How DocuNECT Stores and Classifies Documents in v5.0

Using DocuNECT v5.0
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Portford has been a document management service provider for many years and as such we have been working closely with customers on their document management challenges. The presentation of documents to user is challenging as a central document management repository can contain a large number of documents.

When we designed DocuNECT we wanted to make sure that users had easy access to the documents they worked with. Any document management system needs to classify documents and store index data against it. For example, an invoice could be classified as a finance document with index information like Vendor No., Vendor Name, Invoice No, Invoice Amount, etc.

Presenting documents in a folder structure can be counter-intuitive. Businesses have been storing documents on network-based file shares and local PCs for years and the only way to represent index data is within the folder and filenames. When implementing a document management system that supports both index data and a folder structure, it can create confusion.

The other way is having a search interface on a large repository of documents. This is effective and often used for transactional document management (also known as imaging), but misses the mark with more collaborative document management as users are continually conducting searches to get to the documents they frequently access. In collaborative document management users access a small amount of documents in the overall scope making constantly searching for documents repetitive.

DocuNECT DM addresses both presentation problems. DocuNECT DM does have a powerful search interface that allows users to search for documents by their content and/or the index data. Although it does not have a folder structure, it does have a My Documents area for users to tag commonly used documents in different ways.

In the DocuNECT Capture we have cabinets that have an index schema associated with it. One repository may have multiple cabinets to manage different business scenarios. A cabinet stores similar documents that share the same indexing schema. DocuNECT DM uses the same cabinet structure. Typically a cabinet would be created for each function, division or department within an organization.

Let’s consider how we have designed our own DocuNECT DM system for use internally. We have designed the system around the different functions in our organization: