Funkcionalnosti in uporaba dokumentnega sistema v praksi

Nagovnak Gradišnik, Jan

| | SLO | ENG | Cookies and privacy

Bigger font | Smaller font

First page > Show document

Show document

Title:	Funkcionalnosti in uporaba dokumentnega sistema v praksi
Authors:	ID Nagovnak Gradišnik, Jan (Author) ID Sternad Zabukovšek, Simona (Mentor) More about this mentor...
Files:	MAG_Nagovnak_Gradisnik_Jan_2025.pdf (3,21 MB) MD5: 8A41CA30A86799039B0CEE2368B63E4E
Language:	Slovenian
Work type:	Master's thesis/paper
Typology:	2.09 - Master's Thesis
Organization:	EPF - Faculty of Business and Economics
Abstract:	Digitalna preobrazba poslovnih procesov je v zadnjih letih bistveno vplivala na način upravljanja z dokumentacijo. Podjetja se zaradi vse večje količine informacij, zakonskih zahtev in potrebe po varnosti, hitrosti in preglednosti odločajo za implementacijo dokumentnih sistemov (DMS), ki omogočajo učinkovito elektronsko upravljanje poslovne dokumentacije. Magistrska naloga celostno obravnava ključne funkcionalnosti DMS ter skozi praktičen projekt predstavi kompleksnost digitalizacije fizičnega arhiva, s poudarkom na opremljanju dokumentov z metapodatki, klasifikacijskih pravilih in končnem vključevanju dokumentov v elektronski arhiv. V teoretičnem delu so predstavljene glavne značilnosti DMS, kot so klasifikacija dokumentov, uporaba strukturiranih metapodatkov, verzijsko sledenje, pravice dostopa, iskalni mehanizmi, povezljivost z drugimi informacijskimi sistemi ter tehnološke možnosti različnih arhitektur (lokalne, oblačne in hibridne rešitve). Poseben poudarek je namenjen pomenu standardiziranega vnosa metapodatkov in njihove vloge pri dolgotrajni hrambi, hitrem iskanju in zagotavljanju skladnosti s predpisi. V nadaljevanju je prikazana tudi tehnična podlaga sistemov, kot so baze podatkov, API-ji, mehanizmi indeksiranja ter uporaba OCR-tehnologije za prepoznavanje besedila na digitaliziranih dokumentih. Praktični del naloge temelji na izvedenem projektu masovnega skeniranja za naročnika, pri čemer je bil cilj zmanjšati fizični arhiv in omogočiti lažje ter hitrejše iskanje dokumentacije. Arhiv je obsegal več kot tisoč rednikov, razdeljenih na štiri vsebinske sklope. Projekt je zajemal pripravo fizičnega prostora, prevzem dokumentacije, skeniranje z uporabo profesionalnih skenerjev, avtomatski in ročni zajem metapodatkov ter prenos v elektronski arhiv. Za opremljanje dokumentov je bila uporabljena specializirana programska oprema, pri čemer je sistem omogočal učenje na podlagi preteklih dokumentov (t. i. šablone), kar je pospešilo proces opremljanja. Med izvajanjem projekta so se pojavile številne tehnične, organizacijske in vsebinske težave. Med ključne izzive sodijo napake na skenerjih zaradi obrabljenosti papirja in umazanije, neustrezna usposobljenost kadra za delo z dokumenti ter težave pri razumevanju vsebine. Slednje so se rešile z dodatnimi validacijskimi postopki in okrepljenim sodelovanjem z naročnikom. Poleg tega so bila v procesu upoštevana pravila informacijske varnosti, zlasti pri nastavitvah dostopnih pravic, ki so bile definirane na ravni klasifikacijskih znakov in povezane z aktivnimi imeniki uporabnikov. Rezultati projekta kažejo, da premišljen pristop, ustrezna tehnična rešitev in jasno postavljeni procesi pripomorejo k uspešni transformaciji fizičnega arhiva v elektronsko obliko. S tem se izboljšata preglednost nad dokumentacijo in učinkovitost zaposlenih, hkrati pa se dolgoročno znižujejo stroški upravljanja z dokumenti. Pridobljene izkušnje nudijo dobro osnovo za nadaljnje projekte digitalizacije tudi v drugih organizacijah.
Keywords:	Dokumentni sistem (DMS), digitalizacija dokumentov, masovno arhiviranje, metapodatki, klasifikacijski načrt, elektronski arhiv, optično prepoznavanje znakov (OCR), iskanje po vsebini, pravice dostopa, verzijsko sledenje, integracija podatkov, proces obdelave dokumentov, avtomatska klasifikacija, dolgoročna hramba, informacijska varnost.
Place of publishing:	Maribor
Publisher:	J. Nagovnak Gradišnik]
Year of publishing:	2025
PID:	20.500.12556/DKUM-95187
UDC:	004.6:005.92
COBISS.SI-ID:	252015107
Publication date in DKUM:	07.10.2025
Views:	0
Downloads:	9
Metadata:
Categories:	EPF
:	Copy citation

