Document Management

  • Business
  • Business

Enterprise content management combines integrated document management, business process management and records management into a single management process. Whether deployed as a hosted or premises-based solution, BluEnt allows organizations to automate business processes, reduce the time and cost of performing important business functions, improve organizational efficiency, and address the need for governance, risk and compliance through the management and control of content from virtually any source. BluEnt also facilitates the sharing of digital content with employees, business partners, customers and other audiences to provide an integrated collaboration portal.

Document Management can be broken into the following capabilities:

Metadata

Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata. Some systems also use optical character recognition on scanned images, or perform text extraction on electronic documents. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.

Integration

Images of paper documents using scanners or multifunction printers.

Capture

Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata. Some systems also use optical character recognition on scanned images, or perform text extraction on electronic documents. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.

Indexing

Track electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. One area of critical importance for rapid retrieval is the creation of an index topology.

Storage

Store electronic documents. Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another (Hierarchical storage management) and eventual document destuction.

Retrieval

Retrieve the electronic documents from the storage. Although the notion of retrieving a particular document is simple, retrieval in the electronic context can be quite complex and powerful. Simple retrieval of individual documents can be supported by allowing the user to specify the unique document identifier, and having the system use the basic index (or a non-indexed query on its data store) to retrieve the document. More flexible retrieval allows the user to specify partial search terms involving the document identifer and/or parts of the expected metadata. This would typically return a list of documents which match the user's search terms. Some systems provide the capability to specify a Boolean expression containing multiple keywords or example phrases expected to exist within the documents' contents. The retrieval for this kind of query may be supported by previously-built indexes, or may perform more time-consuming searches through the documents' contents to return a list of the potentially relevant documents. See also Document retrieval.

Distribution

Securing Documents for distribution and packaging for a particular role allows for sensitive information not to be shared and general information for education to be available.

Security

Definition of Role based access assures that the appropriate audience has access to sensitive information and that you identify one security model for distribution.

Workflow

Continued collaboration between entities can be automated and allow the living document to grow without the unexpected changes interfering with multiple updates and versions.

Collaboration

Allowing users to utilize one methodology and portal eliminates duplication of effort and limits exposure by increasing the organization’s knowledge of managing content.

Versioning

The fundimental ability to manage multiple versions in a way that allows to see the evolution of a document and links appropriate information and collaboration in the creation of the document.

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