Integrative Document and Content Management Solutions

2011 ◽  
pp. 2107-2112
Author(s):  
Len Asprey ◽  
Michael Middleton
Keyword(s):  
Content Management ◽  
Document Management ◽  
Web Content ◽  
Enterprise Information ◽  
Record Keeping ◽  
Digital Documents ◽  
Business Applications ◽  
Document Management System ◽  
Digital Format ◽  
Knowledge Strategies

Developments in office automation, which provided multiple end-user authoring applications at the computer desktop, heralded a rapid growth in the production of digital documents and introduced the requirement to manage capture and organization of digital documents, including images. The process of capturing digital documents in managed repositories included metadata to support access and retrieval subsequent to document production (D’Alleyrand, 1989; Ricks, Swafford & Gow, 1992). The imperatives of documentary support for workflow in enterprises, along with widespread adoption of Web-oriented software on intranets and the Internet World Wide Web (WWW), has given rise to systems that manage the creation, access, routing, and storage of documents, in a more seamless manner for Web presentation. These content management systems are progressively employing document management features such as metadata creation, version control, and renditions (Megill & Schantz, 1999; Wiggins, 2000), along with features for management of content production such as authoring and authorization for internal distribution and publishing (Addey et al., 2002; Boiko, 2002; Hackos, 2002; Nakano, 2002). If business applications are designed taking into account document and Web content management as integral constructs of enterprise information architecture, then the context of these solutions may be an integrative document and content management (IDCM) model (Asprey & Middleton, 2003). As the name implies, the IDCM model aspires to combine the features of a document management system with the functionality of Web content management. An integrative business and technology framework manages designated documents and their content throughout the continuum of their existence and supports record-keeping requirements. The IDCM model supports system capabilities for managing digital and physical documents, e-mail, engineering and technical drawings, document images, multimedia, and Web content. These systems may be deployed individually to address a specific requirement. However, due to the volume and varied formats of important documents held in digital format, these systems are often deployed collectively based on a strategic IDCM approach for better managing information assets. An organizational approach to IDCM supports enterprise knowledge strategies by providing the capability to capture, search, and retrieve documented information.

Managing Converging Content in Organizations

2011 ◽  
pp. 2490-2496
Author(s):  
Anne Honkaranta ◽  
Pasi Tyrväinen
Keyword(s):  
Information Retrieval ◽  
Social Role ◽  
Content Management ◽  
Document Management ◽  
Management Systems ◽  
Management Approach ◽  
Web Content ◽  
Government Organizations ◽  
Access Rights ◽  
Content Management Systems

Content management is essential for organizational work. It has been defined as “a variety of tools and methods that are used together to collect, process, and deliver content of diverse types” (McIntosh, 2000, p. 1). Content management originates from document management. In fact, a great deal of contemporary content management system functionality has evolved from document management systems. Documents are identifiable units of content, flexibly structured for human comprehension (Murphy, 2001; Salminen, 2003). They have traditionally been considered as containers for organizational content. Document management considers the creation, manipulation, use, publishing, archiving, and disposal of documents as well as the continuous development and design of these activities in organizational domains. In different domains, the requirements for document management differ accordingly. For example, manufacturing companies possess a bulk of technical drawings to be managed, and in e-government organizations, the document content may act as a normative reference that needs to be frozen and archived for long periods of time (Honkaranta, Salminen, & Peltola, 2005). Therefore document management in e-government is commonly split into two types: document management focusing on document production and the records management considering document repository management. Research on document management in organizations has been carried out focusing on a multitude of issues, including document standardization (Salminen, 2003), document metadata (Murphy, 1998), document and information retrieval (Blair, 2002), the social role of documents for organizational groups (Murphy, 2001), as well as document engineering (Glushko & McGrath, 2005). The wide selection of content management systems available has evolved mainly from document management systems (Medina, Meyers, Bragg, & Klima, 2002). They combine into single systems various functionalities developed separately in domains such as library sciences, text databases, information retrieval, and engineering databases. The essential features of document management systems cover: • Library services and version management • Management of user roles and access rights • Text retrieval based on metadata and full-text search • Support for document life-cycle and related work- flows • Management of metadata, as information about documents • Multi-channel publishing for a multitude of devices and print A survey on content management systems revealed that many of the systems still have a monolithic and closed architecture and their ability to adopt proprietary encodings is scarce (Paganelli & Pettenati, 2005). Contemporary content management systems’ support for access management and for customizing workflows for integrating content into organizational processes may be modest. For example, the popular Microsoft SharePoint Server (http://www.microsoft. com/sharepoint/default.mspx) only assigns access rights to folders, not to individual files or units within the files. Content management software may include limited functionality for the design and management of an organization’s Web site. The applicability of the document management approach and the systems for content management have been limited due to an orientation towards using documents as the only unit for managing content. As a consequence of this approach, long documents are difficult to browse through, portions of document content are difficult to reuse in other documents, and long documents are inconvenient for Web delivery (Honkaranta et al., 2005). At least two recent approaches on content management which aim at complementing these weaknesses can be identified. These are Web content management and the use of structured documents in the form of XML.

Content Management in Organizations

2005 ◽  
pp. 550-555 ◽  
Author(s):  
Anne Honkaranta ◽  
Pasi Tyrvainen
Keyword(s):  
Content Management ◽  
Document Management ◽  
Web Content ◽  
Structured Documents ◽  
Tools And Methods

Content management may be characterized as “a variety of tools and methods that are used together to collect, process, and deliver content of diverse types” (McIntosh, 2000, p. 1). At least three differing approaches on content management may be identified: 1) Web content management, 2) Document management, and 3) Utilization of structured documents.

Introduction

2003 ◽  
pp. 1-27
Author(s):  
Len Asprey ◽  
Michael Middleton
Keyword(s):  
Content Management ◽  
Document Management ◽  
Historical Background ◽  
Evolutionary Development ◽  
Integrative Approach ◽  
Web Content ◽  
Systems Architecture ◽  
Technological Developments ◽  
Disciplinary Background ◽  
High Level

This chapter provides a brief historical perspective on the evolution of document types and introduces a new document paradigm that has emerged with digitization. It reviews the role of documents in the overall context of today’s business world. The review then covers the contributions made by various disciplines to our understanding of the evolution of DMS and the emergence of solutions for managing content of documents, particularly for Web presentation. This chapter also introduces the benefits of an integrative approach to document and Web content management solutions. Our objectives are to: • Provide some historical background and show its influence on contemporary approaches to document management. • Examine the way a “document” is presently understood and how this may vary according to disciplinary background. • Review technological developments that have impacted on the evolution of document formats and methods of registering documents. • Review the development of DMS and show how the consideration of systems for managing documents and their content has been heavily influenced by the emergence of digital documents. • Consider the emergence of Content Management Systems (CMS) within the overall evolutionary development of document technologies. • Introduce an integrative approach to planning and implementing solutions for document and Web content management, depicted in an IDCM planning model. • Cover the high-level features of the IDCM model, which comprises a management framework and conceptual systems architecture.

Business Systems Interfaces and IDCM Opportunities

2003 ◽  
pp. 134-166
Author(s):  
Len Asprey ◽  
Michael Middleton
Keyword(s):  
Case Studies ◽  
Web Sites ◽  
Continuous Process ◽  
Content Management ◽  
Document Management ◽  
Web Content ◽  
Legal Compliance ◽  
Business Systems ◽  
Government Planning ◽  
Administrative Systems

