place
 
 
Difference between a keyword and Metadata
 
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Search engines look for these keywords in a page's
 URL, headers,
titles, paragraph tags, and image alt text.
 
Meta tags consist of 
Keywords
, Description, Title and Note
 
Keywords 
are descriptive words or phrases that are separated by
commas and attached to the web pages. While 
Meta tags
 consist of
Description, Keywords and Title
 
.
 
e-Prastuti SWF to add Meta Data
 
e-Prastuti SWF Page to add keyword
 
e-Prastuti SWF for uploading PDF
 
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1. 
Identification of various types of documents (Acts, Policies,
Guidelines, Office Orders, Notifications, etc.).
2. Categorization and segregation of documents based on their
type, uniquely identifying the documents using a standard
naming convention.
3. Creation of folders/sub folders based on the categorization.
4. Finalization of Meta Data (Title, Description, Type, Author,
Language, Audience, Keywords, etc.)  for each document.
This will help in searching for and retrieving the document.
5. Scanning the documents and storing them in the appropriate
folders/sub folders.
6. Uploading the scanned documents with the metadata into the
KMS database.
7. Storing of physical documents in accordance with the
guidelines.
 
Definations
 
bit
 has a single binary value, either 0 or 1.
The 
bit
 is a basic unit of information in computing and digital
communications.
DPI
 stands for 
Dots Per Inch
 which technically means
printer 
dots per inch
.
Dots per inch (dpi) is a measure of the sharpness of the image
or document .
DPI
, which is a paper 
dots per inch
,
does count when 
scanning
. When an image is 
scanned
,
one 
scanning
 "dot" equals one digital image pixel. You are
converting an object with physical dimensions to digital pixel
dimensions.
 
Security
 
It basically determines who can log on the system and
which folders or files individuals can open.
It determines a range of actions, including adding,pages,
annotating, copying, or deleting records.
 
Benefits of Document Management System
 
1.
Improve staff productivity
2.
Reduce costs associated with manual document Paper less
business efficiency.
3.
Promote sharing of knowledge and information
4.
Enhance corporate transparency and governance
5.
E-mail and fax files instantly
6.
Access documents while traveling Remote Document Access
7.
Publish documents to CD, DVD or the web, as appropriate
8.
Audit Trail shows who has accessed the documents
.
 
 
Audit Trail
 
Audit trail is the complete history or log of any activity being
performed on a document.
These activities can be creation, modification, copying, moving,
 deletion and so forth.
Administrators or managers can view the audit log and identify
each step in the process the document goes through
 
 
 
 
 
 
   
Thank you
 
 
 
 
 
Aziza Yasmin Rahman , Scientist-B ,
National Informatics Centre
 
eMail: 
wdc.assam@gov.in
 
Website: http://wdc.assam.gov.in
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Government documents play a crucial role in ensuring transparency, efficiency, and effective governance. This documentation covers the importance of document management systems (DMS), the lifecycle of a document, and how to effectively create, store, scan, search, retrieve, and share documents. Understanding the value of organizing and managing documents is essential for achieving streamlined government operations and decision-making processes.


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  1. Standardisation Framework for Government Websites For a Transparent , Effective and Efficient Governance Master Trainers Certification Programme 2016 Topic: Document Management System

  2. Agenda : Topics Understanding What is Document Management System (DMS) Why we need How to manage documents Scanning Basic features

  3. What is a Document It is a piece of written, printed, drawn, presented or recorded representation of thoughts or electronic matter that provides information or evidence or that serves as an official record. A document is a written, Adocument is a form of information. A document can be put into an electronic form and stored in a computer as a file. Often a single document becomes a single file. A document can either be represented in electronic form (i.e. Word document, Spreadsheet file, Movie file, Sound clip, etc.) or as a traditional hardcopy consisting of one to thousands of pages.

  4. Document Cont At the simplest level - all users who have a PC who set up folders into which they store word Docs, PDFs,PowerPoint presentations, Excel spreadsheets etc. are effectively generating a basic document folder structure to allow them to easily store, retrieve and expire document content.

