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Document Management System (DMS)

Integrated with the Central SharePoint Service, ABBYY Recognition Server is the selected solution for supporting the Document Management System (DMS). It is a document conversion server that automatically converts paper, image and electronic documents and saves them as compressed archive compliant files, such as PDF or PDF/A. Its Optical Character Recognition (OCR) technology recognizes data in multiple languages, making digitized documents fully searchable for specific information.

For advanced form recognition with data extraction, ABBYY Flexicapture will be particularly useful for handling documents of the same format e.g. purchase orders and application forms. By defining the specific fields of information to be captured from these documents, e.g. order no. and form no., data capture can be done automatically according to the defined requirements. The captured data will feed into the corresponding predefined fields under the SharePoint site and a copy of the processed documents will be saved under the designated folder without additional manual effort. These documents are saved in the form of searchable PDF, i.e. you can look up the information using free text search. 

A schematic diagram showing the workflows of the DMS is depicted below-

Basic OCR Service

Workflows of the DMS

(Source: (https://www.abbyy.com/en-apac/recognition-server/)

Advanced Form Recognition and Data Extraction

Workflows of the DMS

(Source: https://www.abbyy.com/en-apac/flexicapture/how-it-works/)

How to get started in using the DMS?

  1. Apply for a Departmental SharePoint Workspace using CF158 "Departmental SharePoint Workspace, Central File Sharing System and Email Group for Staff".  An initial 20 GB disk quota will be located for a new workspace without charge.

    Please also read the information sheet before submitting an application.

  2. Send an email to sharepoint-team@hku.hk to request for setting up a DMS for your department.

There will be an initial setup charge and/or configuration charge if specific document templates are required to set up for automatic data capture and saving into designated SharePoint folder.  The charges are as follows-

Basic OCR Service

One-time fee
Initial setup charge HK$1,000
Running cost
Document pages processed using the DMS   
First 20,000 OCR pages p.a. HK$1,000
Next 20,000 OCR pages p.a. HK$1,000

Advanced Form Recognition and Data Extraction

One-time fee
Initial setup charge with initial 10,000 OCR pages p.a. HK$5,000
Define a document template for automatic data capture with a corresponding workflow under SharePoint HK$10,000/template
Update of form template afterwards HK$1,000/change
Running cost
Document pages processed using the DMS   
Next 20,000 OCR pages p.a. (after first 10,000 pages) HK$1,000