The Challenge
Every day organizations create a huge volume of unstructured content that includes customer profiles, purchase orders, employee records, financial reports, forms, scanned invoices, contracts, quality documents, engineering drawings, e-mails, and others. The challenge of handling paper, digital content, records and documents is mounting. Studies have shown that unstructured content comprises 80 percent or more of all corporate information and is growing at anywhere between 65 percent and 200 percent per year depending on industry sector.
In most companies, digital and paper-based content often exist in a state of unmanaged chaos. This content is stored in multiple locations, such as local computer drives, file shares, file folders and file cabinets without a consistent taxonomy to identify its nature. This makes it hard for users to find and reuse content that they need for their day-to-day jobs. The result is much time wasted in searching for and re-creating information. It also promotes less-efficient practices, such as using e-mail as a document collaboration tool. Organizations can't create and deliver business value without a centralized way to control content that support their business. Furthermore, IT teams have difficulty protecting information assets and sensitive documents from unauthorized access.
Organizations are adopting an Enterprise Content Management platform to address the business challenges associated with unmanaged information. Enterprise Content Management Solutions improve business productivity and agility by providing better access to information and creating a foundation for sharing, securing, and reusing this content throughout the enterprise. An Enterprise Content Management platform allows companies to reduce data hardware and software costs, and to integrate key information in unique ways to exploit new opportunities or quickly adapt to new business requirements.
A comprehensive Enterprise Content Management solution meets the above challenges and promotes the following benefits:
![Enterprise Content Management [ECM]](imgs/gestoes/fr_documentos.gif)
- Lower overhead needed to support physical documents;
- Reduces the labor required to complete critical document-intensive processes;
- Greater collaboration fostered by real-time access to content;
- Increased leveraging of knowledge assets;
- Eliminates delays and inefficiencies of manual processes;
- Empowers customer service representatives to resolve issues on the first call with the most accurate and timely data;
- Provides customer self-service with secure Web-based access to important documents;
- Better support for governance, risk and compliance initiatives by enabling secure access to content, standardized business practices and retention of content based on policies;
- Enhanced litigation readiness and reduced litigation risk.
Enterprise Content Management solutions provide the technology used to create, capture, manage, store, preserve, and deliver all the content, records and documents related to your organizational processes. ECM solutions enable you to maximize both the value and quality of your enterprise content to improve your overall business performance.
The Solution
SoftExpert ECM Suite covers within one integrated platform the content management capabilities needed to manage all types of enterprise content, including business documents, vital records, paper-based information, digital assets (images, audio, and video), email, forms, reports and more. In addition, the solution enhances team collaboration with project management, forums, real-time instant messaging and collaboration. To complete the offering, SoftExpert ECM Suite also provides a fully integrated Business Process Management Suite that allows customers to streamline everyday business activities, connecting and sharing knowledge across the organization.
The major technologies and features of SoftExpert Enterprise Content Management Suite include:
Content Capture – Solution architecture facilitates integration with other products through out-of-the-box connectors and Web Services to enable information capture based on any data source.
Document Imaging and Recognition – End-to-end scanning process that captures documents and metadata together; enhanced recognition through OCR technology and batch loading of content into a full searchable document management repository.
Content Creation and Authoring – Enables controlled document drafting by integrating with industry-standard authoring tools for creating office documents, engineering drawings (AutoCAD, Pro/E, Solid Edge, SolidWorks), rich media and others.
Content Indexing – Content can be automatically categorized with full-text indexing and extensible metadata capabilities, complying with the enterprise taxonomy.
Document Management Library Services – Integrated ad-hoc workflow to ensure proper approval processes, version and revision control, and check in / check out functionalities to eliminate simultaneous changes to content.
Content Collaboration – Provides a secure team-based workspace for people to share and edit documents and projects directly from user’s browser while maintaining revision control.
Content Lifecycle Management – Manages the process of moving content through stages such as drafted, reviewed, approved, released, archived, cancelled, outdated and disposed.
Enterprise Search Capabilities – Easily searches and retrieves information across federated repositories with advanced technology, including full-text, search term highlighting, metadata, and dynamic categories.
Conversion Services – Provides automated content publishing into multiple universal formats such as portable document format (PDF).
Content Notification Services – Manages alerts, such as revision changes, document publishing and expiration, document archiving, or workflow tasks by e-mail, system to-do’s, or on a mobile device.
Workflow/Business Process Management – Provides a well-integrated platform for automating complex content-driven and collaborative business processes, enhancing people productivity by using electronic forms to gather information throughout the process execution.
Records Management – Extends the solution beyond electronic records to integrate the management of physical records with electronic content, enabling retention, disposal, protection, and auditing policies to business records regardless of location or type.
Digital Signatures – Provides managers and other reviewers with a regulatory-compliant means of signing documents, while providing the equivalency of a paper document signature’s authenticity through the XML or CMS signature standard type.
Information Rights Management – Comprehensive security controls access and editing rights through user-based, role-based and account-based privileges including out-of-the-box SoftExpert Rights Management or integrates with LDAP, SSL, access control lists (ACLs), and digital certificates.
SoftExpert SharePoint Connector – Fully integrated functionality of SE Administration module that allows users to create personalized views of SoftExpert components into Microsoft Office SharePoint Server 2007 (MOSS 2007) as a web part.
SoftExpert ECM Suite provides all of these components and more. It enables you to effectively and efficiently capture, manage, store, preserve and deliver digital and paper-based content. Any authorized person — employees, customers, vendors or partners — can manage and work on your documents, records and processes safely and securely anytime, anywhere.
SoftExpert ECM Suite develops a proactive compliance with Good Manufacturing Practices, OHSAS 18000, ISO 9000 Quality Guidelines, Sarbanes-Oxley, DoD 5015.2, MoReq, ISO 15489, HIPAA, AIIM Standards and Recommended Practices, ESIGN, and 21CFR Part 11 Electronic Records; Electronic Signatures. It ensures compliance across a variety of industries including pharmaceutical and medical devices, government, financial services and manufacturing.
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