Content and Document Management Solutions
The life blood of today's enterprise is the rich content contained in documents, correspondence and communications. Managing this content had become a required lynchpin for competitive stature.
Organizations generate documents on a daily or even hourly basis and require some form of structure that could guarantee the security, flexibility of access and distribution of these documents securely and effectively to be able to meet the requirements of the organization in decision making and other related issues.
Some organizations have web sites on the internet or within the organization as intranets and have various pockets of document management that they so much desire to integrate into their intranet or websites to provide a comprehensive content management solution as the world progresses towards the paper-less organization and digital or electronic documents become the norm..
We provide comprehensive, insightful and effective document and content management solutions for enterprises and organizations. Our solutions are backed by deep technical insight and expertise and comprehensive understanding of the different domains for project implementation.
Our Document Management Solutions
There are several common issues that are involved in managing documents, whether the system is an informal, ad-hoc, paper-based method for one person or if it is a formal, structured, computer enhanced system for many people across multiple offices. Our document management solutions have taken a lot into consideration and address the following areas amongst others effectively:
- Location: Where will documents be stored? Where will people need to go to access documents? Physical journeys to filing cabinets and file rooms are analogous to the onscreen navigation required to use a document management system.
- Filing: How will documents be filed? What methods will be used to organize or index the documents to assist in later retrieval? Document management systems will typically use a database to store filing information.
- Retrieval: How will documents be found? Typically, retrieval encompasses both browsing through documents and searching for specific information.
- Security: How will documents be kept secure? How will unauthorized personnel be prevented from reading, modifying or destroying documents?
- Disaster Recovery: How can documents be recovered in case of destruction from fires, floods or natural disasters?
- Retention Period: How long should documents be kept, i.e. retained? As organizations grow and regulations increase, informal guidelines for keeping various types of documents give way to more formal Records Management practices.
- Archiving: How can documents be preserved for future readability?
- Distribution: How can documents be available to the people that need them?
- Workflow: If documents need to pass from one person to another, what are the rules for how their work should flow?
- Creation: How are documents created? This question becomes important when multiple people need to collaborate, and the logistics of version control and authoring arise.
- Authentication: Is there a way to vouch for the authenticity of a document ?
Our Content Management Solutions
Our Content Management solutions cover the key areas of content management as follows:
- Enterprise Content Management Systems
An enterprise content management (ECM) system is concerned with content and documents related to the organizational processes of an enterprise. The purpose is to manage the organization's unstructured information content, with all its diversity of format and location.
- Web Content Management Systems
A web content management (WCM) system is a CMS designed to simplify the publication of Web content to Web sites, in particular allowing content creators to submit content without requiring technical knowledge of HTML or the uploading of files.
- Component Content Management Systems
A component content management (CCM) system is concerned with the content within documents. It can locate and link content at any level of organization, and it is used to build publications out of re-usable fragments of content. Whereas ECM and WCM systems frequently manage unstructured content (word processor and other desktop publishing files, rendered PDF and HTML, etc.), a CCM system manages structured content (usually XML), from which such documents are rendered and typically delivered to ECM and WCM systems.
Content and Document Management Overview
There is considerable confusion in the market between document management systems (DMS) and content management systems (CMS). This has not been helped by the vendors, who are keen to market their products as widely as possible.
These two types of systems are very different, and serve complementary needs. While there is an ongoing move to merge the two together (a positive step), it is important to understand when each system is appropriate.
Document management systems (DMS)
Document management is certainly the older discipline, born out of the need to manage huge numbers of documents in organizations.
Mature and well-tested, document management systems can be characterized as follows:
- focused on managing documents, in the traditional sense (like Word files)
- each unit of information (document) is fairly large, and self-contained
- there are few (if any) links between documents
- provides limited integration with repository (check-in, check-out, etc)
- focused primarily on storage and archiving
- includes powerful workflow
- targeted at storing and presenting documents in their native format
- limited web publishing engine typically produces one page for each document
Note that this is just a generalized description of a DMS, with most systems offering a range of unique features and capabilities. Nonetheless, this does provide a representative outline of common DMS functionality.
A typical document management scenario:
A large legal firm purchases a DMS to track the huge number of advice documents, contracts and briefs. It allows lawyers to easily retrieve earlier advice, and to use ‘precedent’ templates to quickly create new documents.
Content Management Systems (CMS)
Content management is more recent, and is primarily designed to meet the growing needs of the website and intranet markets.
A content management system can be summarized as follows:
- manages small, interconnected units of information (eg. web pages)
- each unit (page) is defined by its location on the site
- extensive cross-linking between pages
- focused primarily on page creation and editing
- provides tight integration between authoring and the repository (metadata, etc)
- provides a very powerful publishing engine (templates, scripting, etc)
A typical content management scenario:
A CMS is purchased to manage the 3000 page corporate website. Template-based authoring allows business groups to easily create content, while the publishing system dynamically generates richly-formatted pages.
Interested to learn more about our Content and Document Management solutions? Please contact us immediately using information provided on our contact page on this website.