focus_on_informatics

free software license – лицензия открытого программного обеспечения

freeware software –бесплатное программное обеспечение

GNU (Not Unix) Project – проект по свободному распространению программного обеспечения

GUI applications – приложения графического интерфейса пользователя

hashtable – хеш-таблица

hinder – затруднять, препятствовать

IDE (integrated development environment) – интегрированная среда разработки

IETF (Internet Engineering Task Force) – Специальная комиссия интер-

нет-разработок

intellectual property and сopyright infringement – посягательство на интеллектуальную собственность и нарушение авторских прав

mining – горное дело

Mozilla Foundation – некоммерческая организация, созданная для поддержки и руководства проектом Mozilla

niche industry – отрасль, занимающая определенный сегмент рын-

ка

OEM (Original Equipment Manufacturer) license – лицензия изготови-

теля

quicksort –быстрая сортировка

sharewaresoftware – условно бесплатное программное обеспечение

spur – подстегнуть

underlying computer programming concepts – базовые понятия в про-

граммировании

underlying software – базовое / основное программное обеспечение

W3C(WorldWideWebConsortium)–КонсорциумВсемирнойпаутины

Exercises:

1.Without referring back to the article, can you remember in what context the following names of people and organizations were mentioned:

a.Larry Ellison

b.Bill Gates

c.Mozilla Foundation

d.World Wide Web Consortium

e.Emacs

f.Electronic Arts

2.Look back at the text. Find the words that mean:

1)causing disagreement or discussion (paragraph 2)

2)an action that breaks a rule, a law, etc. (paragraph 2)

3)something thathas its own independent existence (paragraph 6)

4)resulting in or likely to result in a profit or advantage (paragraph 7)

5)to suggest or think of an idea or plan (paragraph8)

3. Topics for discussion:

1)What rights does thesoftware’s licensegive to the user?

2)Is there any difference between freeware software and shareware software?

3)Is there a controversy over software patents in the software industry?

4)What kind of environments is necessary to create software?

5)How can wecall a person whocreates software?

6)Does software have its own niche industry?

7)Is software industry profitable?

4. Whichof these statements are true?Correct the falseones:

1) There is no software which comes with a free software license.

2)There is a controversy over software patents in the software industry.

3)Design and implementation of software depends on the complexity of the software.

4)Microsoft Word software and Microsoft Notepad have differences in functionalities.

5)Windows Forms library is used for designing enterprise applications.

6)Windows Communication Foundation is used for designing web services.

7)Software industry is made up of different entities and peoples that producesoftware.

8)Larry Ellison is the founder of Microsoft.

Text 12.Document ManagementSoftware (DMS)

Part 1

In the knowledge economy, data and information are extremely valuable. Having robust data management systems, such as document management software (DMS), can help companies use that information and knowledge to its fullest potential. Leading productivity specialist K.J. McCorry, author of “Organize Your Work Day in No Time”, shows how companies can improve data management, increase data efficiencies, and decrease paper consumption as well.

Document Management Software (DMS) systems are not only for large companies. Even with smaller offices, DMS systems can effectively help companies collaborate on documents that need modification and/or tracking. Although organizing the shared drive with an electronic file hierarchy structure and establishing guidelines on document naming conventions can be effective, it does require more work to manage and maintain.

Understanding key benefits of a DMS system, along with choosing a product carefully, will begin the process of implementing a DMS system. Next, it will be important to develop a strong plan that engages employees to use the system effectively.

The Benefits of Document Management Software

DMS systems have more robust functions of input, storage, search and access of data than the mere file management tools that come on computers such as Windows Explorer. DMS systems allow users to find data not only through a file hierarchy structure. These systems have additional information related to a document such as keywords, categorization, and indexing which makes searching and finding data much easier. It also compresses data so that it has the ability to store significant amounts of documents in a smaller amount of space, increasing server efficiency. DMS systems also have autoarchive and autodelete functionalities that make adhering to record retention and complianceguidelines instantaneous.

DMS systems also increase document sharing functionality within an organization. These systems can be located on a server or through the intranet or Internet. This is particularly useful as organizations have multiple locations and increase remote workers internationally. No longer do employees have to rely on their server or hard drive to access data but can have it centrally located. It can essentially be accessed quickly anywhere, on any computer system, within that moment the information is needed. According to the Communication Industry Trends Survey of 2007, many firms are increasing their accessibility of electronic documents with more than 50 percent making more than half of their documents available over the Internet through DMSsystems.

