Storage and Retrieval –Two Of The Essential System Components In A Successful Electronic Document Management System

"A View Of The Real World From 10,000 Feet"

by William Matlack, Vice President and General Manager, Anstec Technology Inc.

Source:

(1) Document Management: "New Technologies for the Information Services Manager", by K. Megill and H.F. Schantz, 1998 Publication by Bowker Saur Pending

(2) Forecasts are from HLS Associate Client Studies, 1998. (Sept 98/EIDC Markets)

(3) DataPro Information Services, "Document Imaging Systems and Software Overview", 13 June 1997

Electronic Document Management Systems include the digitization, indexing, storage, processing, and retrieval of document images configured to meet the user’s work process needs. Document Management includes managing workflow. Workflow includes both the flow of documents and the flow of the user’s work. Workflow Analysis requires a thorough understanding of user’s business process (system) and the costs related to the work process. It also includes an understanding of the costs of reengineering the work processes to optimize productivity and minimize operational costs, relative to the user’s application.

The goal of document management is to minimize operating costs and optimize the value of information. The ultimate goal is to increase a user's competitiveness in the enterprise or global economy (marketplace).

An Electronic Document Management System (EDMS) when properly designed and integrate, will minimize the cost of document processing while increasing the value of the information on the documents (images) being processed. Information Services manages this function and the information on the documents. They are driven by the same motivation as other who use information in their business or enterprise. The success of information enterprises depends on the ability to capture, store, and retrieve the information contained on the documents within the EDMS. Information stored in Electronic Document Management Systems have additional value since it is in image format and can be retrieved as required by all qualified users. This information is available to all qualified users on the network who have the required level of security and have access to the passwords.

Thus, the understanding of the convergence of a number of enabling Information and Image Technologies and Strategic Business Factors are essential for the successful implementation of an Electronic Document Management System. This knowledge is prerequisite for Information Managers of the next millenium and next year.

Imaging an enabling technology in a EDMS converts paper-based documents and transforms them into digital images for storage and retrieval. Over the last decade; document imaging has evolved from a basic storage and retrieval application into the management of images and associated text and data files in workflow enhanced, Electronic Document Management Systems (EDMS). The EDMS Systems Methodology is today fully integrated into an enterprise’s work processes. EDMS have evolved from standalone systems to automated electronic digital systems processing complex "real world" forms in "real time". These systems are a far cry from the initial proprietary desktop systems. Yet, these single function systems receive most of the misleading press and cause most of the confusion and turbulence in the Imaging and Information Industry. This paper is premised on business applications that require accurate data capture, reliable forms processing, and sound and effective information indexing, storage, and retrieval.

Scanning

The system input component for digitizing images is the scanner. Scanners convert the physical image on a document into a digital image that can be processed at high speed by the computer. Document images are compressed into a standard image file format to minimize storage and bandwidth issues.

With current client/server architectures, scanners are often integrated with a dedicated scanning workstation or server. When scanning offline; the images may be stored on magnetic disk, magnetic tape, or optical disk. When required they can be transmitted to optical disk storage (optical disks are storage devices for images). The images transmitted offline storage are usually retrieved for later processing. Today, users have many choices of how to store images on the system. Scanners are capable of both image scanning and data capture. These components contain forms processing and OCR capabilities which is mostly in the form of software or hybrid electronics. After the image is digitized, it must be indexed. Image indexing involves the entering of data or symbols which describes or tags the image for subsequent retrieval and use. This index data can range from serial numbering, to a bar code, to lengthy alpha numeric contexture description. Traditionally, index data is keyed by operators manually from a keyboard. However, with the current scanners using OCR technology manual indexing can be automated and the cost substantially reduced through recognition of specific zoned areas or bar codes on the document. Indexing data is stored in a database tagged to the unique images. This indexing data is used to retrieve images. The "data index" is a function of the image database. Some index databases record the image transaction history. Some index databases link the image files to existing databases from other applications.

Storage

With EDMS, two factors influence the selection of storage components: (1) how long the images need to be stored and (2) how often the images need to be retrieved. For long term storage, microfilm or optical storage is usually preferred over magnetic storage. Magnetic storage is used in applications that require a high retrieval rates but relatively low volume. Optical storage is recommended for high-volume, high-retrieval rate environments. The choice of rewritable versus write-once (WORM) optical disks depends on the user application.

Compact disks and optical disk platters are manufactured in standard sizes. The most popular sizes are 5.25" and 12". Optical Disks use a high-power laser beam to etch data into the disk; a low-power laser beam is used to read the data. A 12" disk can usually hold about 2GB of data or about 50,000 images of standard business letters. This is about 25 filing cabinets full of paper. Optical Jukeboxes, retrieve disks under program control from racks and load them onto drives under program control. Jukeboxes can store as many as 200 optical disks. This is equivalent to ten million paper business documents.