  5. Document Life Cycle The document goes through a sequence of steps from its creation to its eventual archival or destruction. The stages of a document s lifecycle include: creation, storage, categorizing, meta data tagging, delivery or sharing, repurposing, review and reporting, archiving and / or destruction Validity of a document : Allows a user to set the expiry of a document once it is published. Example may be some office orders which will have a definite time period to remain online/ published.

  6. Document Life Cycle The status of a document is determined by different phases of the records lifecycle. A Quick start Guide

  7. How do we manage the documents Create Edit Store Scan Search Tracking Retrieving Sharing Publishling

  8. The functions for these systems include Creation of Document Storing various document types, including word- processing files, emails, PDFs and spreadsheets. Searching an entire library of files by individual keyword. Restricting access to certain documents. Monitoring who is viewing documents and when Tracking edits being made to documents Retrieving previous versions of edited documents Controlling and regulating when out-of-date documents can be deleted Accessing, editing and sharing documents via mobile devices

  9. Management of Documents Document management is how your organization stores, manages and tracks its electronic documents. It focuses on managing documents, (like Word files). Each unit of information (document) is fairly large and self-contained. There are few (if any) links between documents.

  10. Creation of Document Document creation (also known as document automation, document generation, or document assembly) allows you to convert text-based documents (typically, word-processing files) and PDF forms into powerful productivity tools called templates. Word processing is defined as the creation of a document with a computerized device. The creation, input, editing, and production of documents and texts by means of computer systems . The methodology of document management is content-driven.

  11. Storage A document is created in the computer how do we store it ???? The goal is efficiency. Approving documents faster, reducing manual data entry and automating recurring tasks are some of the many functions of document management that work toward this goal. Security, confidentiality, accessibility, compliance with your local and global rules and regulations and long term preservation of documents. Scanning

  12. How to Access a Document Folder Folder Structure- A standard folder structure is an important component of organizing documents in the system. The user will be required to follow a standard folder structure based on most GOA departments along with custom folders added based on user Requirements. Folders could further have sub folders. For Example: A sample folder structure is provided below for reference- Here you give GoA folder structures as per e-Prastuti guidelines 1.Circular 1.1Internal 1.1.1 Division 1 1.1.2 Division 2 1.1.3 Division..n 1.2 External

  13. Folder Naming Convention Rules Leave LTA Medical Promotion Reports Annual Reports Year Monthly Progress Reports (Current year is default) Year Month

  14. Scanning Contents may be stored or uploaded (in server/internet )by Scanning Scanning is digitizing a document.-process whereby a document is converted from print to a computer-readable format they can be transmitted, displayed, and printed. It is done with the help of a electronic device called scanner. A scanner is a hardware input device for a computer. Scanners allow a user to take a printed picture, drawing, or document (hard copy) and convert it into a digital file (either an image or a text file) so that it can stored, viewed, and edited on a computer.

  15. Tips for Scanning The documents are identified by individual units for scanning are collected . Make sure that the scanned documents are readable. Certain measures are to be taken into consideration. They are like identifying documents, clean documents , meta data ,what meta data will go into it file format If DPI (Dots Per Inch) is more, the photo is sharp but the size of the file is more. If DPI is less, the photo is dull but the size of the file is less. Capture at a high-enough dpi (dots per inch) level to render the image clearly (300 DPI ) and maximum file size is 24 MB Any external annexure like photographs is to be fixed carefully and neatly, if required with glue.

  16. Tips for Scanning 2 Proper Dusting of the document Dust may affect the quality of the image. Ironing and Smoothening of the document This is done in the case of documents that are folded at the edges. Page Numbering-Each page of the document is numbered on the corner Save all documents scanned in PDF format. (Portable Document Format) a file format for capturing and sending electronic documents in exactly the intended format. Saving a document in PDF . You are safe of any temper. and it compresses files.

