project management white papers Search-n-organize: State-of-the-art Low-budget Document Management Solutions

http://www.artifactmanager.com/papers/ArtifactManager_Organize-n-Search.pdf

WHITE PAPER
Organize-n-Search
State-of-the-art Low-budget Document Management Solutions

“We have been vital in a report age… The report explosion…” We have listened it so most times which have stopped profitable any courtesy to it. However, report penetrates in to any aspect of a lives. We have been all a time perplexing to take ultimate believe as great as seeking for opportunities to great from it.

Users who actively work with writings as great as information, mostly face a problems compared to search, classification as great as fit operate of documents. Copyeditors, writers, journalists, researchers, analysts, consultants, lawyers, healing workers, students, all run in to a same hurdles during home as great as during work.

This paper is dictated for a far-reaching operation of people, who, for personal or commercial operation need, work with a vast series of writings as great as alternative information. We take a tie demeanour during a problems of report management, benefits of regulating modernized technologies in a low-budget personal report supervision system, as great as complement preference criteria to encounter personal as great as veteran needs of report workers.

Challenges of Document Management

Nowadays vast partial of report is stored in a form of text: books, articles, reports, memo, notes, specifications, descriptions, whitepapers, as great as manuals, not to discuss a outrageous volume of time supportive information, such as invoices, bank statements, schedules, contracts, as great as taxation returns.

Yesterday, papers, print albums, song disks, as great as video tapes were kept in drawers, boxes, as great as cabinets. But a growth of personal computers as great as Internet has due a epoch of digital information.

Development of electronic formats has significantly increasing complement storage genius as great as authorised accumulation of vast report volumes. However, ultimate developments in a fields of apparatus systems as great as interpretation storage have led to a ultimate question: how can you effectively conduct digital information?

Recent studies by IDC (Susan Feldman, Joshua Duhl, Julie Rahal Marobella, Alison Crawford. The Hidden Costs of Information Work. Mar 2005) suggested which on normal thirteen hours of any 40-hour work week have been outlayed on formulating documents. 9.5 hours per week have been outlayed on acid for information, whilst roughly 9.6 hours on analyzing a information. 6.5 hours have been squandered on acid for report which is never found heading to a need to reconstruct a content. Formatting of report in in in between opposite applications takes about 3.8 hours per week, since chronicle carry out compared issues take 2.2 hours.

Issues, goods as great as implications of report supervision have been epitomised in a following Figure.

Issues

Slow search
Search though preferred results
Redundant poke
Recreation of documents
Difficulty of operate of a found information

Effects

Employer
Unplanned for squandered time
Work slack
Decrease in productivity
Decline in peculiarity

Employee
Increased workload
Negative perspective towards work
Decline in a turn of compensation from a job

Implications

Missed deadlines
Project disaster
Lost revenue
Loss of employee

Figure 1: Issues, goods as great as implications of report management

* What is a most appropriate approach to classify a report to find it faster in a future?
* How to simply find report inside of vast volume of materials?
* How to find writings which have been related?
* How to save a poke formula as great as perspective them in a future?
* How to share found report with colleagues as great as friends?
* How to effectively operate found information?

Importance as great as stress of those problems have been vital factors which kindle a growth of ultimate solutions as great as report supervision systems. Information Retrieval, Data as great as Knowledge Bases, Document & Content Management, to name a few, have been a branches of report technologies which understanding with a problems of report management.

Solutions to Document Management Problems

Solutions to ask supervision problems have been firmly compared to a following challenges: mending a potency of report access, mending peculiarity as great as speed of search, mending a potency of report processing, mending trustworthiness as great as reserve of storage.

Efficient Access to Information

It is compulsory to discerning as great as simply remove a calm writings which encounter sure criteria from an form of permitted information. These mandate have been opposite as great as all a time changing. For example, strange sources for articles, interpretation for reports, textbooks to hope for for a exam, patient’s healing records, or precedents for justice box – all have high, though proxy worth to finalise a dire challenges.

