IBA Group: IBM Content Foundation-based Electronic Archive System (formerly IBM FileNet)

As of July 2022, the product is no longer available for purchase.

2013: Description of the system capabilities

Purpose of the system

The system is designed to take into account and store files and documents that have left operational workflow in order to ensure the safety of documents, increase the efficiency of their use, distinguish user access to functions and resources of the electronic archive, as well as documents stored in the archive.

The system allows you to solve the following tasks:

• Increase information openness and transparency of the organization's archive
• Improve the responsiveness and manageability of information processing processes in your organization's archive
• Reduce the cost of processes in the organization's archive, including by minimizing manual operations, eliminating duplication of the same type of operations when working with information in the archive
• Eliminate duplication of information entry and increase its accuracy and relevance, improve the ability to search for documents
• Ensure the security, confidentiality and integrity of the organization's information resources.

System description

The system provides the following operations on documents in the archive:

• Entering data into the System
• Forming and Maintaining a Case List
• Formation and registration of cases
• Formation and maintenance of case records
• Systematization of files and documents in the archive, topography of the archive storage
• Search for information (cases and documents) stored in the archive:

* issuance of cases for temporary use, control of movement and issuance of cases, registration of the use of documents;

* funding of the archive − formation and maintenance of funds in the archive of the organization;

* maintenance of reference books, catalogs, archive records;

* control of shelf life and allocation of cases for destruction;

* formation and maintenance of acts on the allocation of documents and cases for destruction.

The following data input modes are implemented in the System:

• Manually − adding data directly by the user
• Automatic − unloading of data from external systems.

Within the framework of the function module "Maintaining a list of cases," the following tasks are implemented:

• Creation of nomenclature of cases (including creation of registration card (hereinafter referred to as RK) of archival documents, cases)
• Edit case item (copy, delete, sort case headers, approve item)
• View case item (view general item information, view documents and cases that are part of an item)
• Print case item.

Within the framework of the functions of formation and registration of cases, the following tasks are implemented in the System:

• Calculation of the number of case sheets and volume support
• Execution of an internal case report
• Formation of case lists of structural subdivisions
• Preparation of reports on allocation for destruction of documents not subject to storage (for documents of structural subdivisions of the organization).

The function module "Transfer of cases for archival storage" provides:

• Control over the shelf life of documents and cases
• Formation and execution of consolidated case records (consolidated lists of cases of permanent, long-term storage and personnel)
• Formation of acts on allocation for destruction of documents not subject to storage (for documents of the organization as a whole).

Within the framework of the functional module "Control of shelf life and allocation to destruction of structural subdivisions" the following tasks were solved:

• Registration and printing of acts on destruction of cases
• Changes in the status of documents and cases, their transfer to the category allocated for destruction after the expiration of the established storage periods.

The system supports the systematization and topography of cases and documents, including:

• Possibility of assigning a case to the heading of a particular classifier
• View the list of cases assigned to a particular section of a particular classifier
• Maintaining classifiers
• Indication in the Republic of Kazakhstan of the case (volume, part) of its storage place: storage number, rack number, shelf number
• View the to-do list assigned to a vault location.

Different levels of access are implemented in the System. Users' access to archive documents includes:

• View the contents of archive funds, cases according to the access rights established for the reader
• Manage user requests for archive data
• Work with personal folders of users in which cases and documents are placed, in accordance with completed access requests
• Search for cases and documents by their attributes.

The system provides:

• Search for document/order by object details
• Context search by attached files, full-text search
• Different search options, including search by word part, by word group using "AND," "OR."

The System also implements the ability to filter and sort objects by any field in catalogs.

As part of the organization of users' access to archive documents, it is possible to issue cases for temporary use (support of documents on paper from the organization's archive). The system provides the process of notifying users using e-mail and visual tools of the System about events:

• By objects according to their lifecycle phases
• In routing schemes (processes).

The System implements the maintenance of role structures (employee role master data). The substitution functionality in the System is implemented by creating a unique processing queue for each access level, in which all tasks for a given category − a certain group of users are placed.

The modules "Streaming Scanning" and "Electronic Digital Signature" are implemented as external modules outside the System. Connection is carried out through the integration point.

The IBM Content Foundation-based Electronic Archive System (formerly IBM FileNet) − a specialized product designed to:

• Organization of systematic accounting of documents to be stored in the organization's archive
• Ensuring the ability to quickly search for documents stored in the archive
• Creating an effective technology for working with document content.

The System implements the functions of working with archival accounting objects: funds, inventories, cases, acts, applications for access to archive documents.

The system allows you to integrate the customer's existing information systems, thereby forming a single archival information field of the organization, including electronic documents (from the operational document management system), as well as copies of paper archival documents of the organization.

Implementation methodology (same for typical systems)

The System implementation process includes the following work stages:

• System Deployment and Configuration
• Preliminary tests
• Pilot operation
• Training of System Users and Administrators
• Acceptance tests.

As part of additional contracts, the system can be examined and refined to fulfill the requirements that arose at the stages of trial operation and acceptance tests.