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Document Management System Feature Matrix

DMS Fundamentals
In its unique form, a document can only exist in the system as a single object Provides ways for adding metadata to objects Provides ways for applying workflows to documents Share metadata and versioning by grouping or linking documents together Provides powerful Search Enables collaboration on documents Provides Basic Records Management Integrates with directly with other applications Provides ways for object versioning A document should be retrievable without knowing its location

10

100 10 10 10 10 10 10 10 10 10 10

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Metadata

Metadata is typically stored for each document. Metadata may, for example, include the date the document was stored and the identity of the user storing it. The DMS may also extract metadata from the document automatically or prompt the user to add metadata. Some systems also use optical character recognition on scanned images, or perform text extraction on electronic documents. The resulting extracted text can be used to assist users in locating documents by identifying probable keywords or providing for full text search capability, or can be used on its own. Extracted text can also be stored as a component of metadata, stored with the image, or separately as a source for searching document collections.

10

100 60 30 10

Standards Compliance Granularity Import/Export

Integration

Many document management systems attempt to integrate document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Such integration is commonly available for office suites and e-mail or collaboration/groupware software. Integration often uses open standards such as ODMA, LDAP, WebDAV and SOAP to allow integration with other software and compliance with internal controls.

12

100 50 50

Web based API Desktop Integration

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Capture

Capture primarily involves accepting and processing images of paper documents from scanners or multifunction printers. Optical character recognition (OCR) software is often used, whether integrated into the hardware or as stand-alone software, in order to convert digital images into machine readable text. Optical mark recognition (OMR) software is sometimes used to extract values of check-boxes or bubbles. Capture may also involve accepting electronic documents and other computer-based files. Ease of Email Capture Physical and hybrid information management tools Native security classification and access control Categorization/Taxonomy Imaging Recognition Scanning Forms Processing

100 10 10 30 30 5 5 5 5

Storage

Store electronic documents. Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another (hierarchical storage management) and eventual document destruction.

100 10 20 30 40

Expiration Date Hold & Record Status Compliance Scaling

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Distribution

A published document for distribution has to be in a format that can not be easily altered. As a common practice in law regulated industries, an original master copy of the document is usually never used for distribution other than archiving. If a document is to be distributed electronically in a regulatory environment, then the equipment tasking the job has to be quality endorsed AND validated. Similarly quality endorsed electronic distribution carriers have to be used. This approach applies to both of the systems by which the document is to be inter-exchanged, if the integrity of the document is highly in demand.

50 25 25

In Place Records Management Automated Document Distribution

Security

Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.

100 30 30 10 30

Site/Application Level Security Item/Folder/Document Level Security Single Sign On Desktop Integration

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Workflow

Workflow is a complex process and some document management systems have a built-in workflow module. There are different types of workflow. Usage depends on the environment the electronic document management system (EDMS) is applied to. Manual workflow requires a user to view the document and decide whom to send it to. Rules-based workflow allows an administrator to create a rule that dictates the flow of the document through an organization: for instance, an invoice passes through an approval process and then is routed to the accounts-payable department. Dynamic rules allow for branches to be created in a workflow process. A simple example would be to enter an invoice amount and if the amount is lower than a certain set amount, it follows different routes through the organization. Advanced workflow mechanisms can manipulate content or signal external processes while these rules are in effect.

100 100

Integration

Collaboration

Collaboration should be inherent in an EDMS. In its basic form, a collaborative EDMS should allow documents to be retrieved and worked on by an authorized user. Access should be blocked to other users while work is being performed on the document. Other advanced forms of collaboration allow multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document should be viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.

100 50 50

User Sites Desktop Integration

Versioning

Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy.

100 50

Content Approval

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Check-in/Check out

50 8 100 50 50

Searching

Searching finds documents and folders using template attributes or full text search. Documents can be searched using various attributes and document content.

