07/29/2010 (4:41 am)
Knowledge\Document Management Best answer on the web
Thank you for your question. After researching this topic for over 2 days, I believe I have the answer you need. I have reviewed the following 10 software products for Electronic Document Management Systems :
KnowledgeBase
Hyland Software (OnBase)
Hummingbird
CabinetNG
FileNET (Panagon)
Gauss Interprise (Enterprise VIP)
iManage (WorkSite)
Legato Systems (ApplicationXtender)
Liberty IMS
Docuvantage
Originally, this list was bigger, but some items were dropped due to various reasons (ie. ERP or Content Management focus as opposed to Document Management focus, etc).
From my analysis, it appears that the features that are common to EDMS software can be categorized into 4 major areas :
Input/Import/Imaging (how the documents get into the system)
Article/Document management (how users actually interact with the documents) Workflow/Multi-user (how users interact with each other with regard to the documents) Reporting (how information can be derived from the documents)
I have structured my analysis accordingly. Using the list you provided from http://accesskm.com/Resources/vendors.htm , and from browsing search results on this topic, is how I came up with that list of 10 products above. Based on your needs (batch imaging/indexing, multi-user environment), I have narrowed down the list further to 3 items, as follows :
==== 1 ====
Legato Systems (previously OTG)
http://www.legato.com
Why : Excellent support for batch imaging/indexing, and very comprehensive features in all 4 areas. Very well-organized integrated modular system, and very well presented online.
==== 2 ====
Gauss Interprise
http://www.magellan.com/
Why : Integrates with Kofax Ascent (http://www.kofax.com) for document capture (imaging/indexing), an excellent application. Very well balanced in all 4 areas, strong Workflow/Sharing features.
==== 3 ====
FileNET
http://www.filenet.com/
Why : High transaction, high-speed input, data mining reports. Decent coverage in all 4 areas.
==== Other options worth checking out : ====
Docuvantage
http://www.docuvantage.com
Liberty IMS
http://www.libertyims.com
Here is the analysis :
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In response to the first part of your question, "Please include a brief overview of the sorts of features that are common to the genre", the following excerpt from Docuvantage gives an excellent description of Electronic Document Management Systems (EDMS) :
EDMS; an Electronic Document Management System, Document Imaging and Workflow management http://www.docuvantage.com/content/interior.asp?section=edms&body=main
What is EDMS?
It's all about documents...
You work them all the time, every day. You create a document whenever you use your word processing program, or spreadsheet software. Your company may generate memos, reports, procedures, manuals, and documentation. All human-readable media ultimately is involved with presenting documents for human consumption - and this applies not only to static print media such as paper or microfilm - it applies equally to all forms of digital media such as electronic documents and web pages.
Files, documents, drawings, and forms are an integral and important aspect of any organization. Nevertheless, managing these same ingredients can become an overwhelming, daunting task. This crucial data can be misfiled, misplaced, or even lost. Moreover, all of the information needed for a critical decision may not be located in one convenient place. It wastes valuable manpower, physical resources, and time serving your clientele efficiently.
Document Management is primarily concerned with the organization, processing, and safeguarding of large internal (meaning not public and not on the web) document sets. The skills required for this task involve database design, business process analysis, and archival methodologies.
An Electronic Document Management System allows the user the ability to scan, index, manage, store and retrieve millions of documents or files. You can easily find the information you need within seconds.
Organizations can harness information in new ways to realize new efficiencies, reduce costs, streamline operations, meet regulatory demands, close new business, and exceed customer expectations in competitive markets.
Electronic Document Management is the management of your organization's critical information stored in an electronic format through information capture, document imaging, and document management.
Information capture includes receiving, processing, and managing electronic information in native file formats. Document imaging includes scanning, indexing, storing viewing, and annotations. Electronic document management includes check-in/check-out, version control, and document handling. The combination of these functions provides a complete solution for an organization's information management needs.
EDM-workflow facilitates increased productivity. You can watch as documents flow from one workstation to the next. Based on your observations, you can determine how to eliminate unnecessary processes, enhance quality control, improve customer satisfaction and speed delivery of products and services.
