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  • Content Management Systems Reviews - Open Text - ECM Suite - Document Management

Content Management Systems Reviews - Open Text - ECM Suite - Document Management

    Open Text ECM Suite - Document Management (formerly Livelink ECM - Document Management) is a document management solution that provides full lifecycle management for any type of electronic document. Document Management provides a single, authoritative repository for storing and organizing electronic documents. Web based interface and open architecture make it easy to deploy.
     
    It is the powerful, fully integrated content management system that delivers the essential capabilities for managing documents. You can store, organize, access, and manage documents in an organized, hierarchical structure. Version control and audit trail functions ensure accuracy and currency. Powerful search functionality allows users to easily find what they need when they need it. Classification and metadata identify content authors and stakeholders so users can quickly find subject matter experts.
     
    Documents from across entire organization can be consolidated within a centralized web-based interface. Each user has access to a personal workspace which can be customized to suit individual preferences and enhance the overall user experience. By allowing users to organize information intuitively, they can quickly access what they need.
     
    The core library services are integrated with process automation tools. All important activities can be routed into work stream, allowing critical data to be included with key tasks and assignments.
     
    Compliance measures for documents retention are included in the system.
     
    Features
     
    Repository: the system manages any type of electronic document in any file format. You can organize electronic documents into hierarchies of folders and compound documents within three types of workspaces that reflect the different ways in which people work: the Enterprise Workspaces; Project Workspaces; and Personal Workspaces. Dynamic shortcuts point to any document, folder or object within the repository.
     
    Classifications - apply custom metadata to documents: you can associate metadata with documents. Metadata is indexed and can be used to easily retrieve and generate reports on documents based on your custom criteria. Each piece of metadata is an attribute, and sets of attributes can be grouped into categories that can be associated with any document. You can also add to your attributes, which improves the accuracy of attributes and enhances query precision. You can classify documents by applying pre-existing taxonomic classifications, categories or attribute values.
     
    Classify documents according to alternate taxonomic hierarchies: Multiple taxonomic classifications can be associated with documents in their original locations. This lets you browse and search documents in the repository according to taxonomies that differ from the one implied by the folder structure, without having to create multiple copies of documents.
     
    Information Retrieval:the web interface includes a simple search bar on every page that supports full-text or natural language querying within the folder or across the entire repository. The solution also includes an advanced search form for building search queries using system and custom metadata, taxonomic classifications, Boolean operators, and modifiers such as Soundex and a thesaurus. Search result pages provide result rankings, automatic summaries, clustered result themes, hit-highlighting and Find Similar. Users can save queries, result snapshots, and multiple search form templates.
     
    Support for Any File Format: the system handles numerous file types including engineering drawings, system reports, email messages, periodicals, rich media, etc.
     
    Rate and critique documents: Document Management allows you to rate the value of a document and write a critique that is saved with the document and viewed by other users. In addition to providing users with lists of the most highly rated documents, the solution tracks document usage to show the most recent and frequently accessed documents.
     
    Workflows - automate change request, review and approval processes: graphical workflow designer tool enables you to automate document management processes, such as document change requests and document review and approval processes, to ensure that they are carried out accurately and consistently. You can design processes according to your own requirements or according to those imposed by regulatory agencies. Web forms streamline the data entry process.
     
    Work directly from popular document authoring tools: the system allows users of popular desktop authoring tools, including Lotus Mail and Microsoft Word, Excel, PowerPoint, and Outlook, to open and save documents directly from the repository. Using Windows Explorer, users can drag and drop documents and folders between their desktop and the repository. Document Management also supports the WebDAV protocol, allowing users of WebDAV-compliant desktop applications to connect directly to the repository.
     
    Email documents to and from the repository: You can assign a unique email address to folders in the OpenText Document Management repository, thereby allowing users to email document attachments directly to a particular folder. Each document in the repository has an email function, enabling the document's link or the document itself to be emailed to any recipient.
     
    Use permissions to fine-tune access to documents: You can set up to nine levels of permissions on a document or folder in the repository. This helps you fine-tune the type of access that you want to grant to individuals and groups based on corporate policies. For example, some users may not have the permission to even see a document, others may have the permission to only view a document, and others may be able to modify or delete a document. You can assign roles and groups, control whether users can see documents, view their content, modify or delete them.
     
    Version Control: Control document versions and prevent multiple authors from overwriting each other's work using Document Management's check-out and check-in functions. When a user checks out a document, it can be viewed, but not modified, by other users. Users can access the complete version history of a document and view the content of previous versions. Manage the history of documents. Create static pointers to specific versions to create a generation or to specify published versions.
     
    Audit Trail: comprehensive audit trail functionality to automatically record the date, time and performer of every type of action, description of it, and related document activities such as who worked on it, reserved it, etc. Activities that can be recorded include document creation, renaming, reserving or unreserving, adding or deleting versions, viewing and so on. Integrated notification capabilities inform users whenever relevant content within the repository is updated.
     
    Generate document usage reports: the system includes predefined reports, such as a list of the largest documents or all the documents owned by a given user. In addition, Document Management includes a report building tool for creating custom reports.
     
    Manage compound documents: Use compound document containers to manage documents that comprise multiple document files. Within a compound document, sub-documents can be ordered and nested compound documents can be created. You can create major releases and minor revisions of compound documents as well as links that point directly to a particular release or revision.
     
    Next post on Open Text ECM Suite - content lifecycle management.
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