Document Management System (DMS): High-impact Strategies - What You Need to Know: Definitions, Adoptions, Impact, Benefits, Maturity, Vendors

Kevin Roebuck

Description

A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

This book is your ultimate resource for Document Management System (DMS). Here you will find the most up-to-date information, analysis, background and everything you need to know.

In easy to read chapters, with extensive references and links to get you to know all there is to know about Document Management System (DMS) right away, covering: Document management system, Adsdoc, Advanced Business Solutions, Advanced Processing & Imaging, Agorum core, Aiki Framework, Alfresco (software), Archivista, Arxivar, Benubird PDF, CBKSoft, ContractExpress, Copyvault, Cygnet ECM, Datacap, DocSTAR, Documentum, DocuWare, Drop.io, E-bible, CDiscovery, Enprovia, Ever Team, FileDirector, GNU Enterprise, GroveSite, Hyland Software, Image-x, Integrated document management, Jumper 2.0, Knowledge Plaza, KnowledgeTree, Kofax, Legal coding, LogicalDOC, Magnolia (CMS), Main//Pyrus DMS, MES Hybrid Document Systems, Microsoft SharePoint, Nuxeo, O3spaces, ODMA, Open-Xchange, OpenKM, OPIDIS, OrfeoGPL, ProArc, Professional Systems Associates, ProjectSpaces, Qiqqa, ShareMethods, Technical data management system, Tryton, Version One Ltd, WorkSite, Xerox DocuShare

This book explains in-depth the real drivers and workings of Document Management System (DMS). It reduces the risk of your technology, time and resources investment decisions by enabling you to compare your understanding of Document Management System (DMS) with the objectivity of experienced professionals.

Sujets

• Computers
• Informatique
• General officer
• General

Informations

• Publié par: Emereo Publishing
• Date de parution: 24 octobre 2012
• Nombre de lectures: 0
• EAN13: 9781743046593
• Langue: English
• Poids de l'ouvrage: 4 Mo

Extrait

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Contents

Articles Document management system Adsdoc Advanced Business Solutions Advanced Processing & Imaging Agorum core Aiki Framework Alfresco (software) Archivista Arxivar Benubird PDF CBKSoft ContractExpress Copyvault Cygnet ECM Datacap DocSTAR Documentum DocuWare Drop.io E-bible CDiscovery Enprovia Ever Team FileDirector GNU Enterprise GroveSite

Hyland Software Image-x Integrated document management Jumper 2.0 Knowledge Plaza KnowledgeTree Kofax Legal coding

1 4 5 9 11 14 17 20 22 23 24 26 28 28 30 32 34 37 40 43 43 45 47 49 51 54 57 60 60 61 65 67 69 70

LogicalDOC Magnolia (CMS) Main//Pyrus DMS MES Hybrid Document Systems Microsoft SharePoint Nuxeo O3spaces ODMA Open-Xchange OpenKM OPIDIS OrfeoGPL ProArc Professional Systems Associates ProjectSpaces Qiqqa ShareMethods

Technical data management system Tryton Version One Ltd WorkSite Xerox DocuShare

References Article Sources and Contributors Image Sources, Licenses and Contributors

Article Licenses License

71 74 76 77 79 87 90 92 93 97 99 100 101 102 103 104 106 107 108 111 114 117

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Document management system

Document management system

Adocument management system(DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

History Beginning in the 1980s, a number of vendors began developing software systems to manage paper-based documents. These systems dealt with paper documents, which included not only printed and published documents, but also photographs, prints, etc.

Later developers began to write a second type of system which could manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on users' local file-systems. The earliest electronic [1] document management (EDM) systems managed either proprietary file types, or a limited number of file formats. Many of these systems later became known as document imaging systems, because they focused on the capture, storage, indexing and retrieval of image file formats. These systems enabled an organization to capture faxes and forms, to save copies of the documents as images, and to store the image files in the repository for security and quick retrieval (retrieval made possible because the system handled the extraction of the text from the document in the process of capture, and the text-indexer function provided text-retrieval capabilities).

