There is a variety of document management systems that are available on the market today. To develop distributed document capture and management systems needs several basic components.
1. A document capture and delivery module, which is typically an optical sensor such as a scanner or camera.
2. An optional pdf component that converts scanned documents to pdf formats.
3. An optional OCR module to convert captured graphics to searchable and extractable text
4. A job management system that can split or merge documents to a standard structure
5. A document categorization and relationship system. The categorization aspect is called taxonomy, whereas the relationship rules that build semantic knowledge is called a document ontology.
6. A business rules engine that can categorize the documents based on rules around content, logged in user, location, format, timestamp to the created document ontology.
7. An analytics engine that can track metrics and can provide capabilities for analysis.
8. A record management system for storing records such that their circulation can be controlled, authenticity verified as well as searched.
9. A workflow or business process modelling component that allows document approvals to be routed through departments or organizations.
10. An email/ electronic documents module for managing and storing emails and all sorts of digital content such as word processing documents, spreadsheets, media files and others such that they can be stored, searched, archived and accessed from multiple environments.
1. A document capture and delivery module, which is typically an optical sensor such as a scanner or camera.
2. An optional pdf component that converts scanned documents to pdf formats.
3. An optional OCR module to convert captured graphics to searchable and extractable text
4. A job management system that can split or merge documents to a standard structure
5. A document categorization and relationship system. The categorization aspect is called taxonomy, whereas the relationship rules that build semantic knowledge is called a document ontology.
6. A business rules engine that can categorize the documents based on rules around content, logged in user, location, format, timestamp to the created document ontology.
7. An analytics engine that can track metrics and can provide capabilities for analysis.
8. A record management system for storing records such that their circulation can be controlled, authenticity verified as well as searched.
9. A workflow or business process modelling component that allows document approvals to be routed through departments or organizations.
10. An email/ electronic documents module for managing and storing emails and all sorts of digital content such as word processing documents, spreadsheets, media files and others such that they can be stored, searched, archived and accessed from multiple environments.
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