With secure web browser-based access you can enhance any intranet or website by providing access to your information. Whether you wish to publish document-based content to your website, or empower remote users your organization will have the competitive advantage.
Text search enables you to search your text-based documents based on content. Desktop word processing documents, scanned documents that have been converted to text using OCR, and other text-based files can all be quickly searched into a ranked list. Select either the pure text file or the original source document for viewing.
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KnowledgeBase
http://www.knowledgebase.net/
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Multi-format document type support
Multi-file Import formats
==== ARTICLE / DOCUMENT MANAGEMENT ====
100% Web-Based
Online WYSIWYG Editor
Article Expiration Engine
Article Reminder Engine
Attachments to Articles
==== WORKFLOW / MULTI-USER ====
Version Control
Multi-User Workflow
Workflow notification
Easy Template Admin
==== REPORTING ====
Keyword Search
Natural language search
Intuitive Categorization
FAQ System
Flexible & Historical Reports
==== OTHER FEATURES ====
Windows integration (right mouse click menu)
Customer portals (access)
Solution Finder (drill down)
==== WEAKNESSES ====
Doesn't seem to have much support for imaging/capture and indexing of paper documents.
==== PRICING ====
Hosted Edition (remote)
http://www.knowledgebase.net/products/hosted/pricing.html
Professional Edition
http://www.knowledgebase.net/products/professional/pricing.html
Enterprise Edition (customized)
http://www.knowledgebase.net/products/enterprise/index.html
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OnBase (Hyland Software)
http://www.onbase.com
Excerpts from :
Doculabs Assessment of OnBase
http://www.onbase.com/products/downloads/Doculabs_OnBase_Assessment_Aug2002.pdf
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Full-page OCR from Xerox.
Scanning and indexing built on Kofax's Image Controls toolkit.
Scans, indexes, and stores documents as digital images. Includes advanced features such as distributed capture and indexing, image enhancement, bar code recognition, blank page separation, and auto-enabled indexing.
==== ARTICLE / DOCUMENT MANAGEMENT ====
Web-based access to OnBase documents.
OnBase Document Retention module manages article expiration.
Ad hoc document storage, revision control, and check-in/check-out.
==== WORKFLOW / MULTI-USER ====
Graphical configuration, alternate routing logic, simultaneous notification, reporting, parallel processing, document rendezvous, ad hoc routing of time based events, and integration with line of business applications utilizing VB scripts.
==== REPORTING ====
Full-text indexing and search technology from Microsoft.
Integration with Monarch Data Mining software.
==== OTHER FEATURES ====
Integration with Microsoft Outlook to allow users to save and index emails and attachments directly to the OnBase repository.
==== WEAKNESSES ====
Does not seem to have many reporting functions.
==== PRICING ====
No pricing information found. Contact them at (440) 788-5000.
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Hummingbird
http://www.hummingbird.com
Excerpts from :
Hummingbird DM™
http://mimage.hummingbird.com/alt_content/binary/pdf/collateral/ds/hummingbirddm.pdf
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Windows-based client interfaces including Folder views of assets.
Unique forms design tool enables rapid customizations of database structures and forms.
==== ARTICLE / DOCUMENT MANAGEMENT ====
Seamlessly integrated records management solution that creates a secure environment to manage and protect the complete lifecycle of corporate knowledge assets — from creation to ultimate disposition — and approved to meet US Department of Defense (DoD) Records Management 5015.2 and UK PRO standards. Revision management supports up to 99 versions and 26 sub-versions.
==== WORKFLOW / MULTI-USER ====
Role-based groups with granular permissions control which internal and external users can create, search for, and manage content.
==== REPORTING ====
Hummingbird SearchServer™ for content indexing and search services, delivering advanced capabilities that simplify common and complex user queries. Hummingbird DM repositories can be indexed and categorized by Hummingbird KM,™ enabling users to find both structured and unstructured digital information from a single query. Intuitive and consolidated search results.
==== OTHER FEATURES ====
Scalable Document Management engine with system fault tolerance features for Failover and Load Balancing.
==== WEAKNESSES ====
Does not have much support for imaging and indexing of paper documents. Strong multi-user security features but not focused on workflow.
==== PRICING ====
No pricing information found. Contact them at 1 877 FLY HUMM (359 4866).
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CabinetNG
http://www.cabinetng.com
Excerpts from :
Paperless Office Workflow Management Features of Cabinet NG
http://www.cabinetng.com/features.html
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Scan & Retrieve – file paper documents in folders with word processing, spreadsheets, CAD drawings, DBMS records, etc., and even paper-clip or staple them to the other types of documents. Create electronic form templates with various forms software packages and have a new electronic form document to use in any file folder, when you need it.
==== ARTICLE / DOCUMENT MANAGEMENT ====
==== WORKFLOW / MULTI-USER ====
Electronically move file folders from file cabinets to a user's desktop, from user to user, one user to multiple users (one-to-many routing), etc. with an audit trail tracking system on each folder and document within that folder. Up to 250 levels of security – Network, Cabinet level, folder level, and document level within folders.
==== REPORTING ====
Full text search of all text based documents.
==== OTHER FEATURES ====
Internet, email and intranet connectivity.
==== WEAKNESSES ====
This is a lightweight solution. Not many article/document management features, the whole purpose is to "Create a "mirror image" of your existing office filing system on your PC network, ie, create a paperless office."
==== PRICING ====
No pricing information found. Contact them at 1.800.621.6501.
Free Trial download available at http://www.cabinetng.com/download.html
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FileNET
http://www.filenet.com/
Excerpts from :
Panagon Products
http://www.filenet.com/English/Products/Panagon_Products/Index.asp
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Panagon Image Services is FileNET's comprehensive eContent software solution for storing, managing, and retrieving static information of all types from many sources. Features : high transaction volumes, powerful caching, integrated storage management, hardware optimization, high speed input (optional "fast batch committal"), high availability, open standards architecture, scalability
==== ARTICLE / DOCUMENT MANAGEMENT ====
Panagon Content Services is an enterprise-class family of document repository software services for creating, accessing, managing, securing, and dynamically updating your business-critical electronic documents. Features full-featured centralized document repository with enterprise-wide access, easy installation/maintenance/support, system scalability, automatic load balancing, five levels of security, browser-based client, Windows-based client, custom clients, sophisticated search, complex/compound documents, external document support, admin tools, replication, renditions (versions), image annotation, web publisher.
==== WORKFLOW / MULTI-USER ====
Create, Query, Participate, and Administer workflows.
Browser-based Panagon WorkFlo services featuring delegation, voting, review cycles, reassignment, parallel processing, user-based work assignment, and attachments. Email Notification via SMTP.
Launch Workflow on Document Add and Check-In.
==== REPORTING ====
FileNET's Panagon Report Manager processes computer print data streams to provide online statement and report management for eBusiness applications that require access to legacy data. This innovative software product allows you to electronically store, access, mine and analyze computer-generated reports and forms such as customer statements, claims, billing statements, and payroll histories. Supports print stream data management solutions involving Customer Relationship Management, Claims Processing, and Specialty Solutions. Custom reports, data mining.
==== OTHER FEATURES ====
Application Connectors & Integration Products, Web Publisher, eForms, unified client.
==== WEAKNESSES ====
Looks very comprehensive. Overkill?
==== PRICING ====
No info available. Contact them from http://www.filenet.com/English/Contact_Us/
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Gauss Interprise
http://www.magellan.com/
Excerpts from :
Doculabs Assesses the VIP Enterprise 8 ECM Part 1: Content Management (PDF) http://www.magellan.com/Images1/PDF/Gauss_VIP_Whitepaper_Part_I.pdf
Doculabs Assesses the VIP Enterprise 8 ECM Part 2: Document and Workflow Management (PDF) http://www.magellan.com/Images1/PDF/Gauss_VIP_Whitepaper_Part_II.pdf
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
DocumentManager component provides strong imaging and COLD capabilities. The component includes several applications for document capture, such as VIP ImageCapture (which bundles Kofax Ascent) for scanning, indexing, and uploading images to the DocumentManager server; VIP OmniSave for indexing and uploading PC files (such as Word documents and Excel spreadsheets) from the user's hard drive to the repository; and VIP DocImport to upload files and their index keywords from temporary storage media such as CDROM or an FTP site. ContentManager component enables import and creation of content through Web-based interface, supports WebDAV (web-based distributed authoring and versioning).
