Document management is becoming a commodity, which can create a problem for companies who are looking to centralize their documents into one repository. Commoditization helps make document management solutions accessible, allowing them to quickly spring up in different departments, divisions and locations. With the cloud providing more and more online solutions, a department looking for document management does not have to rely on IT for hardware. Internally, many organizations have Microsoft SharePoint and/or another document management system such as Documentum, OpenText, FileNET or eRoom to manage documents. In addition to these controlled document management systems, there are network file-shares, cloud storage, and FTP sites that can also store and provide access documents.
The more content each solution stores the bigger the problem becomes, compounding the challenge of centralized document management. Each individual solution provides it own value, but does not allow a unified approach to managing documents and associated data.
Three Reasons for Centralizing Document Management
Save on Maintenance and Resource Costs. Multiple document management solutions mean multiple annual maintenance bills that can mount up. Consolidating in one repository can allow you to retire solutions to save on maintenance and reduce hardware. Multiple systems also require resources with multiple skill sets, and possibly require more consulting time to support and maintain.
Realizing the Value of One Central System. One repository provides a global view of documents that facilitates better searching, allows better data integration, and also creates a foundation to facilitate initiatives that are not possible when documents are split between repositories. These initiatives include workflow, retention management and information discovery that can work on the complete scope of documents rather than just a smaller subset.
Increase Compliance. Regulations surrounding document management are on the increase, so having one environment where compliance is controlled reduces an ambiguity of what system stores the master version and allows audit trails and controls to be consistently applied to all documents.
How Can We Help?
DocuNECT is a solution to manage the capture and migration of documents from a number of different sources and document management systems. DocuNECT works in conjunction with our Idea to Implementation (i2i) methodology that has a complete reconciliation process that can help satisfy quality organizations that the documents have been moved from one system to another without the “chain of custody” being broken.
Ten Features of DocuNECT for Migration
1. DocuNECT can migrate documents and meta-data to and from popular document management systems.
2. DocuNECT can also interrogate file-shares, FTP/sFTP sites, user’s machines and cloud storage for documents to migrate.
3. Users can also manually migrate documents from their email, their file systems, or use the Virtual Print Driver to print documents directly into the new document management system.
4. Business rules can be applied to automatically classify documents and extract meta-data to allow it to be correctly placed into the target document management system.
5. Users can verify/change information using a web-based application before it is finally distributed.
6. Documents can be converted to and from a number of different formats. Documents can also be appended together, or broken apart, to better represent their classification and associated meta-data.
8. Data can be distributed to, or accessed from, business applications.
7. Complete document “chain of custody” audit reporting to maintain compliance during the migration.
9. Duplicate documents can be identified and either ignored or reviewed before being distributed to their final location.
10. If the “out of the box” features are not enough, DocuNECT has a powerful Microsoft .NET and Web Services API to allow documents and data to be exported or distributed to “home grown” solutions.