Objectives:

Document and Content Management entails controlling the capture, storage, access and use of data and information stored outside relational databases. Its task is to preserve the integrity of documents and other unstructured or semi-structured information, and at the same time allow access to them, making it similar to a series of data management operations related to relational databases. However, it also has strategic aims: There are many organisations whose unstructured data has a direct relationship with structured data. Choices concerning the management of this content should therefore be applied consistently. Moreover, unstructured documents and content are expected to be high quality and secure, as are other types of data. Ensuring security and quality requires control, a reliable architecture, and good Metadata management.

Activities carried out by our Team:

Planning of the Life Cycle Management

• Capture of Content and Records: Content capture is the first step to being able to manage it. Electronic content is often in a format suitable for storage in digital repositories. To reduce the risk of records being lost or damaged, paper-based content must be scanned and uploaded into the company’s system, indexed and stored in repositories. When the content is captured, it should be tagged with appropriate Metadata, such as a document or image identifier, date and time of capture, title and author. Metadata is necessary for information retrieval, as well as to enable the understanging of the content scope. Automated workflows and recognition technologies can help the capture and integration process, providing audit trails.
• Versions Management and Control: Standard ANSI 859 has three levels of data control, based on data criticality and on the damage that would occur if it were corrupted or unavailable. The levels are: formal, revision and conservation.
  • the formal control requires an initialisation of formal change through an impact assessment, choices from the change authority and a full assessment of the status of implementation and validation for stakeholders.
  • the revision control is less formal; it notifies stakeholders and updates versions when a change is needed.
  • the conservation control is the least formal; it simply requires a secure saving and a retrival method.
  • Backup and Retrival: The documents/records management system must be included in the overall business activities of backup and retrival, including the planning of a business continuity and the retrival in the event of data unavailability. A vital record programme allows the company to access to records necessary for the continuation of its activities if a disaster strikes, and allows to come back to normal activities after the disaster. Vital records must be identified and plans for their protection and retrival must be developed and implemented.
  • Storage and Disposal Management: An efficient documents/records management requires clear policies and procedures, especially concerning the storage and disposal of documents. A storage and disposal policy defines when documents with operational, legal, fiscal or historical value should be managed. It defines when inactive documents can be transferred to secondary storage facilities, such as offsite storage. Furthermore, the policy specifies the processes to be observed and the methods and timing for the disposal of documents.
  • Documents/Records Audits: Documents/records management requires some periodic audits to ensure that the right information gets to the right people at the right time for decision-making or operational activities.

Publishing and Deliviering Contents

• Providing Access, Search and Retrival: Once the content has been described by Metadata/keywords that label it and classifiy it within the suitable information architecture, it is available for the research and use. Portals that allow the retention of user profiles can help users to find unstructured files. Search engines can retrieve contents based on keywords. Some organizations use internal search engines for employees to retrieve information.
• Delivering via appropriate Channels: We are facing a change in delivery expectations since content users now demand to be able to enjoy and use contents from a device of their choice. There is a risk that any modified content will have to be restored to its original format.