==== ARTICLE / DOCUMENT MANAGEMENT ====
Combines Electronic Document Managment Systems (EDMS) with Web Content Management (WCM). Supports and stores multiple content types and integrates with any authoring tool; serving and viewing of rich media digital assets such as digital video and audio files. Version control.
Provides basic publishing and delivery capabilities.
==== WORKFLOW / MULTI-USER ====
ContentManager and DocumentManager components provide basic workflow capabilities such as serial processing, approval and reject, and the ability to publish at the end of a workflow. The product also provides sample scripted workflow templates that can be customized, with flexible user assignment. For more advanced workflow, the separate WorkflowManager component (OEM of the Staffware workflow engine) is required. ContentManager provides a flexible and granular access control to the objects in the repository through object-specific access settings. It provides various types of access rights such as create, read, change, delete, tree operations, etc. It also allows users to be assigned to groups and roles. Form Builder for custom workflow process forms.
==== REPORTING ====
VIP Enterprise includes VIP DocView (a Windows-based PC application) and VIP ContentExplorer (a browser-based viewer) for viewing and working with enterprise content. Both offer powerful capabilities for searching for content; viewing and annotating reports, images, and other documents; and sharing information with other users, customers, or business partners.
==== OTHER FEATURES ====
Many.
==== WEAKNESSES ====
No browser-based administration.
==== PRICING ====
No pricing info found. Contact sales.us@gaussvip.com .
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iManage
http://www.imanage.com/
Excerpts from :
iManage Worksite (MP)
http://www.imanage.com/products/index.html (and subpages)
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
==== ARTICLE / DOCUMENT MANAGEMENT ====
Standard, secure Web-based interface to access document management functions from any standard Web browser Organize documents in a folder hierarchy, sharing them or maintaining them privately Establish document relationship links between a primary document and appendices, such as a cover letter or contract New and modified documents are visually marked after every logon
Check-in/check-out capabilities to maintain the integrity of each document Change notification automatically informs users by e-mail when new documents/versions are created Sophisticated version control to ensure data accuracy and currency
Audit trails that fully track document histories
Comprehensive profiling capabilities to tag and classify documents with meta-data fields tailored your requirements Launch a document in its native application or view
Archiving and retrieval features to manage the entire information life cycle including purging of obsolete documents Easily customize the forms required to create a new document with a simple forms editor
==== WORKFLOW / MULTI-USER ====
Powerful security controls access to functionality and data at the object level based on user, group or role Customizable workspace templates to create complex collaborative team rooms in minutes Folders to organize group documents in hierarchies and share them with other users and teams or maintain privately Using powerful meta-data and full-text searches, quickly get consolidated views of projects, tasks and calendars, plus search for content Task lists that create schedules and assign tasks, priorities, status, timelines or due dates to any member of your team Set and monitor team milestones, associate related tasks, issues, and calendar events Risk/issue management lists that allow you to track issues through closure Create discussion thread topics, post replies and browse through discussions in collaborative workspaces Event calendars to categorize and prioritize lists of events and automatically notify team members News folders to keep teams current and fully informed
Automatically broadcast emails to the team roster based on workspace membership Bookmark folders to create and share URL links and other WorkSite pages Synchronize by exporting calendar events to any standard calendaring application Simplify security management for users through security policies
==== REPORTING ====
Conduct powerful concept searches based on document meta-data and full-text. iManage WorkKnowledge application enables businesses to capture, store, and reuse organizational knowledge, best practices, proven methodologies and competencies. Key features of WorkKnowledge include : enterprise indexing, filtering, advanced searching, result summary, related contant, HTML viewing, search security.
==== OTHER FEATURES ====
Business process automation, Web collaboration.
==== WEAKNESSES ====
Doesn't seem to have support for imaging/capture and indexing of paper documents.
==== PRICING ====
No pricing info available. Contact them at 650-356-1166.
