Components




ECM combines components which can be used as stand-alone systems without being incorporated into an enterprise-wide system. The five ECM components were defined by the Association for Information and Image Management (AIIM) as:

  • Capture
  • Manage
  • Store
  • Preserve
  • Deliver

Captureedit

Capture involves converting information from paper documents into an electronic format by scanning, and collects electronic files and information into a consistent structure for management. Capture technologies also encompass the creation of metadata, describing characteristics of a document for easy location through search technology. A medical chart might include the patient ID, name, date of visit and procedure for medical personnel to locate the chart.

Earlier document automation systems photographed documents for storage on microfilm or microfiche. Image scanners make digital copies of paper documents. Documents already in digital form can be copied (or linked to) if they are available online. Automatic or semi-automatic capture can use electronic data interchange (EDI) or XML documents, business and ERP applications, or specialized-application systems as sources.

Recognition technologiesedit

Recognition technologies to extract information from scanned documents and digital faxes include:

  • Optical character recognition (OCR): Converts images of typeset text into alphanumeric characters
  • Handwriting recognition (HWR): Converts images of handwritten text into alphanumerics
  • Intelligent character recognition (ICR): Extends OCR and HWR to use comparison, logical connections, and checks against reference lists and existing data to improve recognition
  • Optical mark recognition (OMR): Reads special markings (such as check marks or dots) in predefined fields
  • Barcode recognition: Decodes industry-standard encodings of product and other commercial data

Image cleanupedit

Image-cleanup features include rotation, straightening, color adjustment, transposition, zoom, aligning, page separation, annotations and noise reduction.

Forms processingedit

Forms processing has two groups of technology, although the information content and character of the documents may be identical. It is the capture of printed forms via scanning; recognition technologies are often used, since well-designed forms enable automatic processing. Automatic processing can capture electronic forms (such as those submitted via webpages) if the layout, structure, logic, and contents are known to the capturing system.

Enterprise report managementedit

Enterprise report management (ERM) records reports and other documents on optical disks or other digital storage for ECM systems. The technology was originally used with laserDiscs.

Data aggregationedit

Data aggregation unifies documents from different applications and sources, forwarding them to storage and processing systems in a uniform structure and format.

Subject indexingedit

Subject indexing improves searches, providing alternative ways of organizing information. Manual indexing assigns index database attributes to content by hand, and is typically used by a "manage" database for administration and access.

Automatic and manual attribute indexing can be facilitated with preset input-design profiles, which can describe document classes that limit the number of possible index values or automatically assign certain criteria. Automatic classification programs can extract index, category, and transfer data autonomously. Based on the information contained in electronic information objects, it can evaluate information based on predefined criteria or in a self-learning process.

Manageedit

The manage category has five application areas:

  • Document management (DM)
  • Collaborative software
  • Web content management, including web portals
  • Records management
  • Workflow and business process management (BPM)

It connects the other components, which can be used in combination or separately. Document management, web content management, collaboration, workflow and business process management address the dynamic part of the information's life cycle. Records management manages finalized documents in accordance with the organization's retention period, which must comply with government mandates and industry practices. Manage components incorporate databases and access-authorization systems.

Document managementedit

Document management systems control documents from creation to archiving. They include:

  • Check in-check out: Checks stored information for consistency
  • Version management: Keeps track of different versions of the same information, with revisions and different formats
  • Search and navigation: Finds information and its associated contexts
  • Organizing documents in files, folders, and overviews

Document management overlaps with other manage components, office applications (like Microsoft Outlook and Exchange, or Lotus Notes and Domino), and library services which administer information storage.

Collaboration edit

Collaboration components in an ECM system help users work together to develop and process content. Many of these components were developed from collaborative-software packages; ECM collaborative systems include elements of knowledge management.

They use information databases and processing methods which are designed to be used simultaneously by a number of users on the same content item. Collaboration uses skill-based knowledge, resources and background data for joint information processing. Administration components (such as virtual whiteboards for brainstorming, appointment scheduling, and project management systems) and communications applications such as video conferencing may be included. Collaborative ECM may also integrate information from other applications.

Web content managementedit

ECM integrates web content management systems, presenting existing information managed in the ECM repository.

File and archive managementedit

Unlike traditional electronic archival systems, file and archive management is the administration of records, important information, and data which companies are required to archive. Independent of storage media, managed information does not need to be stored electronically. File and archive management includes:

  • Visualization of file plans and other structured indexes for the orderly storage of information
  • Unambiguous indexing of information, supported by thesauruses or controlled word lists
  • Management of record-retention and deletion schedules
  • Protection of information in accordance with its characteristics
  • International, industry-specific (or company-wide), standardized metadata for the unambiguous identification and description of stored information

Workflow and business process managementedit

The terms "workflow" and "business process management" (BPM) are often used interchangeably. Production workflow uses predefined sequences to control processes; in an ad-hoc workflow, the user determines the process sequence. Users interact in workflow solutions, and workflow engines are a background service controlling information and data flow. Workflow management includes:

  • Visualization of process and organization structures
  • Capture, administration, visualization, and delivery of information with its associated documents or data
  • Incorporation of data-processing tools (such as applications) and documents, such as office products
  • Parallel and sequential processing of procedures, including simultaneous saving
  • Reminders, deadlines, delegation and other administrative functions
  • Monitoring and documentation of process status, routing, and outcomes
  • Tools to design and display process

According to the AIIM, BPM is a way of looking at (and controlling) organizational processes.

