3 -Three- Day UCLA Extension Course in Document Imaging and Document

Course dates

Three days (Spring 2007): Friday, May 4, 2007, 8:00 AM to 5:00 PM, Saturday, May 5, 2007, 8:00 AM to 5:00 PM, and Sunday, May 6, 2007, 8:00 AM to 5:00 PM at UCLA in Los Angeles. Please see below for a detailed course description.

To enroll, visit [http://www.UCLAExtension.edu], click on ‘enter keyword’, then enter ‘document imaging’ and click on the ‘search’ button. Click on first instance of ‘view results’ on the results screen. Then, click on ‘Document Imaging and Document Management’. The course will appear with enrollment instructions, click on the ‘add to my study list’ button.

(1) Today, a top of the line (in Korea) Samsung cell phone can store 200 thousand scanned pages (20 file cabinets) on a 1 inch, 10 GigaByte hard drive. Next year cell phones will go solid state with 16 GigaBytes of chip-stacked memory. In 5 years cell phones will have over 50 GigaBytes of solid state memory – enough to record and store 2 High Definition (HD) movies or to store 100 file cabinets 3D 800 boxes 3D one million scanned pages. Storage cost will disappear as an issue and document and records management will be the focus of organizations.
[http://www.samsung.com/Products/Semiconductor/MCP/index.htm ]

(2)Microsoft released its first update to Windows and Office (called Vista) in five years, on November 30, 2006 for corporations and on January 30, 2007 for home users. Hooks for document management and workflow have been added to both Windows and Office. We will be talking about the general trends these changes represent in document management in this Spring’s course.

(3) All of the printed class materials are available free on the Internet for those who cannot attend the class:
[http://www.archivebuilders.com/whitepapers/index.html]. All of the materials can be downloaded with a single click and then printed with a single click. The materials are in a full text searchable PDF file.

All acronyms are spelled out. You can also download the materials as native Microsoft Office files so that you can incorporate these materials in your presentations, publications, or papers. The course is generally offered every quarter.

Please see the website for the course description:

Course description

This course is for managers who have been assigned to manage a document imaging system, and must start immediately, but can spend three days to study the subject and its background. This course is designed to assist managers to be more effective in bringing the immediate and long term benefits of document imaging and document management to their organizations and to their organizations’ clients, customers, and constituents.

Students will gain an understanding of how document imaging can be used and managed in both small and large-scale organizations. Document imaging is the process of scanning paper or microfilm documents. Document imaging moves the documents from their hard-copy format on shelves and in file cabinets to a digital format stored in computer based document repositories.

Document management organizes scanned documents, paper documents, and born-digital documents in their native-format, for compliance with records retention requirements, including permanent preservation. This course provides an understanding of the details that there is often no time to review in the rush to implement a system. The course content is intended to be useful to students in their professional work for twenty years into the future and is also intended to be useful for planning to preserve digital documents forever. The course may be too broad for those students seeking to learn a specific software application. Students will learn about the technology of scanning, importing, transmitting, organizing, indexing, storing, protecting, searching, retrieving, viewing, printing, preserving, and authenticating documents for document imaging systems, and archives.

Image and document formats, metadata, XML (eXtensible Markup Language), multimedia, rich text, PDF (Portable Document Format), GIS (Geographic Information Systems), CAD (Computer Aided Design), VR (Virtual Reality) and GPS (Global Positioning System) indices, image enabled databases, data visualization, finite element analysis models, animations, molecular models, RAM (Random Access Memory) based SQL (Structured Query Language) databases, knowledge management, data warehousing, records inventories, retention schedules, black and white, grayscale, and color scanning, OCR (Optical Character Recognition), multispectral imaging, audio and video digitizing, destructive (lossy) and non-destructive (lossless) compression, digital signatures and seals, encryption, the three components of vision: resolution, color, and motion, the imaging technology of continuous tone, halftoning, dithering, and pixels, RAID (Redundant Array of Inexpensive Disks) fault tolerance, ECCs (Error Correcting Codes for RAID, CD, and DVD), and mirrored site disaster planning will be discussed. System design issues in hardware, software, networking, ergonomics, and workflow will be covered. Emerging technologies such as the DVD Digital Video Disc, HDTV (High Definition TV), and very high speed Internet, intranet, and extranet links, Internet protocol stacks, and Internet 2 will be presented. The course will include the DVD’s role in completing the convergence of the PC and television, the convergence of telephony, cable, and the Internet, the merging of home and office, the merging of business and entertainment, and the management of the resulting document types.