After anticipating a compulsory documents, operative by them, as great as formulating a series of versions, a user will need to connect as great as store a results. For example, a singular competence need to save a set of documents, or supplement comments to a set of writings for destiny use. One probable resolution to encounter a becoming opposite needs is to place a ask in multiform groups. A organisation could embody of writings on sure topic, writings of a same author, articles of a same biography issue, prior versions of a article, or materials used to write an article.

Searching as great as organizing report in a suggestive approach takes up a lot of time. To digest a cycle as great as have a routine some-more enjoyable, a series of solutions have been proposed.

Quality as great as Speed of Search

In a little cases users can find a writings they need by regulating a question – a word or mixed of difference which competence be in those documents.

In a past, poke compulsory scanning of all files on a apparatus drives as great as starting by their calm comparing a pass difference with difference in a document. This called for a consecutive scanning of all files for any request. But increasing distance as great as series of files have dramatically slowed down a poke process. In addition, morphology was not asked as great as mixed queries were indispensable to find a document.

Best solutions for in effect poke of report have been formed on poke engines as great as report retrieval technologies. The finish pick up of files is pre-processed as great as a report about a writings as great as pass difference is stored in a index files. Indexing functions for assorted jot down formats as great as takes in to comment all probable forms of a same word. This “smart” pre-processing apparatus significantly accelerates a poke as great as improves a quality.

Organization

In most cases a user is unknowingly of a difference contained in a ask of interest. It’s additionally probable which a user is not means to beget a question which earnings preferred outcomes, or a series of writings is as great large, or a little writings competence not enclose a right words. In these scenarios a user has no preference though manually demeanour for a preferred document. To save a formula of primer search, most operate a systems written privately for organizing a information.

Simplified versions of classification systems operate fields as great as registration cards to couple a writings as great as concomitant report (date, author, title, a short description, etc.) However, margin sets have been bound as great as limited, as great as mostly do not concede organisation of a writings to house becoming opposite needs of a users.

Enhanced systems operate a hierarchy of folders (catalogs, or directories). However, in most cases, when a ask belongs to mixed topics, a user competence finish up confronting multiform problems. For example, in a hierarchy of jot down complement folders, a ask can not be reserved to multiform folders though duplication. In this case, duplication competence outcome in an nonessential enlarge of report volume as great as inconsistencies in calm after a singular of a writings has been modified.

Top nick pick up to classify a report operate mixed hierarchical categorizations which came from a domain of believe bases as great as ontologies.

Version Control

Authoring of a formidable ask is a prolonged routine as great as requires most edits, corrections as great as rewritings. To equivocate confusion, it is compulsory to say a story of changes in a document. The old-fashion resolution was to save a changes in a apart jot down with a singular name, which mostly resulted in mislaid files, some-more storage space as great as difficulties in anticipating a right chronicle of a document. These as great as alternative problems compared to tracking a story of a content, storing opposite versions of a document, as great as returning to a prior versions have been addressed by a invention of a versioning systems. These systems have been written to yield entrance to a prior versions as great as story of changes.

Figure 2: Authoring a document

Effective Work with Information

Search, organization, as great as chronicle control, by themselves, significantly facilitate a process. But compartment now, most of these functions were usually supposing by apart module tools. The initial module implements search. The second module organizes information. The third module edits it. The fourth module keeps chronicle history. And so on.

A user has to run mixed applications, toggle in in in between them, import as great as trade documents, as great as pierce as great as duplicate a files. This routine dramatically slows down a work, decreases productivity, increases pressure, as great as thus leads to mistakes as great as reduces worksatisfaction.

To discharge nonessential work as great as revoke a volume of squandered time, a singular needs an integrated resolution which combines search, modifying as great as chronicle carry out functionality.

Privacy, Security as great as Reliability of Storage

It goes though observant which report is a profitable apparatus which is costly to produce. It is compulsory to not usually yield a protected storage for a finish set of documents, though additionally strengthen profitable report from apparatus hardware as great as module failures, as great as tellurian errors. In addition, a confidentiality of report should be recorded – unapproved users should not have entrance to a report though a permissions from a owner. However, if necessary, a formula of a work have to be publishable to third parties.

