150 Essential Features of Document Management System

September 2002

USA Newgen Software Inc. 37053 Cherry St., Ste. 209, Newark, CA 94560 U.S.A Tel: +1-510-742-7334 Fax: +1-415-723-7502 India Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi - 110067, India. Tel: +91-11-6964733, 6963571 Fax: +91-11-6856936 Email: omnidocs@newgen.co.in Web: www.newgensoft.com

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Introduction
Document Management System deals with storage, retrieval and organization of both electronic and paper based documents. This white paper covers 150 essential features, which any successful Document management system should have. These features have been compiled as a result of over 10 years of experience in providing DMS solution to customers worldwide. This list provides an excellent basis for evaluating a DMS product.

Document Scanning Features

1 2 3 4 5 6 7 Scanning and uploading paper document images. Support for TWAIN and ISIS scanning Scanning though browser plug-in Production-level scanning Scan multiple pages into batches for later processing Scan additional pages into existing documents

Document Acquisition Features

8 9 10 11 12 13 14 Upload through HTTP and LAN Import of image and electronic documents. Handling of In-coming Fax Direct uploading from ODMA compliant applications Direct upload from MS-Office applications Uploading of Email and Print Jobs Scheduled uploading and uploading from directories

Document and Folder Searches Features

15 16 17 18 19 20 21 22 23 24 25 Searches to locate documents or Folders Combined search on Profile, Indexed and Full Text Search ODMA support for search and retrieval Search and retrieval through MS-Office Search for documents or folders on document or folder profile information such as name, created, modified or accessed times, keywords, owner etc. Search for documents/Folders using user-defined indexes and document classes Support for Full Text Search on image and electronic documents Search across multiple versions of a document Saving of search queries and search results Support for Boolean and complex logical searches Search on annotations and notes

Document Viewing Features

25 27 28 29 30 31 32 33 34 35 36 Viewing and annotating image documents Support for Image viewing applet for effective and platform independent image document view Support for Document View through browser-based Plug-In Support for all common electronic file formats Support for all standard Image Operations such as deskew, despeckle, rotate, invert, brightness/contrast Facility of zoom-in and zoom-out, zoom percentage Zoom lens to zoom in on a part of image for large document handling Facility to traverse to next page/previous page or specific page for viewing multi page documents Facility to Exchange notes on documents. Secure notes for users Browse documents by notes. Ideal for review comments Support for Thumbnails on image and electronic documents

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Document Annotation Features

37 38 39 40 41 42 43 44 Facility of putting text, graphic and image annotations on document pages Support for text and image stamps Annotations for highlighting, marking text, underlining, pointing arrows, putting sticky notes on documents, free-hand, object-embedding Printing documents with or without annotations Multiple annotation colors Facility to modify or delete the annotations Rights on annotations Support for secure annotations for selectively users

Image Editing Features

45 46 47 Image Editing operations such as page insertion, deletion, merge / split pages etc. Facility for merging/splitting documents based on bar-code /page count etc. to assemble documents from scanned batches Support for preparation of clippings from multiple source documents

Features of Information Management

48 49 50 51 52 53 54 55 56 57 Document Repository for managing information Organizing documents into hierarchical storage like Cabinets, Folders and Subfolders for management and classification of information Support for user-defined Data Classes with multiple user-defined indexes of various data types Association of Data Classes with documents and folders for easy indexing and retrieval Filing & Indexing of documents for quick retrieval Standard Move/Copy/Delete operations for Folders and documents Shortcuts for Document and Folder Inbox and Outbox for individual users for posting documents to users Linking of documents for cross-referencing related documents Automatic Full Text Indexing

Content Management Features

58 59 60 61 Support for WebDAV Facility for users of enterprise applications to seamlessly interface with DMS Supports Integration with Content Management Supports for users to create, modify, review and publish content

Automatic Data Capture Features

62 63 64 65 66 Form Designer for accepting user Data Automatic Form generation from Data Class fields Zone-based OCR for automatic indexing Automatic data extraction using OCR, MICR and Barcode Template-based Filing

