3 Day UCLA Extension Course in Document Imaging and Document Management,

[Stephen J. Gilheany]

*****
3 Day UCLA Extension Course in Document Imaging and Document Management,
Fall 1998
*****
At UCLA, Three days, Thursday, October  1, 3:30 PM to 10 PM, Friday,
October  2, 3:30 PM to 10 PM, and Saturday, October  3, 9 AM to 5 PM, 1998.
Room 207 Extension Lindbrook Center Building $395 Reg#B6379B 814.14 (310)
825-9971 to register by phone. Page 83 of the UCLA Extension Fall 1998
Catalog. www.UnEx.UCLA.edu

This course is for managers who have been assigned to manage a document
imaging system or digital library, and must start immediately.  Students
will gain an understanding of how document imaging can be used and managed
in both small and large scale organizations.  Document imaging is the
process of taking documents out of file cabinets, and off shelves, and
storing them in a computer.  This course provides an understanding of the
details that there is often no time to review in the rush to implement a
system.  Students will learn about the technology of scanning, importing,
transmitting, organizing, indexing, storing, protecting, locating,
retrieving, viewing, printing, and preserving documents for document
imaging systems and digital libraries.  Image and document formats,
metadata, multimedia, rich text, PDF (Portable Document Format), GIS
(Geographic Information Systems), CAD (Computer Aided Design), virtual
reality indices, and image enabled databases will be discussed.  System
design issues in hardware, software, ergonomics, and workflow will be
covered.  Emerging technologies such as the DVD Digital Video Disk and very
high speed Internet, intranet, and extranet links and protocols will be
discussed.  The course will include the DVD's role in completing the
merging to the PC and television, the merging of telephony, cable, and the
Internet, the merging of home and office, the merging of business and
entertainment, and the management of the resulting document types. Many
professionals including records managers, librarians, and archivists work
with document management issues every day.  While not limited to these
professionals, this course builds on the broad range of tools and
techniques that exist in these professions.  The class content is designed
so that students can benefit from each part of the class without fully
understanding every technical detail presented.  This course is designed
for non-technical professionals.  Several system designs will be done based
on system requirements provided by the students.  

Many of the instruction materials are available free at
www.ArchiveBuilders.com. (The materials are updated from time to time,
please check for new version numbers.)

The DVD Digital Video Disk segment of the course will also be taught as a
separate UCLA Extension course, Reg# B6378B, 814.15, At UCLA, One day,
Saturday, November 7, 1998, 9 AM to 5 PM.  Room G33W UCLA Extension
Building $195. (310) 825-9971 to register by phone.  Page 83 of the UCLA
Extension Fall 1998 Catalog. www.UnEx.UCLA.edu

Instructor:  SteveGilheany at ArchiveBuilders.com, BA CS, MBA, MLS
Specialization in Information Science, CDIA (Certified Document Imaging
System Architect), CRM (Certified Records Manager), AIIM MIT and LIT, Sr.
Systems Engineer, ArchiveBuilders.com. (310) 937-7000, Fax: (310) 937-7001.

Overnight accommodations: on/next to campus: UCLA Guest House (310)
825-2923 Single/Double $84/$89, UCLA Tiverton House (310) 794-0151 $84/89,
Hilgard House (310) 208-3945 $94/$99 (UCLA rate); near campus, shuttle to
UCLA: Summit Hotel Bel Air (310) 476-6571 $105 (UCLA rate), Brentwood
Holiday Inn (310) 476-6411 $99 (UCLA rate), Westwood Doubletree (310)
475-8711 $102/$112 (UCLA rate) rates subject to change without notice
please see www.UnEx.UCLA.edu for updates.