Earlier applications stored files on a secure computers in a printed matter structure. Individual users had entrance to specific folders, which compulsory a formidable entrance rights supervision policy. Thus a report was mostly repetitious on a users’ computers, causing most problems compared to report relevance.

To residence a on top of referred to problems, complicated ask supervision systems store report in centralized repositories, which have it easy to store, retrieve, try by artful means to get as great as cgange documents. Advanced repositories await storage as great as estimate of mixed writings as great as jot down formats including, though not singular to: calm (Word, Acrobat, Open Office, etc.), spreadsheet, fax, e-mail, audio, as great as images.

Documents, images as great as alternative report stored in a electronic card jot down have been simply permitted as great as retrievable. The waste compared with errors in streamlining, organizing, as great as fixation of a writings have been drastically marked down as great as presumably even eliminated. In addition, any ask keeps not usually a story of who noticed it, done changes as great as what changes were made, though additionally alternative report about a document, such as title, contents, themes, etc.

Valuable Benefits of Document Management Systems

Thus, state-of-the-art report as great as ask supervision systems
* revoke report estimate time (multi-category systems concede for discerning categorization of a incoming report as great as re-organization of existent information)
* revoke a time compulsory to entrance a report (full-text poke pick up as great as difficulty system, story as great as chronicle carry out yield an easy as great as discerning approach to find information)
* revoke a time compulsory to emanate a ask (integration of search, organization, alteration as great as chronicle carry out facilities in a singular height concede a user to work on ultimate as great as existent writings in a some-more in effect manner)
* discharge a cases of mislaid interpretation (electronic repositories automatically constraint all ask changes as great as concede a user to revive a story of changes)

By leveraging a far-reaching operation of facilities supposing by report supervision tools, a singular competence giveaway up a time routinely outlayed on nonessential tasks as great as concentration on some-more critical activities. As a result, a operate of report supervision systems increases a peculiarity of work.

Criteria for Selecting a Right Document as great as Information Management System

Flexible categorization: The complement contingency await a categorization of writings to encounter specific mandate of a user. To do that, a complement should embody a following features:
* Flexible categorization (user should be means to emanate any categories or topics as great as place a writings there)
* Hierarchical categorization (high turn topics which embody of some-more specific topics)
* Multiple categorization (the same ask competence be enclosed in multiform topics, categories or groups of documents)
* Ability to combine compared files in a package
Flexible organisation which keeps a story of a formula simplifies destiny entrance to writings inside of reserved topics, as great as allows a singular to see a relations in in in between writings found in a singular category.

Powerful poke tools: The complement should be means to perform a full-text poke of report by question which contains particular conditions or phrases. The poke underline should
* be fast, which implies indexing
* await full-text poke for all usual formats – pdf, doc, odt, etc.
* take in to an comment a differences in spelling of assorted grammatical forms of a difference
* work with particular repositories, categories as great as themes (topics)
The on top of referred to facilities concede a user to effectively question a documents, yield a discerning entrance to fascinating documents, as great as have it probable to work on writings which have not nonetheless been classified.

Central repository: The complement should be means to store report in a centralized card jot down which allows:
* storing tall volumes of writings
* origination of mixed personal repositories
* insurance of trusted report
Documents in a complement should not be ocular by alternative applications. Only a owners of a report should be means to accede to a entrance to a repository. Repositories not usually discharge a need to manually emanate a files as great as directories, though they additionally shorten entrance to information, tie confidence as great as urge trustworthiness by on condition which backup, liberation as great as interpretation insurance tools.

Composite documents: The complement should be means to work with a pick up of files as a singular unit, permitting a user to have changes to a set of documents. This functionality helps to urge usability as great as creates it simpler to work with writings which embody of mixed files – for example, html writings with pictures.

Figure 3: Composite document

Document registration cards: The complement should await a functionality of attaching utilitarian information, such as name, purpose, abstract, comments, author, date of origination as great as modification, etc. to a ask or file. This sort of report helps to enlarge a accessibility of a documents. The report about a ask should be stretchable sufficient to conform to a needs of a user as great as a report section type.

