CST1605 Document Management
Instructional Guide

Assignment
Begin: Your fifteen (15) documented help desk hours. (General Lab)
Assignment
Read: "Forward and Preface" of the textbook.
Objective:  Define the rationale for the textbook: Document Management for the Enterprise: Principles, Techniques, and Applications.

Assignment
Read: "The Transition to Enterprise Document Management", Chapter 1 of the textbook.
Objective: 
  • Define document.
  • Describe document management.
  • List the layers of document management.

Assignment
Read: "Overcoming Obstacles to Effective Document Management", Chapter 2 of the textbook.
Objective: 
  • List the obstacles to document management engineering.
  • Describe organizational considerations.
  • Describe technological considerations.
  • Describe records management considerations.

Assignment
Read: "Planning for Enterprise Document Engineering", Chapter 3 of the textbook.
Objective: 
  • Define the context, goal, objectives, and scope of document management.
  • List the phases of the Sutton Document Engineering Life-Cycle.

Lab 1605-1
  1. Decide on an organization to use for all of your labs in this course.  This organization could be several things.  It could be a business where you once worked or currently are working.  It could a home business.  It could be part of a volunteer organization that you are a member of.  Think of an area in the business that could benefit by using a Electronic Data Management System (EDMS).
  2. Using the organization above, write a one page document defining the goal, objectives, and scope of your proposed document management system for this organization. This is the beginning of your 'Document Management Policy'.  Content for this paper should come from knowledge and ideas learned from reading the textbook.  Approximate length should be 1 page typed.
  3. Write a one page document discussing some of the obstacles involved and solutions to overcome them. This is the beginning of your 'Document Management Plan'.  Content for this paper should come from knowledge and ideas learned from reading the textbook.    Approximate length should be 1 page typed.
  4. When writing these papers write them as if you are presenting a proposal to your supervisor or manager.  Show a level of professionalism in your writing and content.  All papers need to be typed and neatly formatted, spell and grammar checked.  You are selling yourself as well as your idea.  You are trying to sell your idea to your supervisor or manager to turn your idea into a company project.  Turn in these two pages as Lab 1605-1.
Assignment
Read: "Creating Policies and Roles for Document Management", Chapter 4 of the textbook.
Objective: 
  • Describe the relationship between policy and document management.
  • List the roles of the document engineer.

Assignment
Read: "Defining the Document Management Architecture", Chapter 5 of the textbook.
Objective: 
  • Describe enterprise document management architecture and vocabulary.
  • List and describe the different z-base managers.

Lab 1605-2
  1. Write an engineering plan using the Sutton Enterprise Document Engineering Life-Cycle phases. This is your 'Document Management Engineering Plan'.
    1. Define Documents
    2. Analyze Documents
    3. Safeguard Documents
    4. Retire Documents
    5. Originate Documents
    6. Promulgate Documents
  2. Revise your Document Management Policy to utilize the elements of the Enterprise Document Management Policy. This is the revised 'Document Management Policy'. You will already have a paper to start from, since you did the first iteration of this paper in lab 1605-1.
    1. Purpose
    2. Objective
    3. Definitions
    4. Scope
    5. Rules of Conduct
    6. Authority
    7. Review and Update
  3. Turn in these two papers as Lab 1605-2.
Assignment
Read: "Developing the Conceptual Model", Chapter 6 of the textbook.
Objective: 
  • Describe the records center model.
  • Describe the client model.
  • Develop a conceptual model.

Assignment
Read: "Developing the Logical Model", Chapter 7 of the textbook.
Objective: 
  • Identify the functional requirements for the logical model.
  • Develop a logical model.

Assignment
Read: "Developing the Physical Model", Chapter 8 of the textbook.
Objective: 
  • Identify the functional requirements for the physical model.
  • Develop a physical model.

Lab 1605-3
  • Write a one page paper describing the conceptual model for your Document Management System.
  • Write a one page paper describing the logical model for your Document Management System.
  • Write a one page paper describing the physical model for your Document Management System.
  • Turn in these three papers as Lab 1605-3. Attach any sample documents you want reviewed.
Assignment
Read: "Organizing the Document Engineering Project", Chapter 9 of the textbook.
Objective: 
  • Describe the training and support requirements of a document management system.
  • Describe legacy document conversion solutions.
  • Describe the importance of promoting an electronic records culture.
  • Develop a training, support, and document conversion solution.

Assignment
Read: "Building the Business Case", Chapter 10 of the textbook.
Objective: 
  • Describe the measurement methods used to justify a document management system.
  • Build a business case for a document management system.

Assignment
Read: "Managing the Document Engineering Project", Chapter 11 of the textbook.
Objective: 
  • Describe the document management system action plan.
  • List the types of risks associated with a document management system.
  • Develop an action plan.

Lab 1605-4
  1. Write a document that builds a business case for your document management system. This is your 'Business Analysis'.
  2. Starting with your original Document Management Plan, incorporate an action plan with roles, responsibilities, reporting, and risk analysis. This is your new 'Document Management Plan'.
  3. Turn in these two papers as Lab 1605-4. Attach any other documents you want reviewed or re-evaluated.

Course Completion

The following must be turned in to receive credit for the course:
All four (4) labs have been turned in and have received satisfactory feedback.
Fifteen (15) documented help desk hours. (General Lab)