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Electronic Document Management Services
What Is It?
Electronic Document Management is the ability of a document management system to import, store, retrieve and search electronically created files such as correspondence, spreadsheets, engineering drawings and presentations.
Who Is It for?
EDM is great for any organization that needs quick access to documents that have been created by PC-based applications such as a word processor, spreadsheet, presentation package or CAD program. Often legal requirements in terms of correspondence or other files may dictate a requirement for EDM.
Why Do I Need It?
OnBase EDM Services enables more flexible and secure management of internally generated documents. As a Core Module of the OnBase System, OnBase EDM Services provides a streamlined method of storing application documents into the OnBase System and managing saving revisions to those documents. By simultaneously enhancing both the access to and control of documents, OnBase EDM Services allows everyone in your organization to collaborate in the creation of documents and to utilize the essential information they contain.
EDM Services also allows documents generated by other programs, such as forms processing software, to be automatically archived into the OnBase System. Such documents are archived individually or in batches into the OnBase System through the OnBase OLE API.
How IAS Can Help?
IAS, can determine if EDM is right for you and then offer solutions to bring this technology into your organization. Call us today for a free evaluation.
What Are the Benefits of EDM?
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Provides streamlined archival of application documents such as word processing documents, spreadsheets, presentations, graphics, compound documents, forms, faxes, and e-mails.
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Enables File/Save As and File/Open functionality when working within ODMA-compliant applications, such as MS Office or Lotus SmartSuite.
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Provides archival interface for third party applications such as forms or document processing applications.
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Allows authorized users to modify specific types of stored documents and save revisions.
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Tracks successive revisions, and summarizes the changes incorporated into each version.
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Maintains a detailed audit trail of when and by whom any changes were made.
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Integrates seamlessly with all other OnBase modules and incorporates powerful cross-referencing among COLD, image, and application documents.
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Can be adapted to your specific organizational requirements without programming through "point and click" configuration.
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Extensive security assigns user rights selectively, enabling individual users or groups of users to retrieve and modify specific types of documents.
Saving Revisions
OnBase EDM Services also allows users, if authorized, to make and save modifications to stored documents. When a user retrieves an application document within OnBase, the document is brought into view using an OLE container. The user is then able to use all of the functionality resident in the native application to make modifications to the document. When closing the document, the user is then given the option of storing the document as a new or revised document. OnBase automatically numbers each version of the document, and allows the user to provide a short summary of the changes that were made, enabling subsequent users to easily pinpoint the exact version they want.
Check-in/Check-out
When a user retrieves an application document from the OnBase System, that document is automatically "checked-out". While checked-out, other users will be able to retrieve and route a "Read-Only" version of the document, but will not be permitted to make modifications. Once the original user has closed the document, it will be "checked-in" and available for further modification by other authorized users. The OnBase Transaction Log informs the System Administrator of the current user of each "checked out" document.