The Instructor has taught classes similar to this course to document
imaging users and managers, to digital projects librarians in Singapore, in
legal records management, and to various industry groups.  He has worked in
digital document management and document imaging for seventeen years.  His
experience in the application of document management and document imaging
in industry includes:  aerospace, banking, manufacturing, natural
resources, petroleum refining, transportation, energy, federal, state, and
local government, civil engineering, utilities, entertainment, commercial
records centers, archives, non-profit development, education, and
administrative, engineering, production, legal, and medical records
management.  At the same time, he has worked in product management for
hypertext, for windows based user interface systems, for computer displays,
for engineering drawing, letter size, microform, and color scanning, and
for xerographic, photographic, newspaper, engineering drawing, and color
printing.

In addition, the instructor has nine years of experience in data center
operations and database and computer communications systems design,
programming, testing, and software configuration management.  He has an MLS
Specialization in Information Science and an MBA with a concentration in
Computer and Information Systems from UCLA, a California Adult Education
teaching credential, and a BA in Computer Science from the University of
Wisconsin at Madison.  His industry certifications include:  the CDIA
(Certified Document Imaging System Architect), the AIIM Master (MIT), and
AIIM Laureate (LIT), of Information Technologies (from AIIM International,
the Association of Information and Image Management, www.AIIM.org), and the
CRM (Certified Records Manager) (from the ICRM, the Institute of Certified
Records Managers, an affiliate of ARMA International, the Association of
Records Managers and Administrators, www.ARMA.org).V66

The following is an example of the materials available at
www.ArchiveBuilders.com.  There are also several papers that describe
various document management topics in prose.

Computer storage requirements for various digitized document types.

1 scanned page (8 ½ by 11 inches, A4) = 50 KiloBytes (KByte) (on average,
black & white, CCITT G4 compressed)

1 file cabinet (4 drawer) (10,000 pages on average) = 500 MegaBytes (MByte)
= 1 CD (ROM or WORM)

2 file cabinets = 1,000 MBytes = 1 GigaByte (GByte);   10 file cabinets = 1
DVD (WORM) (see below)

2,000 file cabinets = 1,000 GigaBytes = 1 TeraByte (TByte);   2,000 file
cabinets = 200 DVDs

1 box (in inches: 12 wide x 15 long x 9.5 deep) (2,500 pages) = 1 file
drawer = 2 linear feet of files = 125 Mbytes

8 boxes = 16 linear feet = 2 file cabinets = 1 GByte;   8,000  boxes =
16,000  linear feet = 1,000 GBytes = 1 Tbyte

1 E size drawing (48 inches by 36 inches) = 16 letter size pages (8 ½ by 11
inches, A4) = 800 KBytes

D size = 8 letter size pages; C size = 4 pages; B size = 2 pages; A size =
1 page; new E size = 44 in. x 34 in. (Scanners have to accommodate the old
E size of 48 in. x 36 in.),  (A0 size is the ISO metric size equivalent
nomenclature for E size), D size (metric A1 size) = 34 in  x 22 in (old D
size = 36 in x 24 in), C size (A2) = 22 x 17 (24 x 18), B size (A3) = 11 x
17 (12 x 18), A size (A4) = 8 ½ x 11 (9 x 12) [105 mm microfiche is the
metric A6 size];  F size = 28 x 40, Roll sizes:  G size = 11 x 22 ½ to 11 x
90, H size = 28 x 44 to 28 x 143, J size = 34 x 56 to 34 x 176, K size = 40
x 56 to 40 x 143;  Newspapers: A double truck (center fold) full broadsheet
is 24 in x 36 in, equivalent to an old D size drawing.