EDM systems evolved to a point where systems could manage any type of file format that could be stored on the network. The applications grew to encompass electronic documents, collaboration tools, security, workflow, and auditing capabilities.

Components Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a description of these components:

Topic

Metadata

Integration

Capture

Indexing

Description

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.

Many document management systems attempt to integrate document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Such integration is commonly available for office suites and e-mail or collaboration/groupware software. Integration often uses open standards such as ODMA, LDAP, WebDAV and SOAP to allow integration with other software and compliance with internal controls.

Capture primarily involves accepting and processing images of paper documents from scanners or multifunction printers. Optical character recognition (OCR) software is often used, whether integrated into the hardware or as stand-alone software, in order to convert digital images into machine readable text. Optical mark recognition (OMR) software is sometimes used to extract values of check-boxes or bubbles. Capture may also involve accepting electronic documents and other computer-based files.

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.

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Document management system

Storage

Retrieval

Distribution

Security

Workflow

Collaboration

Versioning

Searching

Publishing

Reproduction

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 destruction.

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 identifier 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.

A published document for distribution has to be in a format that can not be easily altered. As a common practice in law regulated industries, an original master copy of the document is usually never used for distribution other than archiving. If a document is to be distributed electronically in a regulatory environment, then the equipment tasking the job has to be quality endorsed AND validated. Similarly quality endorsed electronic distribution carriers have to be used. This approach applies to both of the systems by which the document is to be inter-exchanged, if the integrity of the document is highly in demand.

Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.

Workflow is a complex problem and some document management systems have a built-in workflow module. There are different types of workflow. Usage depends on the environment the electronic document management system (EDMS) is applied to. Manual workflow requires a user to view the document and decide who to send it to. Rules-based workflow allows an administrator to create a rule that dictates the flow of the document through an organization: for instance, an invoice passes through an approval process and then is routed to the accounts-payable department. Dynamic rules allow for branches to be created in a workflow process. A simple example would be to enter an invoice amount and if the amount is lower than a certain set amount, it follows different routes through the organization. Advanced workflow mechanisms can manipulate content or signal external processes while these rules are in effect.

Collaboration should be inherent in an EDMS. In its basic form, a collaborative EDMS should allow documents to be retrieved and worked on by an authorized user. Access should be blocked to other users while work is being performed on the document. Other advanced forms of collaboration allow multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document should be viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.

Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy.

Finds documents and folders using template attributes or full text search. Documents can be searched using various attributes and document content

Publishing a document involves the procedures of proofreading, peer or public reviewing, authorizing, printing and approving etc. Those steps ensure prudence and logical thinking. Any careless handling may result in the inaccuracy of the document and therefore mislead or upset its users and readers. In law regulated industries, some of the procedures have to be completed as evidenced by their corresponding signatures and the date(s) on which the document was signed. Refer to the ISO divisions of ICS [2] [3] 01.140.40 and 35.240.30 for further information. The published document should be in a format that is not easily altered [4] without a specific knowledge or tools, and yet it is read-only or portable.

Document/image reproduction is key when thinking about implementing a system. It's all well and good being able to put things in, but how are you going to get it out? An example of this is building plans. How will plans be scanned and scale be retained when printed?

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Document management system

Standardization

Many industry associations publish their own lists of particular document control standards that are used in their particular field. Following is a list of some of the relevant ISO documents. Divisions ICS 01.140.10 and [5] [6] 01.140.20. The ISO has also published a series of standards regarding the technical documentation, covered by [7] the division of 01.110.  ISO 2709 Information and documentation—Format for information exchange [8]  ISO 15836 Information and documentation—The Dublin Core metadata element set [9]  ISO 15489 Information and documentation—Records management [10]  ISO 21127 Information and documentation—A reference ontology for the interchange of cultural heritage information  ISO 23950 Information and documentation—Information retrieval (Z39.50)—Application service definition and protocol specification [11]  ISO 10244 Document management—Business process baselining and analysis  ISO 32000 Document management—Portable document format

Document Control

Compliance adds requirements that transform document management into a document control issue. Document control is a regulatory requirement within accounting (e.g., 8th EU Directive, Sarbanes-Oxley), food safety (e.g., Food Safety Modernization Act), ISO (mentioned above), Medical device manufacturing (FDA), Healthcare [12] (JCAHO), and Information technology (ITIL) . Your documents—procedures, work instructions, policy statements, etc.—provide evidence of documents under control . Failing to comply could cause fines, the loss of business, or damage to your business reputation.

