The Gilbane Advisor

Curated content for content, computing, and digital experience professionsals

Category: Document Management (page 1 of 4)

Document management system

A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents in various forms, including:

  • marked-up text files for editing and publishing to printing or electronic display devices, using either proprietary or standard markup languages
  • “final form” print-oriented page languages such as PostScript or PDF
  • rasterized images that have been scanned for archival or viewing

Basic features included check-in / check-out library services for authors, and version tracking.

Since the emergence of the Web and multichannel content management systems (CMS) in the 1990s and since, document management systems have largely become a subset of the broader content management category. 

Documents are dead – or not

Last night I somehow stumbled on a link to the March 19, 1998 issue of David Weinberger‘s JOHO (Journal of the Hyperlinked Organization), where David posits The Death of Documents and the End of Doneness – because of the Web of course – and I disagree that documents are dead. David and I are old friends and I am sure we each had more to say to each other on this topic, but I can’t remember if he ever accepted my corrections to his obviously misguided position, whether he just decided to spare me the embarrassment of pointing out gaping inconsistencies in my argument and gloat privately, or whether we figured out a weaselly way to agree. I have a vague memory of the latter – perhaps in an AIIM publication?

In any case, I was gratified to find that I still agree with my 1998-self, and will check with David to see whether he is the same self he was. You can reach your own conclusions and also have a fun read (if you don’t know him, David is very funny) at http://www.hyperorg.com/backissues/joho-march19-98.html.

Update:
See David’s response at http://www.hyperorg.com/blogger/2012/05/22/documents-dead-or-grizzled-survivors/

David:
Aha! We now agree and in a non-squirrely way. You didn’t have to say you were wrong, now I am going to have to admit the same when it’s my turn. 🙁 …Besides, you were only a little wrong…

Adobe Acquires EchoSign

Adobe Systems Incorporated announced that it has acquired EchoSign, a leading Web-based provider of electronic signatures and signature automation. EchoSign’s electronic signature solution will be a key component of Adobe’s document exchange services platform. The EchoSign solution will be integrated with other Adobe document services including SendNow for managed file transfer, FormsCentral for form creation and CreatePDF for online PDF creation. The EchoSign electronic signature solution automates the entire signature process from the request for signature to the distribution and execution of the form or agreement. The EchoSign service includes a rich set of APIs for incorporation with company-specific solutions to improve the process of sending, tracking and signing digital documents. EchoSign is based in Palo Alto, Calif. with a sales presence in the U.K. and Germany. The founders of EchoSign and all full-time employees will join Adobe. http://www.adobe.com http://www.echosign.com/

Nuxeo Releases New Version of Open Source Document Management Software

Nuxeo, the Open Source Enterprise Content Management (ECM) platform company, released a new version of Nuxeo Document Management and Nuxeo Enterprise Platform today. Nuxeo DM 5.4.2 offers a host of usability and social features to make the user experience even smoother and more streamlined. Key contributions highlight the value of community involvement in the strategy of continuous innovation for the Nuxeo platform. The release of Nuxeo DM 5.4.2 and its underlying platform, Nuxeo EP, demonstrates execution on a vision of ongoing innovation, community engagement, and open standards support, delivered to content management application architects and developers. Driven by community feedback, many of the new features and enhancements improve usability of the application, using state-of-the-art technologies and standards, such as OpenSocial, OAuth, HTML5, WebDAV, and CMIS. The new WSS connector was contributed by Nuxeo partner Gagnavarslan, an ECM solution provider in Iceland. The Nuxeo and Gagnavarslan teams collaborated to integrate this new component after passing the Nuxeo QA process. With this connector, the Nuxeo repository can be mapped as a drive under MS Windows or Mac OS X. Other contributions include ongoing enhancements for the OpenSocial integration from customer Leroy Merlin. It now supports the GWT OpenSocial container, making the dashboard faster, and providing more gadgets and layout options. In addition, the Nuxeo platform is now completely integrated with OpenSocial and fully supports OAuth, allowing for external gadget integration in Nuxeo DM, and the use of Nuxeo DM gadgets in external containers, such as iGoogle. OAuth support ensures control of which services are used and the scope of data shared between applications. While the GWT container is well equipped to manage dashboards, a new light OpenSocial JavaScript Gadget container offers a quick and easy way to add an OpenSocial gadget to a content template in Nuxeo DM. Other highlights of Nuxeo EP and DM 5.4.2 include: HTML 5 Drag’n’Drop; New system properties for the CMIS interface; Improved User Interface layout; Content Views; and Facets. Nuxeo DM 5.4.2 is available with no license charge, download options include an installable application for Windows, Linux or Mac environments, as well as a pre-configured virtual appliance for VMWare or VirtualBox-compatible environments. Nuxeo DM can also be previewed instantly with an online trial version. http://www.nuxeo.com

