ABDUL WAFI BIN JAFFAR – 2007113957

AHMAD FAKHRURRAZI BIN MOHD KHALIL - 2007146957

STAGE OF DOCUMENT PROCESSING

Introduction

Document is defined as a written or printed paper that bears original, official,

or legal form of something and can be used to furnished decisive evidence or
information. Meanwhile, document processing is referring to processing text
documents, which includes indexing methods for text retrieval based on content. This
process involves the conversion of typed and handwritten text on paper-based &
electronic documents into electronic information utilizing one of, or a combination
of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and
experienced Data Entry Clerks. In document processing, there are six (6) stages
involed which are design, writing, illustration, editing, production and finally,
distribution process.

Design

First stage, design is defined as the planning that lays the basis for the
making of every object or system. Document design is the act of writing and
designing along with the skillful selection, structuring and emphasis of content with
the reader’s needs in focus.

Design process typically involves pre-production design, design during

production and post-production design. It is the bringing together of prose, graphics
(including illustrations and photography) and typography for purposes of instruction,
information or persuasion. It should help people to learn, use technology, make
decisions, and get their job done. It should enable people to use the texts in ways
that serve their interests and needs. Most organizations that need to produce
documents, also need to have some identity and product recognition included into
their documents. This can be done with delicacy and good taste, so that the reader is
made aware of the product’s origin, without the corporate identity overwhelming the
information that actually needs to be communicated to their readers.
 The spine of the book is an important aspect in book design, especially in the
cover design. When the books are stacked up or stored in a shelf, the details on the
spine is the only visible surface that contains the information about the book. In a
book store, it is often the details on the spine that attract the attention first.

Writing

Second stage, writing is defined as act of marking on a substance with

symbols or letters; literary work; document, manuscript; handwriting,
penmanship; something written; style of writing. (Oxford Dictionary, 10th ed.).
There are several step that can be followed in order to write a decent and
proper document which are: 

 Invention Strategy 

For developing a valuable draft it’s essential for the writers to know
about the dateline, and then should develop a plan of action. The author
should be focused on the type of research, the style of writing, the reason of
writing and the analysis of audience. Audience is the most important factor
which makes the written document a success or the failure, so the writer
should know about eth thinking of the audience regarding the assignment
topic. 

 Prewriting Strategy

Prewriting is very necessary for the writer to adopt to generate different

ideas regarding the topic. One should scribble all the main points, so here
paper and pen are the effective tools. The writer should avoid the formatting
problems with the text, because it can create a barrier for the upcoming
unique ideas. Brainstorming, clustering and free writing is the examples of the
prewriting strategy, now it depends upon the author that what type of
prewriting strategy should be in focus.

 Drafting the Document

The writer should develop the draft after doing the prewriting, and at this
point one should create the outline that shows the flow of ideas and concepts
 present in document. Drafting of the document should start and ends with the
thesis statement, introduction, body, conclusion and recommendations.

 Revising/Proofreading

Revising and proofreading are the important steps in the writing

because without it the writing process is incomplete. The writers should revise
the document an hour late after drafting the document because to find out the
mistakes it is necessary for the writers to start with the fresh mind. While
reviewing the document the reviewer should put his/herself in the shoes of the
readers because readers can easily find the mistakes than the writers. It is
better to hire the review to revise the document because they can easily find
the mistakes honestly, the reviewer could be the instructor of the student,
friends or lecturer/professor.

Illustration

Third stage, illustration is referring to a visualization such as a drawing,

painting, photograph or other work of art that stresses subject more than form. The
aim of an illustration is to elucidate or decorate textual information by providing a
visual representation. Readability is enhanced by improving the visual presentation of
text. Design can also aid in selling a product or idea through effective visual
communication. It is applied to products and elements of company identity like logos,
colors, packaging, and text. From scientific journals to news reporting, the
presentation of opinion and facts is often improved with graphics and thoughtful
compositions of visual information - known as information design. Newspapers,
magazines, blogs, television and film documentaries may use graphic design to
inform and entertain. With the advent of the web, information designers with
experience in interactive tools such as Adobe Flash are increasingly being used to
illustrate the background to news stories.
Editing

Fourth stage, editing is defined as the process of selecting and

preparing language, images, sound, video, or film through processes of correction,
condensation, organization, and other modifications in various media. In a sense, the
editing process originates with the idea for the work itself and continues in the
relationship between the author and the editor. Editing is, therefore, also a practice
that includes creative skills, human relations, and a precise set of methods.

 Editors of scholarly books and journals are divided inot three types, which are
the acquisitions editor, who contracts with the author to produce the copy, the project
editor or production editor, who sees the copy through its stages from manuscript
through bound book and usually assumes most of the budget and schedule
responsibilities, and the copy editor or manuscript editor, who performs the tasks of
readying the copy for conversion into printed form.

The primary difference between copy editing scholarly books and journals and
other sorts of copy editing lies in applying the standards of the publisher to the copy.
Most scholarly publishers have a preferred style guide, either the MLA Style Manual,
or the APA Publication Manual. Since scholars often have strong preferences, a
publisher often adopt different styles for different fields. For instance, psychologists
prefer the APA style, while linguists might prefer the MLA style. These guidelines
offer sound advice on making cited sources complete and correct and making the
presentation scholarly.

Production

Fifth stage, production is referring to processes and method employed in

transformation of tangible inputs (raw materials, semi-finished goods, or
subassemblies) and intangible inputs (ideas, information, know how) into goods or
services. The usual way of preparing a document for printing is to create a series of
PostScript files for electronic publishing. If a publication will be printed at a publishing
agency, the agent or the author must be sure that the agency has all the collection of
fonts that they usually used. High quality paper should be used to meet customer’s
satisfaction. Besides that, type of printer should be considered in order to produce a
high quality material especially those that included with image or graphic.
Distribution

Last stages, distribution is defined as an act of distributing or portioning

something out; particular group to which something is distributed. There have a 2
ways to distribute electronically produced document which are through traditional
paper distribution channels and through electronic distribution (electronic publishing).
Nowadays, the Web and Internet have become the medium of choice for the
electronic distribution of documents. CD-ROMs still provide a good mechanism for
mass distribution without the network hassle. For a document that will be
electronically browsed, the author should arrange the visual appearance
appropriately. To explore potential market, the electronic document must be run on
as many systems as possible. Web documents that take advantage of specific
vendor "enhancements" will not be viewable with all browsers. It’ll be easier to
explore the possibility of converting the document to several formats.

Conclusion

As a conclusion, every aspect regarding document processing is essential

element to ensure that process will progress smoothly and there were never any
element should be overlooked because one single mistake will lead to rejection or
failure of certain project