Content Crawling External Crawling

Publishing

Publishing a document involves the procedures of proofreading, peer or public reviewing, authorizing, printing and approving etc. Those steps ensure prudence and logical thinking. Any careless handling may result in the inaccuracy of the document and therefore mislead or upset its users and readers. In law regulated industries, some of the procedures have to be completed as evidenced by their corresponding signatures and the date(s) on which the document was signed. Refer to the ISO divisions of ICS 01.140.40 and 35.240.30 for further information. The published document should be in a format that is not easily altered without a specific knowledge or tools, and yet it is read-only or portable.

100 25 25 25 25

Content Approval Check-in/Check out Content and Structure Reporting Groups & Permission Levels

Reproduction

Document/image reproduction is key when thinking about implementing a system. It's great to be able to put things in, but how are you going to get them out? An example of this is building plans. How will plans be scanned and scale be retained when printed?

2 100

100 100

General

Total
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Instructions: (edit data only in color coded cells - white cells contain formulas and should be left alone) Note: If you need to add factors or categories, please see the example tab for more instructions Title your options: replace "Option 1", "Option 2" with your option titles Title categories for consideration in column A : replace "Category 1", "Category 2" with your category labels Add factors for decision in each category in column B (for a job, this might be commute, pay, etc.)

Assign weights to categories (column C) so that they add to 100 (see below cat weight column for total). This forces you to understand Assign weights to each factor within the categories (column D) so they add to 100 (see above factor weights for total). When assigning Note: when your weights add up properly, you should have no more red totals visible. Fill out blue areas with scores from 0-10 Note for negatives, reverse your thinking (so a high score on a negative like Risk means it's NOT risky) Note that as you edit scores, the weighted averages are shown as subtotals and absolute totals along the bottom. For "yes/no" factors, use 0 for no, and 10 for yes.

Final Resulting scores are shown at the bottom of each option rating each from 0-100

Final Scores

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Prepared By: Keith Tuomi - http://yalla.itgroove.net Date: 06/06/2012

SharePoint

Competitor X

Competitor Y

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54
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6.45
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32.8
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30.4
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35
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32
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0
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38.25
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2
1 40.3

0
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0
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orces you to understand how important these categories are to you relative to each other

r total). When assigning weights to factors, concentrate on their relative importance, ignoring factors in other categories

om.

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In this example, we are evaluating four hypothetical houses for purchase!

You may notice we added a row at line 19 to accommodate an additional factor. Adding more factors is easy. To do this, we selected the entire row 1 "copied" it, then selected row 18 again and did "insert copied cells". You can also delete unneeded factor rows, though it's better to leave them empty until you are sure you don't need them.

To add more categories, you must copy all rows of an entire existing category + factors set then "insert copied rows" on top of another selected catego row. For example, you could select rows 24 through 27, and "copy" them. Then select just row 24 and "insert copied cells". This would give you two "kitchen" categories which you could then easily modify. To add another house to the matrix, select column G and "copy", then select column "G" and "insert copied cells".

You may notice that we're always having you insert in the middle of the matrix. That's intentional. Inserting at an edge is problematic as forumulas do get updated properly. Have fun!

Cat Wt Location Aesthetic Freeway Close Commute Exterior Curb Appeal Parking Neighborhood Kitchen Fixtures Appliances Prep Island (Y/N) Interior Bedroom count/size Family Room Basement Dining Room Total 100 25 15 20 40

Weight Mountain House Ocean House Downtown Condo 100 240 240 196 50 9 8 4 20 3 4 4 30 3 4 7 100 120 84 84 30 7 5 4 50 5 3 4 20 7 6 5 100 73.5 73.5 108 40 6 6 8 50 5 5 6 10 0 0 10 100 136.25 90 68.75 40 7 5 5 25 4 4 0 20 6 0 0 15 3 4 5 57.0 48.8 45.7

As price is no object in choosing our new home we didn't include that in the matrix (ok, we're pretending to be Bill Gates) Final Scores 64 54 44 34 24

24 14 4 Mountain House Ocean House Downtown Condo Suburb House

cted the entire row 18, it's better to leave them empty

another selected category lls". This would give you two

oblematic as forumulas don't

Suburb House 208 5 6 5 114 6 5 7 102 7 6 10 127.5 7 5 0 7 55.2

ending to be Bill Gates)

Suburb House