Digitalization of “Content” using “Content Management System” with validation and authentication of credential and process Sri Gunamoy Hazra (Lecturer, B. B College, Burdwan University) Dr. Parimalendu Bandyopadhya (Asst. Professor North Bengal University) Sri Joydeep Chowdhury (Former Lecturer B. B College) Introduction: ECM (Enterprise Content Management System) is being considered one of the emerging technologies which not only provide “Enterprise Business Processing Support” but also enable the organization to compete among the different operators and leaders of particular sectors.
Now a day the organization are giving more emphasis on “Leveraging capability of Business Process according to the need” and “Co-ordination of different phases and process to satisfy the Business and Client requirement”. Organizations increasingly wanted to be able to leverage the capabilities of multiple ECM/EDMS products. Consider, for example, the needs of a customer service department, where imaging, document management, and workflow functionality could be brought together to allow agents to access any information needed to resolve a customer inquiry.
Likewise, an accounting department could access supplier invoices from a COLD/ERM system, purchase orders from an imaging system, and contracts from a document management system as part of an approval workflow. The co-ordination of different phase of “Document Processing Business Process or Approval and workflow based Business Process” may require the synchronization.
For example, in a PWD department a hard copy document submitted for approval will be uploaded to the next phase of “Automated Workflow Process” if the signature of the authorize clerk of respective department is verified and respective privileges are observe. Similarly, the document will be contain the signature of authorized officer after approval as a hard copy. The following process cycle will depict the how this will work:
The viability of the “Research Work” will not only enhance the capability of “Enterprise Content Management System”, but, it also enhance the capability of “Integrated Supply Chain Management System”, “Integrated Human Resource Management System”, “Integrated ERP” and “Integrated CRM” etc, with “Document Management System”. The sectors such as especially “Information Technology/ITES”, “Retail”, ”Utilities”, ”Banking and Finance” etc will increase the productivity at least 30% after implementation of these application.
Rationality for choosing the topic: The integration of “Enterprise Content Management System” with other packages and applications – will fill up the gap between the implementation and planning of business process and enhance the capability, process optimization and optimal utilization of process, better business logic mapping, large market coverage, customer satisfaction, advantage in competitive world, market value, social responsibility, optimal resource utilization, employee satisfaction and organization growth etc. )Execution of highly planed “Business Process”:The approach will automate the “Business Process” which require the verification and validation of documents and capture the data from respective documents. The which fill up the gap between the implementation and planning of business process. Suppose, in “Banking System” if somebody want to draw a cheque or want to with draw a cheque, the road block of the process is “Capture the signature of applicant and capture the DD number”. The “Capture Module” which is a image processer is capture the “signature” and verify this with respective applicant signature.
If verification is done then it will approve the DD and save the information. 2)Enhance the capability of “Service Provider”: It can enhance the “Capability” of organization by implementing, reengineering and automate the “Business Process”. In insurance industry, for insurance claim its need to verify and validate the signature and other documents of applicants. The “Capture and validation” module of this system helps to process multiple records which increase customer satisfaction and bring the organization in top row of the competitive world. )Process optimization: The “Capture and verification” module is make a synchronization between “Processing of Hard copy” of the documents and the cycle of processing of “Softcopy of Documents”. So, the there will be a synchronization between “Existing Processes” and the newer one. For e. g. in “Income Tax” department the for tax filling one applicant has to upload the “Signature and Picture”. If in future the tax filling will be done manually in case, the upload the respective documents, its require “Signature Verification or Credential Verification”.
Similarly, to approve the tax filling the income tax department requires to verify the “Signature of particular applicant”. 4)Better mapping of Business Process: The “Credential Capturing and verification” process the organization will be an software application where the organization can apply any “Business Logic Rules”. There are two type of rules-i) Declarative Rule ii) Code based rule. For e. g. consider the Airport Authority of any country requires the approval of clearance of transported goods from source Airport Authority(in this case we can use the sill).
The business rule can be like if sill date is much older, the goods will be pending for approval. Fig: E-form base and hard form processing Fig: Integrated E-form base and Hard form processing 5)Large market focus and customer satisfaction: The big advantage of “Capture and verification” process is that it not only enable to take the data coming through e-form or e-source, it can able to take the data which is provided as hard copy to the system.