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Legato Systems (previously OTG)
http://www.legato.com
Excerpts from :
Legato Systems : ApplicationXtender (previously XTENDERsolutions)
http://www.legato.com/products/applicationxtender/ (and subpages)
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
ScanXtender™ (Sx) provides fast and efficient batch scanning capabilities for any ApplicationXtender™ system : Flexible configuration to meet any production environment's needs.
Feature-rich and easy-to-use functionality for large volume image acquisition and indexing.
Ascent Capture delivers the premier solution for high-volume document and data capture. Ascent Capture provides: Fast, flexible and efficient scanning with automated indexing, automatic form ID and accurate zonal OCR and ICR. Enables Internet capture of documents scanned at remote sites.
Scalability to meet the needs of organizations of any size.
Seamless integration with ApplicationXtender.
Improve throughput and efficiency of document scanning.
Improve document security, since paper documents never leave their originating office and cannot be lost in transit. Ensure that documents you scan today will be accessible and available for the long term. Reduce or eliminate costs of paper duplication and distribution, while automating formerly paper-based processes.
==== ARTICLE / DOCUMENT MANAGEMENT ====
WebXtender (Wx) provides efficient and inexpensive content delivery - both inside and outside your organization - by allowing you to: Retrieve, view and manage content using standard browsers.
Enable e-business or e-commerce applications by giving them access to content via the web. Provide global access to information, whenever and wherever it is needed. Securely share information with employees, customers, suppliers, and partners. Reduce costs associated with paper distribution, including printing, copying and shipping.
==== WORKFLOW / MULTI-USER ====
WorkflowXtender (WFx) makes your business more effective, efficient and responsive by automating the flow of information through your enterprise. WorkflowXtender provides: Centralized management and control of your automated business processes. Visual process maps to define how work gets done, how long it takes, and who is involved in each process. A workflow model to allow participants to collaborate on work and how it is performed (work management). Easy access to workflow via the Internet or your Intranet.
==== REPORTING ====
ReportXtender (Rx) provides a complete content distribution mechanism for ApplicationXtender (Ax) by allowing you to: Collect, index and place content on CD for distribution to third parties who may or may not have Ax. Import content from Rx CDs back into Ax for use, just as if it were generated natively. Seamless integration with existing business applications.
Provide access to information, even if web access is not possible, convenient or appropriate. Facilitate information sharing between organizations.
ERMXtender (ERMx) delivers exact presentation of business reports on workstations, or over the Web. ERMXtender: Enables electronic presentment of statements, bills and other reports, saving effort, time and money. Converts computer output to industry standard PDF format.
Automatically extracts indexes and provides long-term storage of report information. Supports co-mingled report types and dynamic printstreams.
==== OTHER FEATURES ====
==== WEAKNESSES ====
None apparent. Looks very well balanced for your needs, especially with batch scanning/indexing of paper documents.
==== PRICING ====
No pricing info. Contact them at 650-210-7000.
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Liberty IMS
http://www.libertyims.com
Excerpts from :
LibertyNET 7.0 Features
http://www.libertyims.com/pdf/LibV70.pdf
FEATURES SUMMARY
==== INPUT / IMPORT / IMAGING ====
Update content in hundreds of formats, support for many document types and attributes Update Multiple documents simultaneously
Add documents from anywhere over the Web
Automated Image Recognition
Computer Output to Laser Disk (COLD)
Fax Capabilities
Forms
Scanning Capabilities
==== ARTICLE / DOCUMENT MANAGEMENT ====
Check-in/Check-out documents over the Web
Version Control
Sign document and view digital signatures on the Web
Easy navigation with tri-level tabs - Directory & Search, Document and Page Offer both browsable and searchable document retrieval with folderless interface Context-sensitive toolbars and document/page navigation
==== WORKFLOW / MULTI-USER ====
Web Link Object is now supported by the XML/XSL Web Server. This feature allows administrators to create rules that describe how data may be shared with users outside the system. Pull Model Workflows are now supported in TaskFLO. Take Ownership – The Route/Distribute now allows recipients of TaskFlo to take exclusive ownership of the task.
Route/Ditribute documents over the Web.
Check Task List over the Web.
Rule Templates.
Audit Trail / Logs.
Integrated Digital Signature.