Storeedit

Store components temporarily store information which is not required, desired, or ready for long-term storage or preservation. Even if the store component uses media suitable for long-term archiving, it is still separate from "preserve."

Store components may be divided into three categories:

  • Repositories: storage locations
  • Library services: administration components for repositories
  • Storage technologies

Repositoriesedit

ECM repositories may be combined. Types include:

  • File systems: Used primarily for temporary storage, as input and output caches
  • Content management systems: Storage and repository systems for content; may be a database or a specialized storage system
  • Databases administer information, and can also store documents, content, or media.
  • Data warehouses: Complex storage systems based on databases, which provide information from a variety of sources. They may be designed with global functions, such as documents or information.

Library servicesedit

Library services are ECM administrative components which handle access to information, taking in and storing information from the capture and manage components. They also manage the storage locations in dynamic storage, the store, and the long-term preserve archive. The storage location is determined by information characteristics and classification. The library service works with the manage components' database to provide search and retrieval.

It manages online storage (direct access to data and documents), nearline storage (data and documents on a medium which can be accessed quickly, such as data on an optical disc in a storage system's racks but not inserted in a drive that can read it), and offline storage (data and documents on a medium which is not quickly available).

If the document management system does not provide it, the library service must have version management to control the status of information and check-in/check-out for controlled information provision. It generates an audit trail, logs of information usage and editing.

Storage technologiesedit

A variety of technologies can be used to store information, depending on the application and system environment:

  • Magnetic online media: Hard disk drives (typically configured as RAID systems) may be locally attached, part of a storage area network, or mounted from another server (network-attached storage).
  • Magnetic tape: Magnetic tape data storage, in the form of tape libraries, use robotics to provide nearline storage. Standalone tape drives may be used for backup.
  • Digital optical media: In addition to compact disc and DVD optical media, storage systems may use magneto-optical drives; optical jukeboxes can be used for nearline storage. Optical media in jukeboxes may be moved offline.
  • Cloud computing: Data may be accessed via the Internet.

Preserveedit

Preserve is the long-term, safe storage and backup of unchanging information. Typically accomplished by ECM records management, it may be designed to help companies comply with government and industry regulations.

Content eventually stops changing and becomes static. ECM's digital preservation components also temporarily store information which does not need to be archived. Preserve components have special viewers, conversion and migration tools, and long-term storage media:

  • Write once read many (WORM) 5.25-inch (13.3 cm) or 3.5-inch (89 mm) optical discs, CD-Rs and DVD-Rs
  • Magnetic tapes in secure drives
  • Content-addressable storage, with software protection against overwriting, erasure, and editing
  • Storage networks may be used if they provide edit-proof auditing, with unchangeable storage and protection against manipulation and erasure.
  • Microforms, such as microfilm, microfiche, and aperture cards, are typically used to secure electronic information.
  • Paper also secures electronic information.

Long-term preservation strategiesedit

To ensure the long term availability of information, several strategies are used for electronic archiving. Applications, index data, metadata and objects may be continuously migrated from older systems to newer ones. Emulation of older software allows users to access original data and objects; software can identify the format of preserved objects and display them in a new environment.

Deliveredit

Enterprise output management presents information from the manage, store, and preserve components. Its Association for Information and Image Management model for ECM is function-based; the deliver components may enter information into other systems (such as transferring information to portable media or generating output files) or prepare information for storage and preservation.

Deliver components may be divided into three groups: transformation technologies, security technologies, and distribution. Transformation and security are middleware services and should be equally available to all ECM components. For output, primary functions are layout and design (with tools for laying out and formatting output) and electronic publishing (presenting information for distribution).

Transformation technologiesedit

Transformations should be controlled and trackable by background services. They include:

  • Computer output to laser disc (COLD): When used for delivery COLD prepares output data for distribution and archiving. Applications include lists and formatted output (such as personalized customer letters), journals and logs.
  • Personalization: Functions and output customized for a user's needs
  • XML (Extensible Markup Language): Enables the standardized, cross-platform description of interfaces, structures, metadata, and documents
  • PDF (Portable Document Format): A cross-platform printing and distribution format which permits content searches, the addition of metadata, and the embedding of electronic signatures. When generated from electronic data, PDFs are resolution-independent and allow crisp reproduction at any scale.
  • Open XML Paper Specification (OpenXPS): An XML specification, developed by Microsoft, describing the formats and rules for distributing, archiving, rendering, and processing XPS documents.
  • Converters and viewers: Generates uniform formats to display (and output) information in different formats.
  • Data compression: Reduces the storage space needed for pictorial information.
  • Web syndication: Presents content in different formats, selections, and forms for multiple use in different forms for different purposes.

Security technologiesedit

Security technologies are available for all ECM components. Electronic signatures are used when documents are sent and in scanning, to document full capture. Public key infrastructure is a basic electronic-signature technology, managing keys and certificates and checking signature authenticity. Other electronic signatures confirm the identity of the sender and the integrity of the sent data.

Digital rights management and watermarking are used in content syndication and media asset management to manage and secure intellectual property rights and copyrights. Electronic watermarks, embedded in a file, protect use rights for Internet content.

Distributionedit

ECM is provided to users with a variety of output and distribution media:

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