Enterprise Content Management

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Information about Enterprise Content Management

Published on March 4, 2014

Author: envigeek

Source: slideshare.net


Your Document Is Your Business: Reports and proposals, customer information, presentation slides, invoices and even contracts. And the simple fact of business today is that people need to work in more places and with more people.

Enterprise Content Management system provides:

Users: Work anywhere, on any device, with their favorite content apps in a company-approved way; share files & collaborate without friction.

Companies: Save money, increase employee productivity, automate processes, drive efficiency and manage risk.

Enterprise Content Management powerful, scalable and extensible enterprise content platform

Benefit of ECM Fully manage any type of content - from simple office documents, to scanned images, photographs, engineering drawings, and even large video files.  automate document intensive business processes, saving time and money.  enable secure collaboration, inside or even outside the firewall.

all of the core document management services needed to allow organizations to capture and manage electronic files MANAGE DOCUMENTS

HTML5 Modern UI Drag-and-drop files or folders right onto any modern browser, and quickly upload them into web-based ECM platform.

Classification Identifies a standard set of attributes for the documents stored, such as Name, Title, Description and Author. Users can define custom types that have extra attributes, such as Contract Value, Expiration Date, and Supplier Name.

Web Viewer View documents online without the need to download and open the document in another application. Support wide range of formats including most office files, images, photographs, scanned documents, video files and audio files.

Version Control With multiple people updating and changing documents it can be hard to identify the latest copy. Full version control solution allows users to track who changed what and when.

MS Office Integration With enhanced Sharepoint Protocol support, you can click Edit Online in your browser, launch Microsoft Office, and simply save changes to documents right back into platform. No more “checkingout” or uploading new versions.

Powerful Search Users have a choice of simple search, where the system will search for a term across content or attributes. Or use Advanced Search option to define which attributes to search for.

Built-in Workflow Comes with a fully configurable workflow engine to help manage your internal business processes. Could be a simple review and approval workflow or a more complex multi stage business process.

Secure, social collaboration features enable powerful enterprise content collaboration COLLABORATE

Internal Wiki Add Wiki to share project ideas List to keep track of project items FAQ for asking and answering project related questions Links space allows project members to share useful external resources

Commenting Users can share comments on documents to leave feedback, just like they do on social media sites.

Like Just as you would in Facebook, online collaboration features allow you to now give feedback on content that you find useful. When users search for information they can quickly see which are the most 'Liked' documents

Follow Keep up to date with new and revised content from your favorite content producers Follow your colleagues to be notified when they add new documents

Notifications Proactive notifications will keep online collaboration users updated with changes that have been made. Reading notifications either via email or online project news streams, allows users to quickly get up to speed with what has changed

Secure, social collaboration features enable powerful enterprise content collaboration SECURE SHARING

Multi Tenancy Create a project site to contain all the work associated with a business project or team. Add users to sites they entitled to, and restrict selected sites to be private and invite only.

Access Permission Grant permissions for specific people to access particular sites and folders, and revoke permissions when projects are completed, maintaining the security of your content.

Invite Access You can grant external collaborators access to the documents they need without having to circumvent the firewall or encounter VPN issues, effectively creating an extranet for secure document management.

Public Share http://ecm.esna.com.my Share content to a wider audience with public share feature that allows you to post document permalink URL to Twitter, Facebook, or send as email. All this without moving out the document from your ECM system.

Security & Audit Permissions set for individual users or groups to allow you to define exactly who can see content in the platform—whether by folder, individual files, or by project site. Full audit control shows who made changes and when.

DOD 5015.02 certified records management built for ease of use and value RECORDS MANAGEMENT

Record Filing Variety of interfaces to add records. Browser: allow easy access from any location CIFS and WebDAV: simple drag-and-drop files from desktop Able to extract and use information inherent in the document and email content to prepopulate records metadata.

File Plan A flexible File Plan allows records managers to model the system to meet their exact business needs. There is no limit to the number of levels and flexible record categories, so that extensive retention and archive policies can be supported

Disposition Record categories can be applied to any level of the file plan. Containing detailed disposition schedules, these records categories control scheduled handling of archiving, holds, transfers, accessions and destruction

eDiscovery Rapid eDiscovery tools provide users with simple to use search features that can be run across full-text content, file plan structures, records management categories and record types.

Freeze & Hold Users with the appropriate permissions can freeze records and folders. This prevents any changes to frozen objects and their retention schedules are suspended until the hold is removed

Audit Trail Complete audit trails are kept for all of the records under control. These reports can show the complete lifecycle of a record, including who had access and when.

Various ways to automate document-centric processes to improve business efficiency WORKFLOW ENGINE

User Dashboard Real-time views of all document workflows currently in progress, enabling users to easily see and prioritize incomplete actions. Notifications can also be set up to alert users when they have outstanding tasks assigned to them.

Rule-driven Task Automatically assign actions to appropriate individuals or teams to streamline your internal processes. Calibrate to your specific business process by defining reviewers, approvers, administrators or other custom assignee statuses

Folder Rules A simple point and click interface allows users to define processing rules for individual folders. The rules can run one or more associated actions when the rule is met. For example, rules can be implemented to automatically convert files into a PDF format ready for publishing to an Internet or Intranet.

Configurable Using simple configuration tools, new process definitions can be built and deployed to support any business process. Tight integration allows individual document workflow steps to be assigned that automatically change content state (i.e. from ‘In Review’ to ‘Approved’)

Integrations The workflow engine is tightly integrated with ECM, but can also be used to drive other business processes within your organization. Such as, Workflow engine can integrate into a CRM or ERP application to make updates based on document flows in your ECM system.

Scalability Horizontal Run on more than one server in a cluster. Additional servers can be added or removed from the cluster to meet user demand. This High Availability style configuration offers a higher level of reliability and resilience, and can be scaled-out as you grow. Vertical To increase performance, the application server can be separated into different tiers so the content server, share application, search server, and content transformation server can be run on separate servers, each optimized to the workload.

Open Standards       Ready API allows you to extend the content platform or integrate with your business applications Support for CMIS, the industry standard API for rich content repositories XML based model definitions Built with Java robust framework Customization using JavaScript and REST allows your developers to leverage existing skills Supports more open content standards than any other enterprise document management platform out-ofthe-box

15th Floor, West Block, Wisma SDB, 142C Jalan Ampang, 50450 Kuala Lumpur Tel +603 2168 4299 Fax +603 2168 4201 Email contact@envigeek.com Web www.envigeek.com

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