==== REPORTING ====
Support Full Text Searching over the Web
Edit Index and Change Form for any document
Retrieve multiple documents simultaneously
Advanced search and query functions : Concept (synonym) Searching, Stemming (root word) Searching, Pattern (Fuzzy) Searching, Phonic Match, Natural Language Searching, Boolean Searching, Wildcard Searching, etc. Annotation and Mark-up Capabilities.
==== OTHER FEATURES ====
eCommerce Capabilites.
Optical Server.
Enhanced ODMA (Open Document Management API) Support - Save, load and apply business rules to documents directly from Microsoft Word and other popular business applications.
==== WEAKNESSES ====
Seems more lightweight compared to the others (which may be a good thing!)
==== PRICING ====
No pricing info found. Contact them at (714) 751-6900.
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Docuvantage
http://www.docuvantage.com
Optix® Electronic Document Management FAQ
http://www.docuvantage.com/content/interior.asp?section=faq&body=main
What is Optix®?
Optix® is a highly scalable application development and deployment platform that allows you to rapidly deploy hybrid solutions that unite legacy, paper-based, and pure digital information for competitive advantage. A complete Optix® system includes Workflow, Document Imaging, Text Retrieval, Document Management and Control, Optical Character Recognition (OCR), and Computer Output-To-Laser-Disk (COLD) capabilities. Optix® also includes a mobile version and wireless capabilities.
What types of documents can Optix® store?
Our customers use Optix® to store almost any kind of documents you can imagine including pharmaceutical case report forms (CRF's), customer service records, aircraft maintenance records, product development records, patents, patient records, engineering drawings, legal records, student transcripts, accounting records and material safety data sheets. An Optix® database can include scanned images of paper documents, graphics files, spreadsheets, word-processing files, text files, and any other files that exist on a PC or Macintosh. If a user has the appropriate security access, he or she can retrieve any file in a manner of seconds. And because Optix® supports a vast array of scanner types—including high-speed document, large format (E-sized), microfilm, microfiche, and aperture card scanners—there is truly no limit to the types of documents that Optix® can store.
"How is an Optix® system priced? Optix® pricing is based upon the number of concurrent users licensed to access the Optix® database. Each Concurrent User License supports up to 5 end-users."
Unfortunately, their website does not have detailed information on the product features. It looks worth checking out for your needs, though. You can obtain more information at http://www.docuvantage.com/content/contact/default.asp?section=contact or call them at 863.326.6360 .
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==== Other relevant results ====
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Meta-Evaluation of Electronic Document Management Systems
http://www.delta.man.ac.uk/intra/archive/jisc/JISC_Rep.pdf
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Evolving Electronic Document Management Solutions, The Doculabs Report (06-02) http://shop.store.yahoo.com/doculabs/eveldocdocre.html
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An evaluation of document management systems suited to course pack provision : Summary Report prepared by South Bank University http://www.hud.ac.uk/schools/phoenix/web_docs/sumeva.pdf
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Google Search Terms :
Electronic Document Management Systems
://www.google.com/search?sourceid=navclient&q=Electronic+Document+Management+Systems
Electronic Document Management Systems review OR evaluation OR comparison OR matrix ://www.google.com/search?sourceid=navclient&q=Electronic+Document+Management+Systems+review+OR+evaluation+OR+comparison+OR+matrix
evaluation OR evaluate document management systems
://www.google.com/search?sourceid=navclient&q=evaluation+OR+evaluate+document+management+systems
I hope this helps bring you closer to a decision on which EDMS to use. It is indeed a difficult choice with so many options out there. I believe that the best selections for your requirements are Legato Systems' ApplicationXtender, Gauss Interprise and FileNET. Unfortunately I was unable to provide pricing information, and I believe it would be to your advantage to interact with the respective vendors so that they can give you pricing specific to your particular situation (you may be in a better position to negotiate on pricing).
If you need further clarification, please do not hesitate to post a Request For Clarification. Thank you for using Google Answers!
Regards,
kyrie26-ga
Be sure to look at their DocuShare line.
The system I have the most experience with is OpenText,
it may also suit you.
Broadvision has some impressive stuff,
but I'm not sure it would suit you as well.
#If you have any other info about this subject , Please add it free.# |