It is suitable for the developed countries where most people use computer system and also for the under developed countries. It is also suitable for developing countries like India where the automation is taking place. For e. g. to apply for a car lone which can be applied by filling up e-form and the documents of asset can be verified by bank “capture and verification” process. This can cover a large scale of customer and serve all of them satisfactorily. )Employee Satisfaction: Inside a organization, there are ample of business process used to operate where most of the ground level employee scare or show lack of eagerness to participate because of submission of document which will go through the manual approval process, injection of hard copy in a particular processes. For e. g. if one organization asking employee to purchase its stake and interested employee should submit address proof. The employee will be satisfy if the validation of address proof will be automated and especially less time taken, which leads more participation. )Observe Social Responsibility: This approach will do the process of lots of pending approval process in a most short span of time. It will help people to engage and obey the processes and take the benefits of the facilities provided by Government or other authority. It will helps people who live in far flung areas for India such as North East region can take the advantage of Government. As an idea- such a far flung areas people take the advantages of E-court where the hard copy of the document validation has a big role.
This approach not only leads to satisfaction of people but also create a paper free document capture process. This approach not only leads the organization growth but also approached people to be engage and take the facility of advance technologies with advance “Business Process” for the organization and social facilities. Objective of Study: The objective of this study is to build an application that not only capture the image but it can capture the proper image and can compare a respective image which will be use here as credential of a person.
The captured image will be converted to linguistic information and be saved in database. The specific objectives of the application is to make the “Organizational Processes” and “Public Sector Processes” more advance, sophisticated, easy to use, reliable, scalable and more over related to the need of people. The following factors elaborate the objective in a wide frame to make the process adaptable: 1)Advance technology: Since “ECM” is most advance technology to manage documents, data, information and work process, it is easier to make the “Capture and verification” module integrated with this ECM tool.
The user will be getting a single platform to interact with document, make the version, discuss on document related topic and especially build work flow. The module will be a service which will be access by any platform an in web. Easy to use: The application will be contains the easy to use interface to work with and any people can access that. 2)Scalable and reliable: To make application more reliable the “Capture and Verification” process will be contained the choice able human interface and a degree of reliability measurement interface. The interface will display the “Image retrieval” process and “Capture Credential”.
Since this will be hosted as service it will be access able by any application and package. To reach more and more people it can use web model. Mapped with people need: Document submission related with the “Process of Document”, “Workflow” and “ Manage of Contents” etc. The main road blocks for the people are-i] Submission of the documents which may related with the postal delay or other factors especially in “Public Sector” ii] Other is the verification of the document use to take a long time. This application will attach the respective documents with automated E-process with a easy to access interface and process them very fast.
So, people will not have to wait for long time in a long queue. Implementation: The application contains three modules to capture images, manage and verify images, store image and deliver results. The following are the brief ideas of different modules of application. 1. 1 Capture and verification : The “Capture and verification” category contains functionalities and components for generating, capturing, preparing and processing analog and electronic information. Capture components are often also called “Input” components.
There are several levels and technologies, from simple information capture to complex information preparation using automatic classification. They are as follows: 1. 2 Manage: this is for the management, processing, and use of information. It use inter-process communication with others components. They incorporate: 1. Databases for administration and retrieval, and 2. Access authorization systems. The goal of a closed ECM system is to provide these two components just once as services for all “Manage” solutions such as Document Management, Collaboration, Web Content Management, Records Management and Workflow / Business Process Management.
The components are: 1. 3 Store: Store components are used for the temporary storage of information which it is not required or desired to archive. Even if it uses media that are suitable for long-term archiving, Store” is still separate from “Preserve. ” The store components are: Flow of data/queries from user to repository and information to user 1. 4 Deliver: It used to present information from the “Manage,” “Store”. They also contain functions used to enter information in systems or for readying information for the “Store” components.
Since the component model is function-based and not to be regarded as architecture, we can assign these and other components here. The functionality in the “Deliver” category is also known as “output” and summarized under the term “Output Management. ” . The component used here are: Transformation technologies: Transformations should always be controlled and tractable. This is done by background services which the end user generally does not see. Here the information from repository convert to other format and delivered to either user or other media. Security: When “transformation” going on we must remember that information should be safe.
Distribution: All of the above technologies basically serve to provide the various contents of an ECM to target users by various routes. Hypothesis of Study: The “Enterprise Content Management” system based digitalization of documents has a vast significance on “Business of Organization” and on current market. The analysis has contains both 1) Primary and 2) Secondary Data which has been analyzed and estimated. The discussion will show how the application enhances the organization productivity, market share, reduce effort and provide customer satisfaction.
The primary data has been collected from the field of IT/ITES industries which has either incorporated “Digitalization” approaches to “Content Management System” or has an concrete plan for such implementation. Increase Productivity, Throughput and Customer Satisfaction: To prove this the primary data has been collected from organization level. The primary data has shown – a reputed IT firm which was trying to “capture the details of employee record as pdf in document library of Enterprise Content Management System”.