Average score:	(0 votes)
Your score:	Voting is allowed only for logged in users.
Share:

Hover the mouse pointer over a document title to show the abstract or click on the title to get all document metadata.

Licences

License:	CC BY-NC-ND 4.0, Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International

Link:	http://creativecommons.org/licenses/by-nc-nd/4.0/
Description:	The most restrictive Creative Commons license. This only allows people to download and share the work for no commercial gain and for no other purposes.
Licensing start date:	08.09.2025

Secondary language

Language:	English
Title:	Functionalities and use of the document system in practice
Abstract:	The digital transformation of business processes has significantly influenced how organizations manage their documentation. Due to the increasing volume of information, regulatory requirements, and the need for security, speed, and transparency, companies are increasingly implementing Document Management Systems (DMS) to enable efficient electronic handling of business records. This master's thesis presents the key functionalities of DMS and, through a practical case study, analyzes the complexity of digitizing a physical archive, with a focus on metadata tagging, classification rules, and final integration into an electronic archive. The theoretical part introduces the core components of DMS, such as document classification, use of structured metadata, version control, access rights management, search mechanisms, integration with other information systems, and the technological aspects of different system architectures (on-premise, cloud, and hybrid solutions). Special attention is given to the importance of standardized metadata input and its role in long-term preservation, rapid retrieval, and compliance with legal regulations. Technical foundations are also presented, including databases, APIs, indexing mechanisms, and the use of OCR technology for extracting text from scanned documents. The practical part is based on a large-scale scanning project carried out for a client, aimed at reducing the physical archive and enabling easier and faster document retrieval. The archive contained more than a thousand physical binders divided into four content categories. The project covered the preparation of physical infrastructure, transportation and document intake, scanning using professional scanners, automatic and manual metadata tagging, and the export of documents into the electronic archive. A specialized application was used for metadata assignment, which employed template-based learning from previous documents to streamline the process. Throughout the project, several technical, organizational, and content-related challenges emerged. Key issues included scanner errors caused by worn or dusty documents, lack of properly trained staff for document handling, and difficulties in understanding document content. These were mitigated through additional validation procedures and close collaboration with the client. Furthermore, information security was ensured by assigning access rights at the classification level, linked to user groups via Active Directory. The results show that a well-planned approach, suitable technical infrastructure, and clearly defined processes significantly contribute to a successful transformation from physical to digital document management. This improves the overall transparency and efficiency of employees while also reducing long-term operational costs. The experience gained through the project serves as a strong foundation for similar digitization efforts in other organizations.
Keywords:	Document Management System (DMS), document digitization, mass archiving, metadata, classification scheme, electronic archive, Optical Character Recognition (OCR), full-text search, access rights, version control, data integration, document processing, automated classification, long-term retention, information security.

Comments

Leave comment

You must log in to leave a comment.

Comments (0)

0 - 0 / 0

There are no comments!

Back