The basic requirement for document control require that you establish and document a procedure for:  Reviewing and approving documents prior to release  Reviews and approvals  Ensuring changes and revisions are clearly identified  Ensuring that relevant versions of applicable documents are available at their“points of use”  Ensuring that documents remain legible and identifiable  Ensuring that external documents like customer supplied documents or supplier manuals are identified and controlled  Preventing“unintended”use of obsolete documents

References [1] Papergear: Electronic Document Management Systems, (http://www.papergear.com/xerox-news/ electronic-document-management-systems.html?SSScrollPosition=0) [2] International Organization for Standardization. "01.140.40: Publishing" (http://www.iso.org/iso/products/standards/ catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=40&). . Retrieved 14 July 2008. [3] International Organization for Standardization. "35.240.30: IT applications in information, documentation and publishing" (http://www.iso. org/iso/catalogue_ics_browse?ICS1=35&ICS2=240&ICS3=30&). . Retrieved 14 July 2008. [4] OnSphere Corporation. "SOP Document Management in a Validated Environments" (http://www.avidoffice.com/docushare/dsweb/Get/ Document-9101/Standard Operation Procedure (SOP) Document Management in Validated Environments.pdf). . Retrieved 25 April 2011. [5] International Organization for Standardization. "01.140.10: Writing and transliteration" (http://www.iso.org/iso/products/standards/ catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=10&). . Retrieved 14 July 2008. [6] International Organization for Standardization. "01.140.20: Information sciences" (http://www.iso.org/iso/products/standards/ catalogue_ics_browse.htm?ICS1=01&ICS2=140&ICS3=20&). . Retrieved 14 July 2008. [7] International Organization for Standardization. "01.110: Technical product documentation" (http://www.iso.org/iso/products/standards/ catalogue_ics_browse.htm?ICS1=01&ICS2=110&). . Retrieved 15 July 2008. [8] http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=52142

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Document management system

[9] http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=31908 [10] http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=34424 [11] http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=45935 [12] Anderson, Chris. Is Document Control Really That Important? (http://www.bizmanualz.com/blog/standards/ is-document-control-really-that-important.html),Bizmanualz, December 17th, 2010.

External links • Software/Document Management (http://www.dmoz.org/Computers/Software/Document_Management/) at the Open Directory Project • Miles L. Mathieu, Ernest A. Capozzoli (2002) (PDF).The Paperless Office: Accepting Digitized data(http:// www.cabinetng.com/media/Paperless Office_Troy State.pdf). Troy State University. • Kevin Craine.Excerpts fromDesigning a Document Strategy (http://www.document-strategy.com/excerpts. html). Craine Communications Group.

Adsdoc

ADSDOC is DMS (Document Management System) software developed by AD System S.p.A.

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Operations Advanced Business Solutions has more than 500 staff supporting and servicing over 4,000 clients across the UK service sector. The organisation operates from 10 UK locations in Cobham, Aberdeen, Aylesbury, Bridgwater, Gateshead, Harpenden, Huntingdon, Ipswich, Northampton, Manchester and also maintain offices in Boston, MA

Advanced Business Solutions, known asCOA Solutionsuntil September 2010, is a supplier of integrated business management and information systems to public, private and not-for-profit organisations in the service sector.