For long-term storage, optical disk storage has not been proven equal to magnetic tape for longevity. However, there storage limitation can be overcome through periodic backups. Records Management procedures that coordinates optical disk storage with paper and film use the image index database to locate documents.

To increase access speeds, the image index database is often stored on magnetic disk, in addition to optical disk. The index database may also be stored on a separate dedicated server or on a host mainframe, independent of the imaging system.

Market Leaders ₍₃₎

The United States imaging market is robust but turbulent. There have been many acquisitions and mergers. Many companies, from small operations to larger companies like LaserData (acquired by Kofax), have disappeared from the marketplace. Micro Dynamics was acquired by FormMaker Software. Metters Industries, Inc. acquired Blueridge Technologies. FileNet acquired Saros Corp. Digital Systems International, a leading call center supplier, acquired ViewStar Corp. The new company is known as Mosaix, Inc. Wang sold its software business to Eastman Kodak. TextWare acquired Symbus and then merged with Wheb Systems to become Captiva Software and the list goes on – the end is not insight until there are 3 or 4 viable suppliers.

Eastman Software ₍₃₎

Eastman Software was formed in March 1997 when of Eastman Kodak acquired Wang’s software business. Eastman Software markets the OPEN software suite: OPEN/image, for document imaging; OPEN/cold, computer output to laser disk software; and OPEN/workflow workflow management software. OPEN/image is a suite of application development tools for building LAN-based imaging applications or modifying existing applications to incorporate images.

FileNet ₍₃₎

FileNet a pioneer in document management products is a leading supplier of client/server-based solutions for document image management and workflow. FileNet ranks among the top independent software companies in the United States. The firm reports an installed base of approximately 1,200 systems at over 750 sites in 50 countries. Initially FileNet was a supplier of proprietary turnkey solutions. Today, FileNet’s is a leading global supplier of client/server-based, open document imaging systems to industrial and government organizations, worldwide.

IBM ₍₃₎

IBM is a leading supplier of image processing systems and services, with over 2,300 ImagePlus installations worldwide. IBM’s imaging strategy is to integrate image and line-of-business applications into a common information infrastructure. IBM’s existing line of document image management systems includes ImagePlus VisualInfo, ImagePlus/400 WorkFolder Application Facility (WAF), and ImagePlus MVS/ESA Folder Application Facility (FAF). ImagePlus systems are based on standard operating systems, networking software, and database managers.

Optika Imaging Systems, Inc. ₍₃₎

Optika provides high-performance, integrated client/server imaging software and development tools to users in paper-intensive industries worldwide. With FilePower, Optika provides a fully integrated suite of products based on a core set of document storage and delivery technologies. The firm has taken advantage of an open computing environment. Optika provides solutions to vertical markets, particularly retail, financial, insurance, and health care. Its software is designed for rapid installation and rapid return on investment. Optika’s plan includes the Internet. The firm has released FPweb and plans to fully support standard implementations of Web servers and browsers. Its workflow capabilities are also being extended to the Web.

Mosaix, Inc. ₍₃₎

Mosaix, Inc. was formed from the merger of ViewStar Corp. and Digital System International (DSI). ViewStar is an early pioneer in PC LAN-based image and workflow management software. Mosaix is using the strengths of ViewStar and DSI to become a leader in the Enterprise Customer Management applications. Technological developments in computer telephony and the increasing use of the Internet and intranets for customer service have been addressed by Mosaix.

Today, users demand complete solutions for their Document Processing Applications that will enable them to store, retrieve, and use image-based information. These solutions require an integrated combination of imaging and information technologies. Based on this, the U.S. Information and Image Management Market this year will see the continued convergence of document imaging, document management, forms processing, workflow, and storage products in integrated systems what will be supplied primarily by Systems Integrators and VARs users.

The Internet is widely used and is being used more. Workflow on the Web and solutions for Web-enabled document management and imaging are being supplied by most of the major suppliers. This need was spawned by the emergence and explosive growth of corporate intranets, Web-enabled document management has become a major trend. In 1999, most EDMS products will be Web enabled.

Document Imaging will become a major application in the computing and communications industries. The imaging, document management, forms processing, storage, and workflow markets will continue to overlap and converge. The one factor likely to have the greatest impact, is the Internet, as Web and intranet applications are increasing exponentially. Most document management systems are expected to be Internet compliance before the start of the next millennium.

The "best-of-breed" philosophy for storage and retrieval is a reality. Customers demand complete reliable and proven solutions to "real world" business problems rather than technology promises. Systems Integrators today, are teaming with suppliers of storage and retrieval systems and services to create complete EDMS solutions utilizing best-of-breed components (i.e. indexing, storage, and retrieval) to serve the current and future needs of the user.