In this chapter, we conclude the appraisal of the characteristics of IDCM systems that we commenced in Chapter 4. This chapter begins by reviewing IDCM opportunities in the context of their capability to interface with business operational and administrative systems. We relate these to document and Web content management in order to illustrate how IDCM can support other lines of business systems and their applications. We then review some document management applications in business and government enterprises and associate these with Web publishing and content management in order to demonstrate the types of solutions that are feasible. There is a wide range of opportunities for deployment of IDCM within most business and government enterprises, and we will examine some examples of applications in different environments. We emphasize throughout this chapter how IDCM can be deployed to support commercial and government planning initiatives, support regulatory and legal compliance, underpin continuous process improvement initiatives, and provide the foundation for exploiting enterprise knowledge. Our objectives then are as follows: • Discuss how IDCM repository management systems (document and Web content) can interface with core business operational and administrative systems. • Discuss some specific document and content management solutions that may be applied in an integrated manner for managing important business documents and vital records. • Provide an overview of some opportunities for IDCM useful for specific document and content management applications in a range of vertical industry sectors. • Discuss the application of general document management functionality for workgroups and wider enterprise deployment. Within the vertical market applications part of the chapter, we make reference to several case studies relating to different market sectors. These are cases for which there are references given in the general literature. Many more examples of specific case studies are provided by a number of the vendors listed in Appendix 4. The reader is referred to their Web sites for additional examples.

Conceptualising the Benefit Framework of an Enterprise Content Management System (ECMS)

2018 ◽  
Vol 15 (2) ◽  
pp. 17
Author(s):  
Mohamad Rahimi Mohamad Rosman ◽  
Mohammad Azhan Abdul Aziz
Keyword(s):  
Management System ◽  
Content Management ◽  
Extensive Review ◽  
Content Management System ◽  
Field Of Study ◽  
Factors Influencing ◽  
Digital Format ◽  
Enterprise Content Management ◽  
The Subject

Content management is an organisational effort of managing content, particularly in digital format. Although it has been over 25 years since content management was introduced, this field of study is still considered an emerging topic with unresolved issues-in particular, the subject of benefit achievement. Therefore, grounded on an extensive review of 135 articles, the purpose of this study is to investigate the benefits that organisations can gain through the proper use of an Enterprise Content Management System (ECMS). Subsequently, this paper identifies a list of ECMS benefits and proposes an ECMS benefit framework for further exploration into this field. Our result shows that although ECMS does bring benefits to organisations, these benefits are diverse; indicating that there are certain determinants or factors influencing the achievement of such benefits. Moreover, it is also found that in the context of the benefit framework of Shang and Seddon [10], three categories were found relevant to the field of content management: operational benefit, managerial benefit, and strategic benefit.

Electronic document management in chain companies of the FMCG-segment

2019 ◽  
pp. 46-51
Author(s):  
O. V. Voronova ◽  
V. A. Khareva
Keyword(s):  
Business Processes ◽  
Electronic Data Interchange ◽  
Retail Trade ◽  
Document Management ◽  
Electronic Document ◽  
Electronic Data ◽  
Document Management System ◽  
Electronic Document Management ◽  
Data Interchange ◽  
Chain Retail

This article considers the features of electronic document management at retail trade enterprises of the FMCG-segment. The paper observes the types of document flow at chain companies and examines the process of implementation of electronic document management system. The notions of “electronic document management” and “electronic data interchange” are also distinguished in the article.The paper explores positive changes caused by the introduction of electronic document management and the complexity of its implementation. The study reveals that in the Russian Federation the process of mass introduction of electronic document management in the chain retail companies of the FMCG segment has been ongoing for about ten years, though has reached the highest level of its activity in the last two years. At present day, the major part of chain retail companies in the FMCG-segment has already started to actively work with the Electronic Data Interchange system. Moreover, in recent years the number of partner-enterprises that join this system has been steadily increasing.The results of the study show that introduction of electronic document management in chain companies of the FMCG-segment allows to reduce the time spent for processing documents and to track all stages of the core business processes more effectively. It also ensures information security, improves staff discipline and the quality of service, which in its turn significantly improves management efficiency of the company in general.

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