Document Management
Document Management is part of a larger context known as Enterprise Content Management (ECM), which comprises of: Web Content Management (WCM), also known as Content Management System (CMS). V-Work leverage on SharePoint portal to enable non-technical authors to publish contents, with the optional approval. The authors just require the skills level of using Microsoft Word. - Records Management System (RMS) for non-digital items such as files, samples, archived media, drawings, maps. Some paper based documents can be scanned, indexed and archived at remote warehouse. The key requirements for record management are cataloging, searching, and allowing users to request checking-out physical item from the record controller.
- Document Management System (DMS) is wide subject. DMS can be generally classified into few broad levels of sophistications:
- Document Repository or Document Library – this is often a centralized web-based repository to improve from the traditional network file folder sharing, with enhanced functionality such as check-out, versioning, item level access permission, access log, rating etc.
- Document Cataloging – In order to improve the organization of information to facilitate advance search, classification and cataloging information on departmental or enterprise-wide taxonomy design is required. Documents, records, web contents will all be tagged and labeled with relevant properties (meta-data). The challenges with such exercise is it require discipline of the publisher to catalog (a process called Document Registration), with optional approval or review (say by Document Controller), and then to enable the access permission before circulation (process called Document Circulation). Besides document filing, organization can use the same approach for Correspondence Management to catalog incoming and outgoing transmittals too.
- Document Collaboration – this is the more advance usage of document management, with complex co-authoring, review, approval and workflow automation. It is very useful for distributed teams across different geographical locations to work on the same content (one or a set of documents). For examples, tender submission, agreement review, business proposal or presentation etc. The latest add-on technology allows users to have conversation related to specific parts of document too, so no more informal discussion via email, and yet met your document compliance.
- Document Automation – document output formatting that manages layout and contents using templates. It is an efficient way for novice users to produce professional yet editable document, or for backend system to mass generate data-merged-document with personalized contents. This often involves integration with CRM or ERP client data.
- Document Imaging – Capturing, processing and filing hardcopy document to scanned digital format is effective way to access archive documents, or to process document file composed of different document types. The imaging process can combine with workflow collaboration to automate line of business (LOB) process automation.
Of course, enterprise content management also involves many other aspects such as advance search, digital rights management, and much more.
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