[4] www.advancedcomputersoftware.com/abs

Advanced Computer Software group plc (AIM:ASW)

Vin Murria (Group CEO), Dean Dickinson (Managing Director), Kevin Gordon (Managing Director), Paul Gibson (Finance [2] Director)

HeadquartersCobham, UK

Advanced Business Solutions was launched September 2010; COA Solutions was formed in 1996 but the company has been [1] around as other brand identities since 1983

Advanced Business Solutions

Accounting software, Business Intelligence, Electronic Document Management, Procurement Software, Human Resources [3] Software, Payroll Software

Enterprise Software

Industry

Advanced Business Solutions

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Parent

Website

Latest logo

Products

Founded

Key people

Advanced Business Solutions

History The original company was founded in 1983. Most business was transacted through this company in the first half of the 1990s. Its subsidiary, COA Solutions Limited, increasingly took over as the prime trading company. The Company was fully quoted on the London Stock Exchange (CED.L). It had grown both organically and by acquisition. From its roots in the financial software market it acquired companies in the call centre software; data warehousing and data migration; document management and workflow; and content management arenas to deliver knowledge-based enterprise business solutions.

The company developed practical solutions around e-Business, customer relationship management (CRM) and knowledge management initiatives. Examples include content value management, eProcurement, enterprise portals and financial management. These solutions were available through traditional installations, fully outsourced or delivered via the Internet using the Application Service Provision (ASP) model. The customer base spanned the public sector (central government, local government and the National Health Service), telecommunications, major financial services organisations and significant commercial companies.

Advanced Business Solutions

2002 In January 2002, The Company and its subsidiaries were acquired by Redac Limited through funding from Alchemy [5] Partners. 2003 COA Solutions purchased Goldenhill Ltd in order to offer human capital management (HCM) solutions to its clients. In 2002, a management buy out by the UK management team of Elevon created Arelon Limited with rights in the Enterprise Software Suite formerly owned by Walker International. This buy out was funded by Alchemy Partners. In January 2003 Arelon and Cedar Enterprise Solutions merged and rebranded as CedAr. 2004 The newly branded CedAr purchased OpenAccounts Ltd to broaden its offering to commercial and business services clients. The customer number rises to 1,200 and headcount to 350. In a report published that year, CedAR ranked third in the UK Financial Management Systems vendor list compiled by Gartner Dataquest. The company won the Accountancy Age Award for Best Enterprise Software Package for the second time. The company rebranded itself as CedarOpenAccountsin June 2004. 2006 CedarOpenAccounts purchased Grampian Software Ltd and its OpenPeople HR and payroll solutions, bringing 300 customers. Driven by a customer requirement for additional reporting and analytic capabilities, CedarOpenAccounts went on to purchase Strata Systems, a business intelligence and HR analytics software vendor based in Ipswich. The acquisition saw Strata’s BI software products integrated into CedarOpenAccounts’Smart Business Suite of products. 2007 [6] CedarOpenAccounts acquired BI Inform, a specialist reseller of Cognos BI software based in Harrogate. The deal expanded the company’s presence in the Business Intelligence market as one of the top three resellers of Cognos-based solutions in the UK. This was followed by the purchase of long-term business partner Version One was purchased by COA Solutions but Version One. CedarOpenAccounts and Version One have been continues to operate as a separate entity partners since 1997 and have more than 250 shared accounts. The staff number exceeded 450 and customers 3000. Version One retains its brand identity. The rest of the business was united under theCedarOpenAccountsbrand.

2008 [7] The acquisitions of eProcurement company Belmin in February 2008 and HR specialist ASR Computers in April [8] 2008 were completed. This added additional capabilities in the Health sector and added further HR and Payroll capabilities to their Smart Business Suite. The staff number reached 500 and customers 4000. COA rebranded as COA Solutionsand adopted a new 'closer to your business' brand identity. Belmin immediately adopted the COA Solutions brand, whilst ASR adopted a transitional strategy. 2009 ASR rebranded as COA Solutions, coming fully under the COA Solutions brand identity. 2010 In February 2010, COA Solutions' parent company Redac Holdings Limited, including COA Solutions and Version One, was acquired by Advanced Computer Software PLC (AIM:ASW) from [9] Alchemy Partners for £100 million. COA Solutions' logo 2008—2010 September 2010