This effort requires separating documents according to type, the major part i. e. verify the documents, check response, converting these to PDF and uploading one by one with metadata. One survey, during a month depicted that the process requires 3-4 persons together to work on above respective segment with separate system. It requires one month uploading 100 records manually. Whereas the digitalization of the system can do it with one person 630 records uploading in one month. Whereas the expected values of record uploading is 640-650 per person.
The reduction of effort with this system is: 30X630/100X3=63% Reduction of Stuff: 1/3 (Approx) Increase of productivity:18. 09:1( Automation: Manual Process) Deviation of hypothesis is= (640-630)^2/640=0. 15 (Approx) using Chi-square; since probability is >0. 05. the hypothesis is accepted and the reduction of effort due to working condition factors. Large need of this application in market: The secondary data has shown that “Image Capturing and Processing(Require for Verification and Validation module)” market is expected to reach a size of $2. billion by 2014, at a CAGR of 12. 7% from 2009 i. e. $2. 21 billion to 2014. The software market is one of the most important segments and is expected to reach a market size of $1. 3 billion by 2014 at a CAGR of 11%. By 2010, analysts predict sales in Europe market will reach $1,47-billion – compared with $0,47-billion in 2003. In 2010, the real market revenue till April was $2. 21128 billion , where the expected revenue is $2. 28 billion till December 2010. Deviation is= (2. 28-2. 213)^2/2. 28=0. 2149 where p>0. 5 and is consider the factors as market issue and is considered On the other hand, according to the Gartner- the worldwide enterprise content management (ECM) software market has grown more than 12 percent per year through 2010, from $2. 6 billion in 2006 to more than $4. 2 billion in 2010, according to Gartner, Inc. In 2007, worldwide ECM revenue was around to total $2. 9 billion, which is increased $3. 3 billion in 2008 and $3. 75 billion in 2009. Till April 2010 the revenue for ECM around $ 4. 5 billion. Where the deviation=(4. 2-4. 5)^2/4. 2=0. 021 which is showing positive deviation.
From the entire above hypothesis it shows this tool has huge demand on daily base work and good prospect. Methodology/ Database: To go ahead with this research paper the different methodology has been chosen. The images that has been used here is simple “JPEG”,”GIF”, “Bit map” and “PNG” images. Also “Word Document” and “PDF” has consider. The methodology is used is “Segmentation” and “Line based Character Processing”. To store the images mainly files and database has been used. To prove the hypothesis the primary data has been collected from field of Service based sectors and IT industries.
Whereas the market research data are most of the cases secondary and placed from Gartner. Conclusion: Till now, most of the capture software either can capture a few information, such as KCN of Kofax or Capture of FileNet, XEROX. But, authentication of document is still an untouched area. The credentials are of different kind such as “Signature of Applicant or Authority”, “Sill of Authority”. The second phase, for any verification queries the system automatically verify the credential with respective department or applicant by e-mail option.
This application not only reduces the human effort in validation and manages the captured information but also reduces the time line for expected through put. It can technically enhance the entire ECM and other web based services and product. Since, in India most of the IT/ITES and BPO organizations are use to serve in insurance, banking and service based domain, this application will helps them to achieve the target and provide the services in optimal ways and obviously in low cost. For specially in “Public Sectors” , it will help people to get application shorted out and required result in short span of time.
The software companies look to provide software solutions with the basic ECM functionality that will address the functional requirements commonly required by the majority of organizations but still the “Credential Verification” area is untouched. The result is likely to be a stratification of the current ECM market, based on the level of content services that different organizations require. The day is not very far when we can see people are intended to use the ECM system for their own business as well as in home also. And, it will save our time to manage, retrieve the require data.
We can get required information at a glance and it will assure full security of data. In, one word it will be a outstanding ” DATABASE & INFORMATION GENERATING SYSTEM” in “Private and Public Sector” are to serve the need of people. Reference: Enterprise content management methods: what you need to know By Tom Jenkins, Walter Kohler, John Shackleton. Advances in computer-assisted recognition: 27th AIPR Workshop : 14-16 October, 1998, Washington, Part 3 Image pattern recognition: synthesis and analysis in biometrics By Svetlana N.
Yanushkevich, Patrick S. P. Wang, Marina L. Gavrilova Progress in automatic signature verification By Rejean Plamondon Intelligent data engineering and automated learning: edited by Jiming Liu, Yiuming Cheung, Hujun Yin Expanding a digital content management system: for the growing digital media By Magan H. Arthur Content Management – Market Opportunities, Strategies, and Forecasts, 2005 To 2011 Image processing a booming market: http://www. engineeringnews. co. za/article/image-processing-a-booming-market-2007-08-03