Version Control and Management Features

67 68 69 70 71 Version Management for tracking document revisions Support for image and electronic document versions, version comments and search across versions Support for auto-versioning at Cabinet and Folder level Check-In and Checkout support for collaborative working on documents Support for notifications on check-in / checkout

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Features of Document Delivery and Distribution

72 73 74 Download through HTTP Support for Print/Mail/Fax of documents Auto CD viewer for remote distribution

Adaptive Workflow Features

75 76 77 78 79 80 81 82 83 84 85 86 87 88 Adaptive Workflow for routing and tracking of documents, messages and forms Collaborative working on documents and folders Searching, reporting and monitoring of work process and status Create Ad-hoc or predefined routes for automatic document routing Support for both sequential and parallel routes Route of Work-items to users for their action Support for forward, return or completion of Work-items Support for referring Work-items to other users outside the pre-defined route Diversion of Work-items to other users for delegating or substituting Time -based and event-based reminders Support for Users can collaborate on a Workitem through shared and secure notes Task assignment for each user Form-based workflow through PDF forms Automatic data extraction and indexing from PDF forms

Reports and Audit Trails Features

89 90 91 92 93 94 Extensive Audit-trails at user, Folder and Cabinet levels. Audit trails on separate actions, and between specific date/times System Reports and Statistics Tracking of each Workitem through track-sheet which records all user actions Search on workflow progress through status searches, searches on user-defined indexes, full-text search and searches on Workitems date and time Reporting facilities: daily, weekly or monthly reports on completed, incomplete Workitems to identify slack and improve efficiency

Administration Features
95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 Easy to deployment and administration Definition of Users and Groups for the system. Option of granting rights to access, modify or delete documents and Folders. Document Lifecycle Management for managing online, offline and near-online documents and for document archival Progress tracking of WorkItems. Notifications & Reminders. Support for remote administration and configuration

Security Features
Definition of Users and Groups relation in the system Grant users and groups access permissions on Folders, documents and Data Classes Multiple levels of access rights (Delete/Edit/View/None) Support for system privilege Facility of Secured Notes sharing. Secure login and passwords for each user LDAP authentication and single sign-on support Support for data and password encryption Support for Digital Signatures and Biometric integration

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Supports SSL/HTTPS for secure transmission

Disaster Recovery Features

113 114 115 Tools for backing up and restoring of information for disaster recovery Support for incremental and full Backups Support for replicating data onto remote sites

Enterprise-class Scalability and Availability Features

116 117 118 119 Multi-tier architecture with each tier fully independent. Support for Multiple web servers Should support J2EE and XML-based middle-tier Support for multiple databases .

Document Image Server Features

120 121 122 Volume Management for Document and document caching form off-line, near on-line media Support for Image Server Replication for effective bandwidth utilization Support for Storage Management Server/Jukebox

Multiple National Languages

123 124 Support for multiple national languages including English, Hindi, Arabic, Chinese and German Localization kits

Integration Features
125 126 127 128 Support for API for extending client XML based API for server side integration of building custom interfaces. Java Bean API for rapid development of custom Web Interfaces Libraries for scanning, document viewing and image processing

Other Important Features

129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 Web Desktop for Browser based access Document Scanning support from browser Image Viewer Applet for platform-independent Image View WebDAV Server Production Level Document Scanning support Custom Desktop for Whitehall Filing and Processing System Custom Desktop for Customer File Management System Form-based Workflow for extending workflow support to business applications LDAP Authentication /Active Directory HTTPS/SSL Support Image Enabling 3 rd Part Business Applications Integration Support for preview of over 200 file formats, without native applications, through web browser Support for ERP Connector Support for Multiple platforms, Database, Web servers Number of Application Servers supported Support for J2EE Application Server Support for multiple Web Servers, Application Servers for Fault Tolerance & Load Balancing Support for multiple Application Servers for Fault Tolerance & Load Balancing Image Server replication for disaster recovery and multi-location availability Multi Server deployment Database Clustering Multi-location deployment

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