Automating The Work at KSU Rector’s Office : A Case Study on Using an Imaging Database System to Manage and Follow-up Incoming / Outgoing Documents

Abstract

Today, many institutions and organizations are facing serious problem due to the tremendously increasing size of flowing documents, and this problem is further triggering the storage and retrieval problems due to the continuously growing space and efficiency requirements. This problem is becoming more complex with time and the increase in the size and number of documents in an organization; therefore, there is a growing demand to address this problem. This demand and challenge can be met by converting the tremendous amount of paper documents to images using a defined mechanism to enable specialized document imaging people to select the most suitable image type and scanning resolution to use when there is a need for storing documents images. This documents management mechanism, if applied, attempts to solve the problem of the image storage type and size to some extent. In this paper, we present a case study resembling an applied process to manage the documents in King Saud University rector’s office and store them in an imaging database system to make the retrieval of information and various scanned images easier and faster; therefore, we optimize the work process and maximize the efficiency of the KSU rector’s office tasks.