1 check (2 sided) (remittance) = 50 KBytes per item, 25 KBytes (1 sided),
less if no patterns are present

1 credit card receipt (long: 3.5 x 6.5 inches, 2 sided) (remittance) =
35KBytes, (short: 3.5 x 4.75 in., 2 sided) = 25KBytes

1 library book (average, scanned in black and white) = 10 MBytes;   50
books = 500 MBytes = 1 CD;   100 books = 1 GByte

1 roll of 16 mm microfilm (100 ft) = 2,500  letter size images = 1 box = 1
file cabinet drawer = 125 Mbytes

1 roll of 35 mm microfilm (100 ft) = 5,000 letter size images (or letter
size image equivalents) = 250 Mbytes

1 microfiche (105 mm film) = 100 letter size images = 5 MBytes (average);  
200 fiche = 20,000 images = 1 GByte

NB: In many record series, each microfiche contain only a few images
because each fiche represents a single record in the series (e.g. one fiche
per person in a personnel record series).  In this case filming breaks on
records, rather than being continuous.  To a lesser extent this is also
true for roll film.  In these cases, the amount of storage required depends
on the number of images on the film, not the number of microfiche or the
number of rolls of film.

Scanned aperture card images require the same storage as the document or
drawing in the aperture.

1 hour of compressed color video = 2 GigaBytes (DVD, MPEG 2) (image quality
dependent)

1 hour of audio = 10 MBytes (dictation, answering machine) to 500 MBytes (a
CD holds 74 minutes of music)

1 color picture = 10 KBytes (thumbnail) to 5 MBytes (for each of 100 photos
on a 500 MByte photo CD)

The size of compressed file depends on the resolution (DPI: Dots Per Inch)
and the detail (information) in the photograph.  The detail in a photograph
is dependent on the size of the negative and the quality of the film and
the camera and lens (It is not related to the print size unless the print
is smaller than the negative).  The resolution of the scan should be chosen
to match the detail of the photograph.  For most cameras, films, and
formats 35mm and smaller, the 5 MByte Photo CD format (3072 by 2048 pixels)
captures all the information in the image.  Note that this is in dots per
image rather than dots per inch.  Displays are also given in dots per image
(H x V: 1024x768). 

1 Chest X-ray (14 x 17 inches) = 1 MegaByte: 150 DPI (Dots Per Inch), 12
bits (compressed).

12 bits per pixel provide 4,096 shades of grey.   (Wavlet compression,
lossless mode, has FDA 510(k) approval.) // (150 DPI, 12 bit images are
recommended by the American College of Radiology for primary reads.)  // 14
x 17 Chest X-ray = 200 KiloBytes  (For secondary reads: wavlet compression,
lossy mode, has FDA 510(k) approval.)

1 Byte (B) (Common usage) = 8 bits (b) = 1 character (Byte & bit are best
spelled out.);  1 Unicode Byte = 16 bits = 1 character

	1,000 Bytes =~ (~ about) 1 KiloByte (exactly 1,024 Bytes = 2**10 = 2 to
the 10th power); 1,000 KBytes =~ 1 MegaByte (exactly 1,024 KBytes =
1,048,576 Bytes = 2**20 = 2 to the 20th power); 1,000 MBytes =~ 1 GigaByte;
 1,000 GBytes =~ 1 TeraByte;   1,000 TBytes =~ 1 PetaByte;   1,000 PBytes
=~ 1 ExaByte;   1,000 EBytes =~ 1 ZettaByte;   1,000 ZBytes =~ 1 YottaByte
(YByte).

1/1,000 second = 1 millisecond (ms); 1/1,000 ms = 1 microsecond (us) (u is
substituted for the Greek letter mu), 1/1,000 us = 1 nanosecond (ns);
1/1,000 ns = 1 picosecond (ps); 1/1,000 ps = 1 femtosecond (fs); 1/1,000 fs
= 1 attosecond (as); 1/1,000 as = 1 zeptosecond (zs); 1/1,000 zs = 1
yoktosecond (ys)

1 Hertz = 1 cycle per second (e.g. 1 clock cycle in a computer which
corresponds roughly to 1 instruction execution.).  A 1,000 cycle per second
signal or action is called a 1 KiloHertz signal or action  (a 1 KHz
signal), each cycle of such a signal is a millisecond long (KHz:ms:10** +&-
3) 1,000 KHz = 1 MegaHertz (KHz:ms:3) (MHz::us:6) (GHz:ns:9) (THz:ps:12)
(PHz:fs:15) (EHz:as:18) (ZHz:zs:21) (YHz:ys:24)  Because light travels
about 300 MegaMeters (MM) in 1 second and has a wavelength of about 400 nM
for blue light (about 700 nM for red light), the frequency of light is
about 750 THz for blue light ( about 430 THz for red light).  This is
because speed (e.g.: C, the speed of light, which is a constant)  =
wavelength  X  frequency.