Mr. Copy Launches DocuShare on Demand

Mr. Copy, a Xerox company serving California, announced its latest offering, DocuShare on Demand. DocuShare on Demand is aimed at helping small-to-midsize businesses manage the vast amount of paper and digital content created on a daily basis. This hosted Enterprise Content Management (ECM) solution enables document management, collaboration, review and approval as well as web publishing to support information sharing across a company by employees. When coupled with Xerox scan-enabled multifunction devices from Mr. Copy, DocuShare on Demand provides a complete document management solution from one vendor. DocuShare on Demand can save users up to 90 percent of operational and storage costs relating to document management. In addition, the new service should improve operational efficiencies by cutting the time it takes to find vital information. Compliance Ready and Easy to Deploy DocuShare on Demand takes the hassle of compliance away from the day-to-day operations of a company. Compliance for HIPAA, FERPA, Sarbanes-Oxley and 37 other state privacy laws are included in the package. In addition, DocuShare on Demand can be deployed in days or weeks instead of the months required for other solutions. With this digital solution, there is no infrastructure to purchase or maintain. http://www.mrcopy.com/

Adeptol Updates Document Viewer Enterprise Edition

Adeptol released its Document Viewer Enterprise Edition Version 4.4 with a buffering and rendering technology to load documents of size up to 0.5 GB in one second. This new version of Enterprise Viewer introduces features for developers and business users as well as advanced document search capabilities, thumbnails support, watermarking, and page rotation. The Enterprise Viewer uses a built-in optimization technology to get pages directly from the server as they are being rendered. What this means is, users can start reading page one of document immediately and continue to do operations such as search, text selection, scrolling between pages, while rest of the document loads. The viewer estimates the network connection speed, document size, server load among other factors such as browser, client machine memory and is designed to optimize the load time appropriately. Users can view more than 300 document types without the need to download plug-ins or ActiveX components. The new Document Viewer Enterprise Edition is available immediately for existing and new customers.  http://www.ajaxdocumentviewer.com

EZContentManager Gets New Features

ACOM Solutions, Inc. has added features to its EZContentManager document management system focused on increasing flexibility, control and operating convenience. EZContentManager is a web-based document management system that allows companies to centralize corporate files of any type in a single password-secured data repository, with browser-driven retrieval and distribution engines providing enterprise search as well as handling under metadata or full-text search. New administrative support features in EZContentManager 3.9 include: a new layer of security based on document type and metadata (indexed field) values, increasing the amount of security that can be added to a group or user profile as well as what can be accessed through EZContentManager; the ability to edit group membership at the user level, aiding administrators in maintaining groups and their associated permissions; the ability to “globalize” – make available to all document types – metadata fields that are selection lists; and the addition of a faxed-document report to Administrative Tools. Enhancements for user efficiency include: The ability to retrieve an indexed field from a database while manually uploading a document; The addition of “move” to the existing cut/copy/paste editing features; The ability to roll back from a versioned document to the original version, allowing users to view the modification process; as well as the ability to email linked/associated documents in a single outbound message. http://www.acom.com/

Box.net Announces New Features

Box.net announced two new features that affect how its users view and share content on the Box platform. The first feature is an integrated content viewer that provides full-viewing capabilities online for a range of files inside the Box environment. The second feature, to be released over the next few weeks, aims to make it easy for users to share and embed all types of files anywhere on the web. These new capabilities are a result of Box.net’s recent acquisition of Increo Solutions and represent a step towards transitioning more users from a desktop environment and into Cloud-based content management. The integrated content viewer and embedding features support popular file formats, including Word documents, Excel spreadsheets, PowerPoint presentations, PDFs, images, Adobe Photoshop and Illustrator files, audio and video. The ability to view and share content regardless of desktop software is geared towards a mobile and web-based workforce. Cloud Content Management facilitates sharing that is also trackable, giving IT departments visibility into how content moves within an organization and beyond. The Box platform also features workflow management, organic content discovery, trackable sharing, and can connect to other cloud solutions – such as Salesforce.com and Google Apps – through its OpenBox platform. http://www.box.net/

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