IBA Group: IBM Content Foundation-based Electronic Document Management 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 effectively manage the processing of documents, automate the main procedures for working with them, increase the efficiency of the organization's departments by reducing the time spent on the processes of collecting, processing and receiving information.

The system allows you to solve the following tasks:

• Increase information openness and transparency of the organization's business processes
• Reduce the cost of business processes, including by reducing the paper share of the document flow, eliminating duplication of information entry and increasing its reliability and relevance, improving the ability to quickly search for documents and related management and business processes
• Increase control over the execution of documents and instructions, performing disciplines.

System description

The system provides support for the life cycle, including changing the status of details during the passage along the route, of the following types of objects:

• Incoming documents
• Outbound Documents
• Regulatory documents
• Administrative documents
• Reference and informational documents
• Errands.

The system supports the following capabilities when working with registration cards (hereinafter − RM) of documents and orders:

• Creation of RK document/order based on the already existing RK System
• Control of filling in mandatory details in RK
• Control of correctness of data entered into RM fields
• Insertion into the document text of the values from the details of the SC − when generating documents according to the template
• Attaching a file of any format registered in the operating system to the PC
• Add custom comments to a document/statement
• Automatic generation of approval, approval sheets
• Ability to save links to and delete linked documents
• Allows you to use templates when creating documents.

The system implements the instruction management module, which provides:

• Create orders both on the basis of documents and without binding to them
• Creating Orders for Yourself
• Possibility of attaching files to the task management system during its creation
• Mechanism for monitoring the progress and results of the execution of the order
• Possibility of order decomposition for smaller ones
• Possibility of participation of several persons in the same role in the process of execution and control of orders at once
• Ability to view orders with their status and categorization
• The ability to view the statistics of the execution of orders in different sections: by documents, by departments, employees.

Documents and orders in the System are available to the user both in general directories and in the personal "Office."

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.

The system provides the process of notifying users using e-mail and visual tools of the System about events:

• According to documents according to their life cycle stages
• On instructions assigned to the user
• In routing schemes (processes).

The System records and logs user actions. The rights of users to access information and functions of the System are delimited using built-in mechanisms.

Reporting in the System includes a number of ready-made reporting forms for document statistics and document execution control.

Within the replacement module, the System implements the possibility of maintaining absence calendars with automatic delegation of tasks (a certain list of deputies). At the same time, it is possible to specify the type of document for which tasks are delegated to the deputy.

The system supports the maintenance of role structures (employee role master data), the ability to assign deputies to perform a role in the business process.

The IBM Content Foundation-based electronic document management system (formerly IBM FileNet) allows you to:

• Include in the electronic document management process not only users combined into a local area network, but also geographically remote
• Ensure the construction of multi-level geographically distributed electronic document management systems by providing the means for the organization of document exchange and synchronization of reference books between local systems of organizations (subdivisions) included in one organization
• Automate not only the "organizational and administrative" document flow of organizations, but also the circulation of documents related to other information areas (legal, scientific and technical, statistical and other information)
• Perform collective work on documents, while the work with the document can be carried out by employees both in parallel and sequentially. Information updating is ensured by creation and preservation of document versions, that is, you can always see the document both in the latest version and (if necessary) the history of processing and changing the document.

The BPM subsystem provides support for the graphical editor of the route diagrams of business processes, visualization of the progress of processes along the route. The System provides support for the versionality of business process routing schemes, including the ability to determine the conditions for passing along the route that ensures process branching. The system provides the ability to call the functions of third-party software when passing the document along the route. When working with data in the System, it is possible to store documents of various formats in a centralized hierarchical storage. The number of stored files (file versions) and their size are not limited.