Can everything be digitized? The course follows Shakespeare through being (or not to be), love, wisdom, knowledge, information, data, bits, and discernable differences (optical disc pits). Many professionals including records managers, librarians, archivists, and compliance officers work with document management issues every day.

While not limited to these professionals, this course builds on the broad range of tools and techniques that exist in these professions. The class content is designed so that students can benefit from each part of the class without fully understanding every technical detail presented. This course is designed for non-technical professionals.

Several system designs will be done based on system requirements provided by the students. System designs are done to provide an understanding of the design process, not to provide guaranteed solutions to specific problems.

There is no hands-on use of scanning equipment. The course is designed to improve the ability of non-technical managers to participate in, and to direct, technical discussions. Instructional techniques include storytelling, iconic objects, and videos. Interaction between students is considered an important part of the learning experience.

The course covers a wide variety of materials and provides a foundation for understanding the many types of document management. However, some people might find the materials presented too broad for their purposes. If, in the course materials, you find a single area of great interest to you, but you have no interest in the other topics, it might be better if you included just a portion of the class in a self-study plan. Because the technology continues to evolve rapidly, and the spread of technology is also occurring rapidly, the course continues to evolve and is different each time it is taught.

Instructor: SteveGilheany@WorldNet.ATT.net, BA Computer Science, MBA, MLS
Specialization in Information Science, CDIA (Certified Document Imaging System Architect), CRM (Certified Records Manager), California Adult Education teaching credential, Sr. Systems Engineer, 25 years of experience in digital document imaging.

Enrollment is limited. Please call the instructor at +1 (310) 937-7000 for questions about the course. Students are encouraged to read the course materials and to speak with the instructor to determine if the course will be suitable for their purposes.

Because there is no charge for making a room reservation, and room costs increase when availability is limited, students are encouraged to make reservations as early as possible. For information on nearby hotels please see: [http://www.cho.ucla.edu/housing/hotels.htm]

The instructor has taught classes similar to this course to document
Imaging users and managers, in legal records management, to librarians and archivists, and to various industry groups. He has worked in digital document management and document imaging for twenty-five years. His experience in the application of document management and document imaging in industry includes: aerospace, banking, manufacturing, natural resources, petroleum refining, transportation, energy, federal, state, and local government, civil engineering, utilities, entertainment, commercial Records centers, archives, non-profit development, education, and administrative, engineering, production, legal, and medical records management. At the same time, he has worked in product management for hypertext, for windows based user interface systems, for computer displays, for engineering drawing, letter size, microform, and color scanning, and for xerographic, photographic, newspaper, engineering drawing, and color printing.

The following is an example of the course materials available at
[http://www.ArchiveBuilders.com/whitepapers/index.html]. There are also several papers that describe various document management topics in prose.

Computer storage requirements for various digitized document types:

1 scanned page (8 1/2 by 11 inches, A4) 3D 50 KiloBytes (KByte)20
(on average, black & white, CCITT G4 compressed)

1 file cabinet (4 drawer) (10,000 pages on average) 3D 500 MegaBytes (MByte)
3D 1 CD (ROM or WORM) 2 file cabinets 3D 10 cubic feet 3D 1,000
MBytes 3D 1
GigaByte (GByte) 10 file cabinets 3D 1 DVD (WORM)

1 box (in inches: 15 1/2 long x 12 wide x 10 deep) (2,500 pages) 3D20
1 file drawer 3D 2 linear feet of files 3D 1 1/4 cubic feet 3D 125
8 boxes 3D 16 linear feet 3D 2 file cabinets 3D 1 GByte

For the 50th the anniversary of the introduction of the first magnetic disk, September 13, 2006, please see:

[http://www.archivebuilders.com/whitepapers/22061.doc] for more details and references.

Steve Gilheany, CRM, CDIA
Contact: SteveGilheany@WorldNet.ATT.com
(310) 937-7000

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