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Advanced Business Solutions

As of September 2010, COA Solutions rebranded to Advanced Business Solutions as part of the Advanced [10] Computer Software Group

Awards, accreditations and memberships [11] • Best Accounting Software Provider in Charity Finance magazine’s Accounting Software Survey 2010. • Accountancy Age Awards for Software Excellence - COA Solutions OpenAccounts has been short-listed for this award in the Enterprise Software category every year for the last eight years. OpenAccounts won this category in [12] 2000, 2003, 2004, 2006 and 2009. [13] • Green Hero Award Winner 2009 • Green Apple Award Winner 2008 • Real FD/CBI Excellence Awards 2008 finalist [14] • Business Software Satisfaction Awards - Sift Media [15] • HM Revenue & Customs Pensioner Payroll Standard [15] • HM Revenue & Customs Payroll Standard • HMRC CIS Electronic Gateway - Granted by HMRC for the successful testing of COA Solutions' CIS Electronic Gateway through Vendor Single Integrated Proving Service (VSIPS) [16] • COA Solutions is registered to the international quality standard, ISO9001:2000. [17] • ICAEW Accredited Products Scheme • COA Solutions North America is registered with the National Association of State Boards of Accountancy (NASBA) • BASDA - COA Solutions is a signatory to the BASDA Code of Practice. COA Solutions has been an active supporter of BASDA since its inception. • BASDA Green Charter Member • CFDG - COA Solutions is a corporate subscribers to CFDG, the Charity Finance Directors Group • HFMA - COA Solutions is a corporate partners with HFMA

References [1] Press release showing some early Cedar Group history (http://www.prnewswire.co.uk/cgi/news/release?id=39488) [2] Senior Management at Advanced Business Solutions (http://www.coasolutions.com/company/senior-management.php) [3] COA Solutions Smart Business Suite of Business Management Solutions (http://www.coasolutions.com/smart-business-suite.php) [4] http://www.advancedcomputersoftware.com/abs [5]Independentarticle (http://www.independent.co.uk/news/business/news/alchemy-set-for-cedar-showdown-579920.html) about the purchase of The Company by Redac Ltd through funding from Alchemy Partners [6] Accounting Web Article about CedarOpenAccounts purchasing BI Inform (http://www.accountingweb.co.uk/cgi-bin/item. cgi?id=166231&d=1025&dateformat=%o-%B) [7] FSN Article about COA Solutions purchasing Belmin (http://www.fsn.co.uk/channel_enterprise_financials/news/ coa_solutions_acquires_eprocurement_specialist_belmin.htm) [8] Personneltoday.com article about COA Solutions purchasing ASR Computers (http://www.personneltoday.com/articles/2008/04/10/ 45345/coa-solutions-acquires-uk-hr-software-firm-asr-computers.html) [9] Acquisition of COA Solutions for £100m (http://www.documentmanagementnews.com/the-news/general-news/41-general-news/ 384-acquisition-of-coa-solutions-for-p100m.html) [10] COA Solutions announce rebrand to Advanced Business Solutions (http://www.coasolutions.com/company/company-profile.php) (on company's website) [11] COA Solutions Voted Best Accounting Software Provider in Charity Finance Software Survey (http://www.pr-inside.com/ coa-solutions-voted-best-accounting-software-r1716013.htm) [12] Accountancy Age 2009: Enterprise software of the year (http://www.accountancyage.com/accountancyage/features/2253439/ enterprise-software-4887767) [13] COA Solutions wins top environmental award (http://www.coasolutions.com/news/green-hero-award.php) [14] Business Software Satisfaction Awards (http://www.softwaresatisfaction.co.uk/past_awards.html) [15] List of Accredited products for both the Payroll Standard and Pensioner Payroll Standard (http://www.hmrc.gov.uk/ebu/acclist.htm) [16] International Organization for Standardization (http://www.iso.org/iso/home.htm)

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