To be competitive in today's business world, companies must manage their information in a secure and accessible manner for day-to-day decision-making. Because improper handling of documents can negatively affect productivity, customer satisfactions with the services offered and affect staff coordination.

It is a situation that does not arise overnight. A challenge that is gradually being created and from which almost no organization can escape. It starts with a set of emails, postal communications; a few delivery notes here, a few invoices there and one day you will find lots of filing cabinets, cabinets, boxes and boxes of files and documents that contain the information you need.

In today's globalized environment, the digital trend is no longer so much an option, if not the norm, that organizations that want to stay in their sector of activity must adapt to the generalized preference for documentation and management.

This is why document management software, also known as edocs dm, is a good solution for ensuring the efficient use of available resources, in terms of electronic document administration; access and maintenance of electronic files and records - data protection - or paper documents, scanned - through the scanner or other scanning devices - to which research tasks can be applied.

An electronic document and electronic records management system is a program used to manage the creation, editing, distribution and security control of electronic files. They are therefore used to implement and apply the documentary management policy of any organization, whether private or linked to the public service.

The main function of an electronic document management system is to provide the tools and functionality necessary to support the flow of documents and information to the business.

A basic electronic document and records manager should provide at least the following:

1) Secure access: must be able to authorize access to the system only to users with credentials; so that the repository of unauthorized access is protected.
2) Security check: once the user is authorized to access the document manager, the program must have the necessary functionality for this user to access the information and documentation corresponding to him.
3) Version control: in its simplest version, it is used to promote electronic files to the status of an official document, understood as the document attesting to an event or confirming the execution of an action.
4) Metadata capture: the document management system must allow the capture and electronic administration of high-value data related to the file, according to the interests of the organization.
5) Context maintenance: when accessing the document manager, users enter a system in which events are developed according to defined parameters. The document management system must be able to maintain the organization's procedures, protocols or standards, on a global basis.
6) Application of the documentary policy: this involves the preparation and execution of all the instructions relating to the management of documents and files within the company; from its creation or its introduction into the document management system, through all the phases of its life cycle to the final disposition, which can be the permanent preservation of the file or its elimination.

The CMx document management system offers an intelligent approach to the dilemma of electronic file management, electronic administration; management of policy documents applicable to commercial information - from the definition of the conditions of use of electronic documents, thanks to the confidentiality policy for business process management (workflow) - to considerations relating to technical standards, technical interoperability, etc.

To start the document management system, thanks to its client scanner, it can be used as a tool for file analysis and thus facilitate the transition from paper document management to electronic management. The CMx scanner client allows the enterprise content system to work in tandem with any scanning device that follows the TWAIN protocol. On the other hand, the powerful search engine integrated into the document manager allows us to access any document based on a multitude of criteria. The CMx Contract Management Software offers all the functionalities necessary to carry out the electronic document management policy of the company or the public administration.

CMx is a web access document management system - or website - that operates both the online and offline versions installed on the company's servers (CMx professional); also available as a service (CMx Cloud). It is a complete enterprise content management system which, in addition to offering the most basic functionalities - mentioned above - offers the following utilities:

1) Storage: offers the possibility of creating a company or central public administration at any time, so that the user access to the control platform is provided repository and audit of all activities carried out in the manager of the secure documentary environment
2) Creation and edition: If one or more people are involved in creating or editing a document, how can you collaborate on these tasks? In CMx, only users with write rights can create, download or modify documents in folders or registers in which, by definition of security, they can do so. Next, CMx's Live Edit editing system allows users to edit (extract) the file, using the appropriate program. Once the editing work has been done, the user can decide to download the new version into the system (check-in). At that time, you will have the possibility to send a notification to your colleagues or interested persons, about the changes introduced in the file. The Live Edit system CMx protects the document against being overwritten by other authors, without the file ceasing to be accessible to users who have access to it. In addition, CMx version control - accessible from the Document History section - allows users to access the entire document lifecycle. Depending on security, they can see and even download different versions of the current one and also see the contributions of each author, by comparing the versions of the file.
3) Recovery: thanks to the CMx search engine, users can find information, files, and records, documents of any kind, e-mails (including attachments) according to several criteria; which can be used in isolation or concatenated. The user can search for free text content or already in advanced mode, depending on the section in which it is stored (context). You can retrieve information based on terms you remember are part of the body of a document (content). You can also search for files based on the document name. By title - alternative name given to the file -. Keywords assigned to it by the author, by period. Another path is the path of the file in which it is located. Also the assignment of categories. The file type (document, folder, email or record) can also be used as a criterion; thus, the typology of research results is limited. In the case of e-mail, it allows you to search by e-mail address of the sender, recipient or subject. On the other hand, the file extension can also be defined in the search engine; as well as any notes added by users. And finally, metadata search gives us the ability to search for information or documents based on high value data, extracted from or related to the document, its origin in the document management system - for example, date total creation or introduction into the system and the author; or come from third-party databases or applications that CMx is integrated with, such as data entered by a client on a website or a website that is integrated with the document management system.
4) Classification: in the document management system, the company or the public administration can import or create the taxonomy that most interests you. This allows us to organize the documentation and archive it in the most appropriate way. In addition, the possibility of assigning categories to CMx, gives the possibility of browsing the repository according to alternative criteria. - For example: the folder directory is organized by departments. Each service generates different types of documents: manuals, forms, delivery notes, invoices. In turn, they can serve different customers or carry out various projects in other countries, etc. Imagine that one day we meet a partner in France.
5) security: security management in CMx is robust and solvable for the conservation and protection of all content housed in the system. Security in CMx is managed in 3 levels or different layers. The first condition for accessing the document management system is to have a user name and password. If we do not have credentials, it is not possible to log in. Then, depending on our profile and the role within the organization, the system interface will be adapted to our needs and requirements - which may change over time. This allows the user to access the work areas and functionality they need. Finally, security management at the granular level makes it possible to define security by node. We can establish a certain security so that for example a folder is visible to everyone while certain sub-folders will be invisible to most users. Only the department heads can see all the sub-folders. Furthermore, seeing a sub-folder or a document does not guarantee that the user or group of users can modify it. To do this, the user at group or individual level must have the privilege of writing. And so on with different privileges: deletion, download ... The CMx administrator can customize security management. By accessing the CMx Knowledege Center, the organization can complete and extend its installation using the suite of system programs. The one of the resources allows you to customize security management at the granular level. Security is applied to the entire manager, including the search engine. CMx in the Knowledge Center, the administrator will also find information that will allow you to manage the documentation that users can find using the search engine.
6) Custody: the CMx document management system allows the development, implementation and updating of the file plan of the company or the public administration, which will help them to decide which documents should be kept, for how long and how to remove, if applicable.
Distribution: CMx offers various communication and collaboration features, which facilitate the daily work of employees of the organization. To begin with, when a user creates a document in CMx, he has the option of sending a notification about it to system users, individually or in groups. The subscription service automatically allows users to subscribe to any CMx node, to receive notifications when the node undergoes any alteration; the user who edits a document or downloads a new electronic file in a folder does not need to send a notification when saving the new version or downloading the document; the document management system already does it for him. All information nodes in CMx have a properties panel assigned to them. In it, users can find the Notes tab - in which they can insert any information they consider relevant -. In the Relationships tab, you can highlight the links that documentation in electronic format keeps and develops in the document manager. And also define the type of relationship. It can be a two-way relationship (for example a translation of a document, the English version is equivalent to the French version) a parent-child (a delivery note generates an invoice, invoices are "fathers" of invoices) or the group relationship (a set of documents is linked to the same project). And thanks to the Relations tab, we can browse the repository based on the relationships between documents, which in turn can be archived on different routes within the same repository. The Forum tab allows users to share their opinions on the electronic file or to ask questions. And in the Wiki section, you will find the bibliographic sources or resources used to create the content of the document.
7) Workflow: until recently, it was considered an extra. But now almost all document management systems that are pre-owned, offer this key functionality for collaborative work. They are the ideal solution to the dilemma of coordinating electronic exchanges between different people or departments involved in the creation or modification of a document. CMx offers an integrated workflow engine that allows you to define the most sophisticated workflows.

Document management systems should provide an easy-to-use platform for the end-user, but also easy to maintain for the organization's technical staff. In this regard, the powerful document management system API, as well as Java, PHP SDK .NET and allows the integration of CMx document management in the enterprise software suite. It is a document management and business content solution that meets the requirements of company personnel or public administration while ensuring compliance with regulatory and legal requirements. It is a versatile tool, with a transversal reach throughout the organization, which connects people and these people with information.

Author's Bio: 

It is a document management and business content solution that meets the requirements of company personnel or public administration while ensuring compliance with regulatory and legal requirements. It is a versatile tool, with a transversal reach throughout the organization, which connects people and these people with information.