• Faster response time and innovative retrieval
methods to access the digitized documents,
stored in the document management system.
Other specialized imaging requirements are:
2.1.1 Efficient Methodology on Ordering the
Documents
Stored paper need sequencing/ordering for easy
retrieval. Some of the sequencing elements are (a)
Department and source, (b) Separator sheets in
between the file and (c) Print sequencing number.
Sequence (Index of document) identification
emphasize the need for automation on labeling a
document and giving it an identification, to be used
later to retrieve or manage its contents.
2.1.2 Automated Fax Integration with Imaging
System
Organizations have automated fax system built.
While moving all documents/images into these
systems, it is important to make sure the fax system
is very well integrated into their imaging system. All
the inbound faxes need to be integrated to receive
the images and the system should be able to provide
triggers that can initiate an outbound fax.
2.2 Technological Requirements
Capturing technical requirements is vital for success
of imaging solution implementation as this
implementation is purely technical in nature.
Some common non-functional requirements are
• Efficiency in document access
• Efficient security mechanism.
• Efficient storage – Database to store images and
their indexes
Other specific non-functional requirements are:
2.2.1 Efficient Scanning
The back-bone of efficient document management
system is the efficiency in the quality of the
document scanning. Individual organizations, give
importance to different factors like:
• High speed, High resolution in scanning
• High volume in scanning per module
• Batch/Online scanning and optimized scanning
• Image cleanup capabilities in scanning
• Automatic re-scanning capability if required
2.2.2 Efficient Workflow System
This workflow system need to define various pre-
defined paths(set of states) for each of the document
that comes into the system, which controls the way
these documents are managed by various levels of
users.
Enterprise should consider following key factors
to proceed successfully with work management.
• plan long-term strategy work management
infrastructure
• Target workflow-enabled applications and avoid
long duration workflow application deployment.
• Anticipate support team and their impact on end
users
• Evaluate vendors based on their:
- Alignment around emerging standards
- Integration capabilities
- Market focus & ability to redesign product
- Vision for enterprise work management
- Availability of research and development
(R&D) resources
• Buy knowledge and skills from vendors or
system integrators during application
deployment
2.2.3 Product Identification
There are multiple products in the market catering to
few or all of the above systems. We need to define
parts of the system that need to be using the products
and parts of the system that need to be in-house
developed. This initial classification helps us to
come out with design and architecture of the system
in the next phase of the project, and compare various
products with application requirements.
3 DESIGN AND ARCHITECTURE
PHASE
Design and architecture of the system are focussed
as the same time. The need to design the system is
based on various products that are compared and
their architecture. Product list identified will go thru
comparisons on various organization specific
requirements and their own features. The
requirements not available in products will be
designed for custom development
3.1 Document Capture System
Once all the scanning requirements are captured,
these requirements will be translated to get an
architectural view of future system. Products are
analyzed to ensure they meet most of the
requirements identified.
Following picture shows a representation of key
designing aspects of document capture system.
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