Page 473 - Handbook of Modern Telecommunications

4-4 CRC Handbook of Modern Telecommunications, Second Edition

A party (e.g., enterprise) must produce upon proper request any designated documents, including
writings, drawings, graphs, charts, photographs, phone records and other data compilations from
which information can be obtained, translated, if necessary, by the respondent through detection
devices into reasonable usable form.
A document informs and/or entertains. All documents have some type of information, whether per-
tinent or not. Some documents simply entertain. It is hard to find documents that do both.
4.1.1.2 Document Standards
While a Document Management System (DMS) can store any digital object, a typical DMS for an office
application is primarily concerned with the following document types:
1. Microsoft Office: Word, Excel, PowerPoint
2. Scanned document images that typically use Tagged Image File Format (TIFF)
3. Graphic or photographic files that use Joint Photographic Experts Group (JPEG), Graphic
Interchange Format (GIF), and Portable Network Graphics (PNG)
4. Adobe Portable Document Format (PDF)
4.1.1.3 Statistics
The following statistics will stimulate the thinking process for many document managers in enterprises.
• Large companies spend between 7 and 9% of their annual revenue on executing the life cycle of
customer facing documents (invoices, marketing, questionnaires, etc.).
• The largest internal/mail finishing center can require between $20 and $50 million per year to
operate (CapEx [capital expenditures] and Opex [operating expenses]).
• Best-of-class operations can save between 10 and 20% of life-cycle management costs per year,
when optimizing processes, by selecting the right tools and when human resources are well
assigned to processes and tools.
• Each typical business day there are 84 billion e-mails being sent and received worldwide.
• Billion-dollar companies in the United States face an average of 550 lawsuits in a random sample
in last 3–5 years.
• Review costs can range from $1,200 to $2,500 per gigabyte.
• $2 review costs per e-mail.
• 63% of users have not yet analyzed the risks they face from mismanagement of electronic
information.
• The projected size of the e-mail retention market by 2010 is close to $8 billion; up from $800 mil-
lion in 2006.
• Estimated amount of digital information for an average Fortune 2000 company: 160 billion giga-
bytes (2006); 990 billion gigabytes (2010)

4.1.2 Document Life Cycle
The concept of document life cycle recognizes the varying aspects of documents regardless of whether
they are presented in paper or digital form. Using a document life cycle to frame a document strategy
recognizes the fact that no single medium can satisfy all life cycle requirements for every document
application. Paper and electronic formats each have distinctive strengths and limitations.
Descriptions may vary according to specific perspectives, but most document processes include, as
separate but linked steps, the creation, distribution, and archiving of a specific document. Ideally, all
of these activities are managed in some way that assures quality and security. And even more ideally,
somewhere between the receipt and the archiving of the document, the process is refreshed via some
kind of analytics or business intelligence tools. The updating of customer information serves to extend
the life of the document into the next go-around so that the process is dynamic and continuous.