Components of a Great Document Management System

Written on August 30, 2014 at 6:37 pm, by Admin

What is needed in a content management system?

You may be trying to decide which is the best document management system. Is it Documentum, OpenText, Filenet…even
SharePoint? But, what really goes into any enterprise content management system? The following are components you should find in every CMS.

  • Capture – In order for any ECM to work, it must have data to store. Capture is absolutely necessary, and can involve
    physical capture via scanner or copier, or electronic via data import. Optical character recognition or OCR is often used, and works to convert digital images into text. Optical mark recognition or OMR is a variation of OCR which allows you to extract values from check box fields.
  • Metadata – Ever stored images in a file system and wondered where it was taken, who it was taken by, and the back story of why it was taken? Well this is metadata. This data are the extra characteristics stored with the document that can be used to help users find the images or documents a whole lot easier.
  • Storage – So now that you have this data, where are you going to put it? And once you have it somewhere, how long will it be there? Will it need to be moved, or even deleted? These are some of the things to think about when putting together your storage system.
  • Security – Are your vital documents secure or being accessed by the world. A good document management database is able to deliver your data at the right time, but keep it safe from prying eyes.
  • Versions – Ever accidentally saved a mistake on a document and wished there was some way to bring it back? Most word processing programs have a back button, but what if you catch the mistake several months later? Versioning works by saving several instances of a document in a single record. A good system will allow you to go back, find the version, and restore it.

Although these are some great characteristics of an ECM, there are many more features you should consider. For more information, check out the CMSwire.com.

A basic intro to content management

 

The Documentum Health Check

Written on August 30, 2014 at 7:38 am, by Admin
A Documentum Health Check (or System Analysis) is a short, focused engagement with clear objectives aimed at a holistic look at your ECMS environment. We provide a suite of options from which you can match your specific requirements. These components range from a sanity check of installed components, including the operating system and database, to detailed performance reviews.

 

The Health Check is based on questionnaires designed to allow us to build a comprehensive picture of your implementation. Once we have gathered the information, our consultants will analyze the findings. This information, our findings and all our recommendations will be documented as a formal report and reviewed with you in detail.

 

The knowledge gained from this assessment will allow you to take any remedial steps necessary for the integrity, security and efficiency of your implementation, and allow you to administer, assess and plan the future of your solution more effectively. Moreover, the information garnered allows our clients to plan and deploy additional features thus increasing user adoption and ease of use.

Health Check Agenda

  • Identify Health Check Goals
  • Documentum Content Server Analysis
  • Documentum Index Server Analysis
  • Optional Module Analysis
  • Performance Tuning Recommendations
  • Administrative Settings and Tools
  • Recommend High Level Disaster Recovery Strategy
  • Identify business process bottlenecks
  • Recommend strategy to improve usability
  • Recommend business process improvements
  • Image capture analysis
  • Virtualization and High Availability review and recommendations
Benefits
  • Confirms system integrity and security while ensuring your enterprise applications meet their performance requirements.
  • Maximizes the investments you’ve already made.
  • Prevents performance bottlenecks before they impact your business.
  • Provides the opportunity to significantly reduce operational costs for your implementation.
  • Provides roadmaps to future adoption and roll out across your organization.
  • Provides subjective analysis on upcoming product modules and features as they relate to your needs

The business community as well as the ECM project team is engaged to determine the results of the assessment.  Reports and log files are reviewed to ensure that the no errors have occurred.