Document management systems from current capabilities towards intelligent information retrieval: an overview

Abstract

Documents circulating in paper form are increasingly being substituted by its electronic equivalent in the modern office today so that any stored document can be retrieved whenever needed later on. The office worker is already burdened with information overload, so effective and efficient retrieval facilities become an important factor affecting worker productivity. This paper first reviews the features of current document management systems with varying facilities to manage, store and retrieve either reference to documents or whole documents. Information retrieval databases, groupware products and workflow management systems are presented as developments to handle different needs, together with the underlying concepts of knowledge management. The two problems of worker finiteness and worker ignorance remain outstanding, as they are only partially addressed by the above-mentioned systems. The solution lies in a shift away from pull technology where the user has to actively initiate the request for information towards push technology, where available information is automatically delivered without user intervention. Intelligent information retrieval agents are presented as a solution together with a marketing scenario of how they can be introduced.