  17. What is Meta data Metadata means "data about data.It is data that describes other data. Means of creation of the data Purpose of the data Time and date of creation Creator or author of the data Location on a computer network where the data was created Standards used File size

  18. More on Metadata Data that serves to provide context or additional information about other data. For example, information about the title, subject, author, typeface, enhancements, and size of the data file of a document constitute metadata about that document. It may also describe the conditions under which the data stored in a database was acquired, its accuracy, date, time, method of compilation and processing, etc.

  19. Metadata Cont.. For example, a digital image may include metadata that describes how large the picture is, the color depth, the image resolution, when the image was created, the shutter speed, and other data. A text document's metadata may contain information about how long the document is, who the author is, when the document was written, and a short summary of the document. Metadata within web pages can also contain descriptions of page content, as well as key words linked to the content. The use of metadata on web pages can be very important. Metadata for web pages contain descriptions of the page s contents, as well as keywords linked to the content. These are usually expressed in the form of metatags.

  20. Metadata Consist of following Fields Additional Meta Data can also consists of below fields- Document Date Document Type Report Number Volume Number Country State Document Name Defined Key Words Language Major Sector Relative Project ID Region6Report Title Sector Topics6Sub Topics Unit Owning

  21. Keywords A word or concept of great significance. (A subset of Reference ) A word used by a search engine in its search for relevant Web pages. A term used as a keyword to retrieve documents in an information system such as a catalog or a search engine. Keywords are the words and phrases that Internet users type into search box of a search engine, such as Google, to find what websites that match what are looking for.

  22. Why Keywords are important Keywords are very important for every website as searches are based on that. Both users and search engine depends on them. choosing suitable keywords is an art. Keyword research is the foundation on which your whole content creation should take place

  23. Difference between a keyword and Metadata A keyword is a word or phrase that is a topic of significance that helps visitors and search engines understand the purpose of your page. Search engines look for these keywords in a page's URL, headers, titles, paragraph tags, and image alt text. Meta tags consist of Keywords, Description, Title and Note Keywords are descriptive words or phrases that are separated by commas and attached to the web pages. While Meta tags consist of Description, Keywords and Title

  24. e-Prastuti SWF to add Meta Data

  25. e-Prastuti SWF Page to add keyword

  26. e-Prastuti SWF for uploading PDF

  27. Guidelines for creation of Document Repoistory 1. Identification of various types of documents (Acts, Policies, Guidelines, Office Orders, Notifications, etc.). 2. Categorization and segregation of documents based on their type, uniquely identifying the documents using a standard naming convention. 3. Creation of folders/sub folders based on the categorization. 4. Finalization of Meta Data (Title, Description, Type, Author, Language, Audience, Keywords, etc.) for each document. This will help in searching for and retrieving the document. 5. Scanning the documents and storing them in the appropriate folders/sub folders. 6. Uploading the scanned documents with the metadata into the KMS database. 7. Storing of physical documents in accordance with the guidelines.

  28. Definations A bit has a single binary value, either 0 or 1. The bit is a basic unit of information in computing and digital communications. DPI stands for Dots Per Inch which technically means printer dots per inch. Dots per inch (dpi) is a measure of the sharpness of the image or document . DPI, which is a paper dots per inch, does count when scanning. When an image is scanned, one scanning "dot" equals one digital image pixel. You are converting an object with physical dimensions to digital pixel dimensions.

  29. Security It basically determines who can log on the system and which folders or files individuals can open. It determines a range of actions, including adding,pages, annotating, copying, or deleting records.

  30. Benefits of Document Management System 1. 2. Improve staff productivity Reduce costs associated with manual document Paper less business efficiency. Promote sharing of knowledge and information Enhance corporate transparency and governance E-mail and fax files instantly Access documents while traveling Remote Document Access Publish documents to CD, DVD or the web, as appropriate Audit Trail shows who has accessed the documents. 3. 4. 5. 6. 7. 8.

  31. Audit Trail Audit trail is the complete history or log of any activity being performed on a document. These activities can be creation, modification, copying, moving, deletion and so forth. Administrators or managers can view the audit log and identify each step in the process the document goes through

  32. Thank you Aziza Yasmin Rahman , Scientist-B , National Informatics Centre eMail: wdc.assam@gov.in Website: http://wdc.assam.gov.in

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