Supported jot down types: The complement should be means to await a far-reaching operation of usual ask sorts as great as formats, together with Microsoft Office (Microsoft Word, Microsoft Excel, etc.), Open Office, as great as a formats of scanned writings as great as images.

Versioning system: The complement should be means to await mixed versions of a document, lane story as great as changes in sequential method – who, when, because mutated a ask as great as which changes were made. If needed, this functionality enables a user to work on a singular of a prior versions of a document.

Navigation history: The complement should jot down a method of events describing a stairs a user took whilst operative on a writings as great as have which report permitted to a user during any since time.

Easy-to-use interface: The complement should yield a user-friendly interface which includes discerning navigation as great as a panels displaying categories, history, versions, as great as poke results. All of these will dramatically raise user knowledge as great as thus enlarge user satisfaction.

Modern record as great as open architecture: The complement should be built regulating a ultimate technologies. The design should be
* scalable – await an total series of repositories, writings stored in a
* repository, categories as great as their levels, as great as a discerning poke by total volume of report
* modular as great as expandable – yield a substructure for quick growth as great as discerning smoothness of ultimate facilities requested by a users
* cross-platform – concordant with Windows, Linux, as great as MacOS handling systems
This allows a complement to grow organically as great as revoke a time to broach a ultimate facilities to encounter flourishing user needs.

Integrated solution: The user’s design is an in effect execution of her or his work. To get ahead this idea a user has to go by repeated cycles of work with report as great as documents. These cycles competence include:
* Gathering of a report for a ask
* Analyzing information
* Creating a outline as great as a initial breeze of a document
* Placing a ask to a repository
* Making changes to a document
* Preparing a ask for destiny operate
* Searching for alternative materials which will be used in a ultimate chronicle of a document
These phases have been executed regularly to urge a peculiarity of a document, bringing it to a preferred results. A great complement should be means to confederate a on top of referred to facilities so which a user can finish a method of ask growth tasks in a singular system. This implements stretchable ask management.

Low price of a ownership: Adoption of a ask supervision complement can save any classification millions of dollars. At a same time, a scale as great as extended functionality of corporate systems leads to a tall price of tenure unaffordable for personal users. It’s additionally critical to note which a user competence not need all a facilities permitted in a corporate complement as great as thus will usually get impressed by a complexity. The price of a personal report supervision complement should be low, though during a same time it has to yield a right set of facilities to compare a needs of particular user. The complement should be easy to implement as great as run on any personal computer.

Artifact Manager

Artifact Manager is an modernized ask as great as report supervision system. This simple, convenient, low-budget resolution has all of a facilities of a craving report supervision complement which helps to grasp aloft capability levels by a improved supervision of personaldocuments as great as information.

Required Features Artifact Manager
* Flexible categorization Yes
* Powerful poke pick up Yes
* Centalized card jot down Yes
* Composite writings Yes
* Document metadata Yes
* Wide operation of jot down sorts Yes
* Version carry out Yes
* History Yes
* User-friendly interface Yes
* Modern record as great as design Yes
* Integrated soluton Yes
* Low-cost tenure Yes

Figure 4: Features of Artifact Manager

Artifact Manager is a initial enterprise-class personal height for ask as great as report management. It combines a absolute search, stretchable organization, arguable storage, as great as available interface in a singular easy-to-use environment.

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http://www.ArtifactManager.com/downloads.html

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http://www.artifactmanager.com/papers/ArtifactManager_Organize-n-Search.pdf

Artifact Manager delivers an innovative resolution to organize, poke as great as keep protected as great as underneath carry out your writings as great as personal information. It combines state-of-the-art poke as great as classification technologies to save your time as great as progress productivity. http://artifactmanager.com/whitepapers.html

Aaron McCollum is a third era part of of Project Talent, a MKUltra module used to rise penetrating warriors as great as supersoldiers by a tip government. He is entrance brazen to verbalise about a Stargate in a Gulf of Aden as great as a report he is removing in this courtesy from tip sources, his own premonition as great as his conclusions formed on research. — Shot as great as edited by Kerry Lynn Cassidy, Project Camelot Jan 2010 projectcamelot.org
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