The user is a person authorized to use electronic management AlKhadim
MAIL MANAGEMENT. It has a username and password.
This manual is intended for any person within the company, or outside the company, who is required to
use the system to:
save an incoming/outgoing document
view a folder or subfolder
participate in the processing of documents in your electronic basket, etc.

Dematerialization and electronic management of
document
In our personal lives, we have all been confronted at least once with the search
of an untraceable administrative document. Enterprise-wide, handling volumes
sometimes significant, very quickly access an insurance policy, a technical plan, a
invoice or a supplier delivery note without having to handle paper files, notes
of the feat. When document flow management transforms into an activity of
paper handling, we must act.
The transformation of paper media into digital files, called “dematerialization
», to consult, circulate or share the document is a mutation at the same time
technological, economic and societal (change in mentalities, cultures and uses).

However, mastering document flows thanks to digital technology is a formidable lever for
productivity and efficiency contributing to cost reduction.
The concept of dematerialization
Dematerialization means the “transformation of material information support (medium
paper) into a digital file. The action of dematerializing information in the form of
document is divided into 3 main stages:
Unstore documents from their original location
Open a cardboard box stored in a cupboard or archive room
Open an envelope containing a letter that has just arrived
Retrieve a copy of an outgoing document
Scan the document using a scanner
Optionally repackage the document

EDM is the acronym for Electronic Document Management.
Electronic Document Management refers to a computerized process aimed at organizing and
manage electronic information and documents within an organization. He puts
mainly implementing acquisition, classification, storage and archiving systems
documents. The GED participates in the processes of collaborative work, capitalization and
exchange of information within the company.
First steps under AlKhadim MANAGEMENT
COURRIERS
Concepts and definitions
Entity
An entity is a structure composed of attributes, representing an identifiable component of a
functional domain and potentially in relation to other entities in the domain. (ie:
mail service in a company).
In other words, the entity corresponds to the user's membership in a service.
the company. For example, the “Mail” department or the “Financial Department” etc…
Group
This is a user set. The group to which the user belongs can be compared to
their role and responsibilities in the company.
Example “Employee”, “scanning operator”, “authorized person” etc…This is
level at which access to EDM functionalities is defined.
Example of a business organization. Each user belongs to at least one entity
(primary entity) and roles are assigned to it.

Document/mail and categories
Central element of a GED, the electronic document is the merger of a computer file
and a set of textual data that defines it. We also talk about mail in the idea
that a document leaves a sender and passes to a recipient whose content is the
document to be indexed.

There are several document categories in AlKhadim MAIL MANAGEMENT:
The letters arrived
These letters come from outside to inside the organization
Outgoing letters
These letters go from inside to outside the organization
Internal letters
These letters pass within the organization
Subfolder documents
This is a document with no concept of sender or recipient.
Electronic trash

Structure which groups together documents linked by a state (to be processed, validated, etc.). The trash
electronic is the equivalent of the paper basket or “bannette” present in all
company that receives, ships and transmits paper documents internally. Each
user has a list of trash cans.
Filing plan
A classification plan is the representation in the form of a hierarchy of the organization of
documents. This is the repository used to produce physical classifications (paper or
others).
In electronic use, the classification plan therefore constitutes the representation of
the organization of documents in the system.
In ALKHADIM GESTION DE COURRIERS , it is appropriate to model the existing in a

predefined classification system. We then speak of folder and subfolder, folder, subfolder.
folder and document Below is a general example of a filing plan

The distribution list corresponds to all the users who received the document for
treatment in their trash.
Treatment
Information regarding document processing. For example if it is a letter, a
acknowledgment of receipt or a reply letter could have been sent.
History
List of all actions performed on this document.
Notes
Ability to add and read notes written by users (electronic post-it)
Affair
The document may be linked to a current case (Ex: buyout of company XXX, trial of
YYY).
Folder search (folder isolation)
This feature allows you to isolate a folder independently of the others to which it is
could be attached.

 

Saving a document
This user action is the most structuring in the EDM. In fact, it is at the time of
payment in the GED that the document is “stored” in the system.
While it is sometimes counterproductive to require you to enter 15 metadata (or indexes) for a

current document, certain uses may on the contrary require sets of meta-
important data. The indexes associated with the document must allow:

relevant indexing, which accurately reflects the documents described and that the
users are encouraged to feed

Stages of the life cycle
A life cycle is divided into several stages. These are the different levels by which
will have to pass a document from its introduction until its final fate, according to a policy
well-defined archiving. The stages of the life cycle are therefore associated with the cycle, the
archiving policy and the type of storage area.
They include:
an identifier
a description
an operation
a sequence number
a collection identifier
Furthermore it is necessary to specify whether a step accepts failure, must be complete, and
to optionally indicate which are the pre- and post-processing scripts. The
administration functions allow you to add steps to a cycle, modify the steps
existing and to delete a step which is not linked to any cycle or policy.