Modem = 28.8 Kbit per second = 2 pages per minute (about ~ US$30.00 per
month for a standard phone line)

ISDN (1 voice channel) = 56 Kbit per second = 5 pages per minute (~
US$50.00 per month) (ISDN charge)

Cable (TV) modem =~ 500 Kbits per second = 1 page per second (about ~
US$50.00 per month)

T1 (24 voice channels) = 1.544 Mbit (Megabit) per second = 3 pages per
second (~ US$1,000.00 per month)

Ethernet (CSMA/CD) = 1 Mbit per second (effective) or 10 Mbit per second
(nominal) = 2 pages per second
OC3 ATM (Optical Carrier, Asynchronous Transfer Mode) = 155 Mbit per second
= 300 pages per second

OC192 (SONET:  Synchronous Optical NETwork fiber) = 10 Gbit / second =
20,000 pages (2 file cabinets) / sec.

Dense Wavelength Division Multiplexing (DWDM) with OC192 = 320 Gigabits /
second = 64 file cabinets / sec.

Optical carrier frequency (1,300 nm) = 230 THz (about 20,000 cycles used
for every OC192 bit transmitted)

1 DVD (commonly Digital Video Disk) (same physical size as a CD ROM) =  7.9
 GByte (WORM) (10 file cabinets)

DVD WORM: (Write Once, Read Many) (2 sided, 1 layer per side) 7.9 GByte
(3.95 GBytes per side) DVD RW: (overwrite, ReWrite) (2 sided, 1 layer per
side) 5.2 GByte; DVD ROM (Read Only Memory) (2 sided, 2 layers / side) 17
GBytes.  Multimedia: 5 channel (theater quality surround sound) (5.1, Dolby
AC-3) / 96 KHz audio / 24 bit audio, 8 languages tracks, 32 subtitle
tracks, and about 135 minutes (long enough to accommodate 94% of all
movies) of high quality video (720 horizontal lines) on each of 4 layers. 
DVDs support runtime editing so that all ratings of a movie are on the same
DVD;  'R' rated scenes can be skipped as the DVD is played.  The file
format is ISO 13346 UDF (Universal Disk Format) which harmonizes all CD
recording standards including, ISO 9660.  A future technology, 3rd
generation blue lasers [sort of a blue light special, blue light has a
wavelength about half that of red light.], should yield a 40 GigaByte DVD
ROM for HDTV.

1 pulp tree (loblolly pine) = 1/10th cord of wood = 10,000 pages = 1 File
Cabinet = 4 boxes = 1/2 GigaByte = 1 CD.  1 lumber tree (20 inch diameter,
110 ft tall, 50 years old) = 1 cord = 10 pulp trees (8 in. dia., 50 ft
tall, 20 yrs old) =   1 cord = 4 ft x 4 ft x 8 ft = 128 cubic feet as
stacked for storage (75 cubic feet of wood) = 100,000 pages = 5 GigaBytes

1 wordprocessor or OCR'ed (Optical Character Recognition) page = 5 KBytes
(all pages listed above are scanned pages)

1 compressed page of COLD (Computer Output to Laser Disk) or COOL (Computer
Output On-Line) (including index) = 2 KBytes for letter size statements, 4
KBytes for 11 x 14 inch fanfolded greenbar computer sheet, 10 KBytes for
All Points Addressable (APA) pages such as IBM AFP (Advanced Function
Printing) and Xerox Metafont.

Minimum commercial scanning cost for backfile conversion (more than 1
million pages) = about ~ 5 US cents per page