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The presentation of documents to users can be challenging as a central document management repository can contain a large number of documents.
When we designed DocuNECT we wanted to make sure that users had easy access to the documents they worked with. Any document management system needs to classify documents and store index data against it. For example, an invoice could be classified as a finance document with index information like Vendor No., Vendor Name, Invoice No, Invoice Amount, etc.
Cabinets & Indexes
Cabinets stored documents that share the same index values. Index values are business data elements that are associated with each document. DocuNECT maintains system indexes, but custom indexes can be configure. An example of a cabinet would be Loans that store all loan documents, For the Loans cabinet example index values may be Loan No, Borrower Name, Document Type, Loan Date, Loan Maturity Date etc. Powerful format and business validation can be assigned to the indexed to maintain the integrity of the information has is travels through the lifecycle,
Document Information Structure
In addition to the Cabinet and Index data as described above, DocuNECT also maintains a powerful structure about the document that is used to fuel our Data Discovery process. The structure stores, page information, document type information (classification), barcode information, annotations information, and the content structure.
Dynamic Folder Structures
Presenting documents in a folder structure can be counter-intuitive. Businesses have been storing documents on network-based file shares and local PCs for years and the only way to represent index data is within the folder and filenames. When implementing a document management system that supports both index data and a folder structure, it can create confusion.
The other way is having a search interface on a large repository of documents. This is effective and often used for transactional document management (also known as imaging), but misses the mark with more collaborative document management as users are continually conducting searches to get to the documents they frequently access. In collaborative document management users access a small amount of documents in the overall scope making constantly searching for documents repetitive.
Supporting Data Structure
DocuNECT has the facility to setup support data structure that can be used in a number scenarios, such as populating pick-lists, reporting, and linked document data. This data is presented through the DocuNECT Web UI and with the appropriate permissions the data can be maintained by the business.
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