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3 Day UCLA Extension Course in Document Imaging and Document Management: Spring 2006

3 -Three- Day UCLA Extension Course in Document Imaging and Document
Management: Spring 2006

Microsoft has slipped its update to Windows and Office (called 
Vista) to early 2007.  Hooks for document management and workflow 
will be added to both Windows and Office.  We will be talking 
about the general trends these changes represent in document 
management in this Fall's course.

All of the printed class materials are available free on the 
Internet for those who cannot attend the class: 
[http://www.archivebuilders.com/whitepapers/index.html] Also 
available as a customized, on-site course.  All of the materials 
can be downloaded with a single click and then printed with a 
single click.  The materials are in a full text searchable PDF 
file.  All acronyms are spelled out.  You can also download the 
materials as native Microsoft Office files so that you can 
incorporate these materials in your presentations, publications, 
or papers. The course is generally offered every quarter.

Three days (Spring 2006): Friday, May 5, 2006, 8:00 AM to 5:00 
PM, Saturday, May 6, 2006, 8:00 AM to 5:00 PM, and Sunday, May 7, 
2005, 8:00 AM to 5:00 PM at UCLA in Los Angeles.  Please see 
below for a detailed course description. To enroll, visit 
[http://www.UCLAExtension.edu], enter 'document imaging' where 
'enter keyword' appears, and click on the 'search' button. 
Click on first instance of 'view results' on the results screen. 
Then, click on ' Document Imaging and Document Management' The 
course will appear with enrollment instructions, click on the 
'add to my study list' button.  Please be careful to wait until 
Spring 2006 enrollment opens on February 15, 2006.

Please see the website for the course description: 


This course is for managers who have been assigned to manage a 
document imaging system, and must start immediately, but can 
spend three days to study the subject and its background.  This 
course is designed to assist managers to be more effective in 
bringing the immediate and long term benefits of document imaging 
and document management to their organizations and to their 
organizations' clients, customers, and constituents.  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 scanning paper or microfilm 

Document imaging moves the documents from their hard-copy format 
on shelves and in file cabinets to a digital format stored in 
computer based document repositories.  Document management 
organizes scanned documents, paper documents, and born-digital 
documents in their native-format, for compliance with records 
retention requirements, including permanent preservation.

This course provides an understanding of the 
details that there is often no time to review in the rush to 
implement a system.  The course content is intended to be useful 
to students in their professional work for twenty years into the 
future and is also intended to be useful for planning to preserve 
digital documents forever.  The course may be too broad for those 
students seeking to learn a specific software application. 
Students will learn about the technology of scanning, importing, 
transmitting, organizing, indexing, storing, protecting, 
searching, retrieving, viewing, printing, preserving, and 
authenticating documents for document imaging systems, and 

Image and document formats, metadata, XML (eXtensible Markup 
Language), multimedia, rich text, PDF (Portable Document Format), 
GIS (Geographic Information Systems), CAD (Computer Aided 
Design), VR (Virtual Reality) and GPS (Global Positioning System) 
indices, image enabled databases, data visualization, finite 
element analysis models, animations, molecular models, RAM 
(Random Access Memory) based SQL (Structured Query Language) 
databases, knowledge management, data warehousing, records 
inventories, retention schedules, black and white, grayscale, and 
color scanning, OCR (Optical Character Recognition), 
multispectral imaging, audio and video digitizing, destructive 
(lossy) and non-destructive (lossless) compression, digital 
signatures and seals, encryption, the three components of vision: 
resolution, color, and motion, the imaging technology of 
continuous tone, halftoning, dithering, and pixels, RAID 
(Redundant Array of Inexpensive Disks) fault tolerance, ECCs 
(Error Correcting Codes for RAID, CD, and DVD), and mirrored site 
disaster planning will be discussed.  System design issues in 
hardware, software, networking, ergonomics, and workflow will be 
covered. Emerging technologies such as the DVD Digital Video 
Disc, HDTV (High Definition TV), and very high speed Internet, 
intranet, and extranet links, Internet protocol stacks, and 
Internet 2 will be presented.  The course will include the DVD's 
role in completing the convergence of the PC and television, the 
convergence 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.  Can everything 
be digitized?

The course follows Shakespeare through being (or not to be), 
love, wisdom, knowledge, information, data, bits, and discernable 
differences (optical disc pits).  Many professionals including 
records managers, librarians, archivists, and compliance officers 
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.  System designs are done to provide an 
understanding of the design process, not to provide guaranteed 
solutions to specific problems. There is no hands-on use of 
scanning equipment.  The course is designed to improve the 
ability of non-technical managers to participate in, and to 
direct, technical discussions. Instructional techniques include 
storytelling, iconic objects, and videos.  Interaction between 
students is considered an important part of the learning 

The course covers a wide variety of materials and provides a 
foundation for understanding the many types of document 
management.  However, some people might find the materials 
presented too broad for their purposes. If, in the course 
materials, you find a single area of great interest to you, but 
you have no interest in the other topics, it might be better if 
you included just a portion of the class in a self-study plan. 
Because the technology continues to evolve rapidly, and the 
spread of technology is also occurring rapidly, the course 
continues to evolve and is different each time it is taught.

Instructor:  SteveGilheany@WorldNet.ATT.net, BA Computer Science, 
MBA, MLS Specialization in Information Science, CDIA (Certified 
Document Imaging System Architect), CRM (Certified Records 
Manager), California Adult Education teaching credential, Sr. 
Systems Engineer, 25 years of experience in digital document 

Enrollment is limited.  Please call the instructor at +1 (310) 
937-7000 for questions about the course.  Students are encouraged 
to read the course materials and to speak with the instructor to 
determine if the course will be suitable for their purposes.

Because there is no charge for making a room reservation, and 
room costs increase when availability is limited, students are 
encouraged to make reservations as early as possible.  For 
information on nearby hotels please see: 

The instructor has taught classes similar to this course to 
document imaging users and managers, in legal records management, 
to librarians and archivists, and to various industry groups. 
He has worked in digital document management and document imaging 
for twenty-five 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.

The following is an example of the course materials available at 
[http://www.ArchiveBuilders.com/whitepapers/index.html]. 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 1/2 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 = 10 cubic feet = 1,000 MBytes = 1
GigaByte (GByte) 10 file cabinets = 1 DVD (WORM)

1 box (in inches: 15 1/2 long x 12 wide x 10 deep) (2,500 pages) =
1 file drawer = 2 linear feet of files = 1 1/4 cubic feet = 125 MBytes
8 boxes = 16 linear feet = 2 file cabinets = 1 GByte

Steve Gilheany, CRM, CDIA
Contact:  SteveGilheany@WorldNet.ATT.com   http://www.ArchiveBuilders.com
(310) 937-7000