Although the cost of DMSes can be pricy, paper management costs money, too. Paper management not only includes the price of paper but all the activities that go along with paper management including printing, filing, organizing, and disposal. A study done by Coopers & Lybrand estimated the cost of paper management to be about $50 per document. Another study found that more than $120 in labor is spent just to search for misfiled documents. All of that adds up when you have millions of records and documents to manage. It’s estimated that by installing DMS software, an organization can save an average of 500,000 pages of paper. Using a DMS system usually can prove to be a significantly better return on investment in data and knowledge management along with reducing paperand printing costs.

Considerations in Choosing or Upgrading to a DMS

Hundreds of DMS systems are currently on the market. Although the basic functionality is similar, it is important to consider multiple factors before choosing or upgrading to a DMS system. These items are important because it will inherently affect the use and trust employees have on a DMS system. Em-

ployees who trust the DMS system to save, retrieve, and manage documentation easily, quickly, and reliably will be more apt to use and adopt the system. Some DMS systems were designed with a focus on an industry or profession. These DMS systems have additional features and functionality specifically related to that industry. Other DMSes are more broad-based and can be used with any profession and/or industry andcustomized accordingly.

Glossary

DMS (Document Management Software) – система управления доку-

ментами (документооборотом)

adhere – придерживаться

apt – подходящий, соответствующий, способный, склонный

broad-based system – системаширокого назначения

collaborate (on) – совместно работать (над)

compliance – соответствие (техническим условиям, сертификату и т.п.)

dcrease – уменьшать, снижать

disposal – устранение, избавление

engage – обязывать, заставлять, вовлекать, уговаривать, понуждать

ensure – гарантировать, обеспечивать

establish guidelines–устанавливатьобщеенаправление; даватьуказания

estimate – оценивать, приблизительно подсчитывать

implement – обеспечивать выполнение, осуществлять

inherently affect – затрагивать самуоснову чего-л.

instantaneous – мгновенный, незамедлительный

knowledge economy – экономика знаний, информационная экономика (по аналогии с knowledge society – постиндустриальное информационное общество (по Д. Беллу: общество, в котором знания являются основным ресурсом влияния; в таком обществе центры власти перемещаются в университеты))

maintain – поддерживать, сохранять, обслуживать

mere –простой, неболеечем, всего лишь

modification – изменение, видоизменение, модификация

naming conventions – договоренность о присвоении имен

paper consumption– расход бумаги

related to – зависящий (от), относящийся (к)

remote worker – дистанционный сотрудник (работающий вне офиса с использованием электронных средств связи)

retention – сохранение

retrieve – информ. извлекать (хранимую) информацию

return on investment – рентабельность инвестиций

robust – крепкий, сильный, здравый, ясный

shared drive – совместно используемый накопитель данных

storage – память, запоминающее устройство

track – отслеживать

Exercises:

1. Lookback at thetext. Find the words which mean:

1) occurring or done very quickly, in an instant (paragraph 4)

2)getting rid of something (paragraph 6)

3)designed or made according to customer’s requirements (paragraph 7)

2. Answer thequestions:

1)What is the key to success in the knowledge economy?

2)What is DocumentManagement Software?

3)What are the benefits of using a Document Management Software system?

4)In what way does a DMS system differ from ordinary file management tools?

5)Why is it important tochoose a DMS carefully?

3. Whichof these statements are true?Correct the falseones:

1)Dealing with paper documents may be not as convenient as using a DMSsystem, but it is definitely muchcheaper.

2)Though extremely useful for large companies, Document Management Software is an unjustified luxury for small businesses.

3)Making the documents accessible over the Internet with the help of a DMS system is a current trend for many companies that use remote workers.

4)It is important to choose a DMS system carefully because each of them was designed for a particular industry or a profession and even their basic functions can differ significantly.

5)Computerized data and knowledge management is not asreliable as using human labor to deal with documents.

