ADVANCED SYSTEMS FOR DOCUMENT MANAGEMENT

CURS 1

Lect. Univ. Dr. Mihai Stancu

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E D M S / E R M S / E C M E x p l a i n e d

When identifying and purchasing electronic records

management tools one needs to understand the industry's

"alphabet soup". There are three basic system types that

one should understand:

Electronic Document Management System (EDMS)

Electronic Records Management System (ERMS)

Enterprise Content Management (ECM)

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E l e c t r o n i c D o c u m e n t M a n a g e m e n t S y s t e m ( E D M S )

An EDMS is a software system that controls and organizes documents

throughout an organization, whether they have been declared as

records or not. Depending upon the product, an EDMS may be as small

as a stand alone desk top system or as large as an enterprise wide

server-based system. An EDMS typically may include:

document and content creation

document and content capture

document and content editing and revision

image processing

document workflow/business process management (BPM)

document repositories

Computer-Output Laser Disk/Enterprise Report Management

(COLD/ERM) and other output systems

information retrieval functionality

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E l e c t r o n i c R e c o r d s M a n a g e m e n t S y s t e m ( E R M S )

An ERMS is a software system that allows an organization to

assign a specific life cycle to individual pieces of organizational

information. Like an EDMS, they may be as small as a stand alone

desktop system or as large as an enterprise wide server-based

system. Unlike an EDMS one cannot edit or revise documents or

content once they are declared in an ERMS. An ERMS has the

functionality to:

receive of records

use records

manage and maintain electronic records

manage paper-based and other analog records

manage the disposition of records

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E n t e r p r i s e C o n t e n t M a n a g e m e n t ( E C M )

An ECM system, the evolutionary successor to an EDMS, is a

software system that has tools and methods utilized to

capture, manage, store, preserve, and deliver all forms of

content (not just documents and records) across an

enterprise. In addition to the tools found in an EDMS and

an ERMS an ECM system has:

collaboration tools

digital asset management tool

web content management tools

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E C M D e f i n i t i o n

Enterprise content management (ECM) extends the

concept of content management by adding a time line for

each content item and possibly enforcing processes for the

creation, approval and distribution of them. Systems that

implement ECM generally provide a secure repository for

managed items, be they analog or digital, that indexes

them. They also include one or more methods for importing

content to bring new items under management and several

presentation methods to make items available for use.

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E C M d e l i v e r i n g

ECM as an umbrella term covers document management, Web content

management, search, collaboration, records management, digital asset

management (DAM), workflow management, capture and scanning.

ECM is primarily aimed at managing the life-cycle of information from

initial publication or creation all the way through archival and eventual

disposal. ECM applications are delivered in four ways:

on-premises software (installed on an organization's own network)

software as a service (SaaS) (Web access to information that is stored

on a software manufacturer's system)

a hybrid composed of both on-premises and SaaS components

Infrastructure as a Service (IaaS) (which refers to online services that

abstract the user from the details of infrastructure like physical

computing resources, location, data partitioning, scaling, security,

backup etc.)

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R e d u c e d S t o r a g e S p a c e

Commercial property costs are increasing and so is the

expense to store paper documents. A software-based

document management solution (DMS) that can reduce the

need for file cabinets, boxes and storage bins is a valuable

asset to any enterprise, freeing up precious office space.

Documents that have to be kept as hard copies can often

be stored in less expensive locations, such as an offsite

warehouse or vault.

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E C M c o m p o n e n t s

Capture

Recognition technologies

Image cleanup

Forms processing

COLD

Aggregation

Indexing components

Manage

Store

Preserve

Deliver

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E C M c o m p o n e n t s - C a p t u r e

Capture

Recognition technologies

Image cleanup

Forms processing

COLD

Aggregation

Indexing components

Manage

Store

Preserve

Deliver

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E C M c o m p o n e n t s - M a n a g e

Capture

Manage

Document management

Collaboration

Web content management

Records management (file and archive management)

Workflow/business process management

Workflow

Business process management

Store

Preserve

Deliver

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E C M c o m p o n e n t s - S t o r e

Capture

Manage

Store

Repositories

Library services

Storage technologies

Preserve

Deliver

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E C M c o m p o n e n t s - P r e s e r v e

Capture

Manage

Store

Preserve

Long term storage media

Long term preservation strategies

Deliver

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E C M c o m p o n e n t s - D e l i v e r

Capture

Manage

Store

Preserve

Deliver

Transformation technologies

Security technologies

Distribution

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K e y o r d s

EDMS

ERMS

ECM

Manage

Workflow

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R e s u r s e u t i l e

Fray, Michael (2008). ECM - Enterprise Content

Management (in Danish). Denmark: Forlaget Globe.

ISBN 978-87-7900-831-1.

Kampffmeyer, Ulrich (2006). ECM Enterprise Content

Management (PDF). DMS EXPO 2006, Köln (in English

French German). Hamburg: PROJECT CONSULT. ISBN 978-3-

936534-09-2.

http://www.project-

consult.de/files/ECM_Enterprise_Content_Management_eB

ook_Ulrich_Kampffmeyer_2006.pdf