Text 13.Document ManagementSoftware (DMS)

Part 2

Some key issues to consider before purchasing a DMS system include the following:

Size of system required. Determine how much file storage your organization is currently using on the server. If possible, do a date sort of the data on the hard drive and determine in a one-year period the amount of data that was accumulated. This will help you determine how much storage will be needed on an annualbasis.

Search functionality. The search functionality is probably one of the more important aspects to consider when choosing a DMS system. This is a key element for finding and retrieving data quickly. It is important to have the ability to search by multiple fields such as keywords, date created, author, etc. Makesure the system is speedy andcandisplay results in 5-10seconds. Having robust search functionality builds trust with the system, and employees will have a tendency to adopt the system more quickly.

Ease of use and user training. Any new software in an organization requires staff training. Make sure the DMS system seems user-friendly and intuitive to non-IT related employees. Engage a few employees to test the proposed DMS system, and observe the ease of navigating the system. Be sure to inquire about the type andcost of training programs the vendor offers.

Recognition and integration with other systems. The DMS system should easily integrate and recognize other major software systems used by the organization. It will be important to test various document formats and files to ensure capability. Make sure that the DMS system can search email profiles to find specific emails.

Retention. Regulatory compliance and document retention is more important than ever. Make sure the DMS system has strong retention functionality. Fields should be available to denote how long a document should be retained. Industry-specific DMS systems should have the compliance guidance built in to the system. If the system has an autodelete function based on the retention inputted, be clear on the system process of those deleted documents.

File hierarchy structure. Make sure the system has the ability to create and design a file hierarchy. If a system has a robust search function, a file hierarchy becomes less vital. However, file hierarchies are still important for users who think of data and documents related to a specific file structure.

Scalability and transferability. As with all systems, eventually an organization will outgrow them. First determine if the prospective system has the capacity and functionality to grow along with the business. If your company decides to use another DMS system, determine if the data can be easily migrated into a new more robustDMS system.

Using the DMS System Effectively

Once a DMS system has been chosen and installed and you have migrated the data, now comes the hard part getting your employees to use it! The following are key suggestions to engage employees in utilizing a DMS system.

Provide training. As with any new IT system, the more comfortable users feel with using functionality, the more likelihood they will use the system. Studies show that after two hours of IT training, most users have difficulty retaining any more knowledgethereafter. Consider having quarterly training sessions that will continually offer knowledge on the functionality of the DMS system.

Create record and retention guidelines. It is vital that employees know what document retention is and realize what types of documents an employee is responsible to keep and maintain. Although this may seem like common knowledge within an organization, it is in fact one of the top reasons why companies lose important data. If employees are not clear on which data is important to retain, they often will delete and/or not keep the data well organized. Creating clear retention guidelines will also help the user input accurate data in the retention fields of the DMS system.

Gain feedback from employees. Conduct an employee survey biannually to discover challenges of the DMS system and frequency of use. This can help guide IT staff on what changes or customization is needed to improve and increase usage of the DMS system. Gaining feedback will also gauge which users might need additional training orassistance to use the systemregularly.

Using DMS systems effectively within an organization ensures that data and knowledge is safe, accurate, and accessible. With that comfort, employees feel more apt to reduce paper and rely on the DMS system. It is one important step to becoming a paperless office.

Glossary

bi-annually – раз в два года

customization – настройка или изготовление продукта под требования заказчика

denote – отмечать, указывать

eventually – в конце концов, со временем

gauge – измерять, оценивать

guidance – руководство, наставление, инструкция

inquire – спрашивать, осведомляться, наводить справки

on an annual basis – на годичной основе

outgrow – перерастать, опережать в росте

quarterly – раз в квартал, раз втри месяца

scalability – масштабируемость, расширяемость (предсказуемый рост системных характеристик; способность наращивания производительности по мере роста нагрузки на систему)

transferability – переносимость (напр., программы с одного компьютера на другой)

vendor – продавец

vital – жизненно важный, насущный

Exercises:

1. Answer thequestions:

1)What factors should be considered in choosing a DMS system? Which factor doyou find the most important and why?

2)How can acompany determine the sizeof a DMSsystem required?

3)Why might your employees be reluctant to use a newly installed DMS system?

4)What is the main reason for losing important data even if a company uses aDMSsystem?

5)After installing a DMS system, what is the purpose of getting employee feedback?