Following is a listing of the specific technology solutions deployed as part of the enterprise EDMS. Additional and alternative solutions are being continually evaluated for possible inclusion into our EDMS toolbox. Some of the technologies listed have been purchased but not yet deployed. Others are on the EDMS wish list with additional purchases likely to take place in the future. EDMS technologies within ND include:
IBM's FileNet Content Manager is the core of IBM's Enterprise Content Management Products. It is used for storage of documents, images and other objects for later retrieval. Information stored in the system is accessible via indexes or by full-text search (if enabled). Security for objects stored in the repository is applied at the system and object level. The FileNet Content Manager repository is divided into individual object stores. Object stores are further divided into document classes. Object stores and classes are individually configured to meet the specific business needs of the users. Stored digital objects can be viewed using the Java-based Daeja ViewOne Pro viewer or can be opened using the associated business application. Version control is provided via a check out system that allows other users to continue to view documents while they are being revised.
FileNet Workplace is the thin-client interface to the FileNet Enterprise Content Management components. It includes image viewer and annotation tools.
IBM's FileNet Business Process Manager manages workflow among people and systems for content and case-based processes. Workflow software can be configured to automate routing, reviews, and approvals and to initiate additional or subsequent business processes. FileNet Business Process Manager helps organizations increase process performance, reduce cycle times, and improve productivity and decision making by addressing the creation, management, and optimization of case-based processes to improve business outcomes.
IBM's FileNet eForms helps in designing, managing, and processing electronic forms for enterprise content management. It offers browser-based thin-client eForms that can be used to add documents into FileNet and trigger workflows.
The FileNet Records Crawler / Content Collector is an enterprise solution for managing documents on a network share. It automatically captures documents as they are placed in a monitored location on the file share and loads them into FileNet.
The Rendition Engine is a software server responsible for transforming documents into another format, such as PDF and HTML. This technology allows an agency to publish documents stored in FileNet to an Intranet or Internet site.
IBM InfoSphere Enterprise Records is an add-on component of the IBM FileNet P8 suite of products. IBM InfoSphere Enterprise Records enables you to create and maintain accurate, secure, and reliable records for both electronic and physical information.
Daeja ViewOne Pro is a java-based applet that allows FileNet users to view content within a browser window. Add-on modules allow users to annotate and redact content.
Cardiff Teleform provides forms recognition and processing software that reads and extracts data from images of paper forms. In addition to its use for forms processing, the state uses TeleForm as an imaging and indexing solution for agencies using FileNet. The software uses forms processing technology in conjunction with a variety of lookup tables containing data pulled from business applications. The capture process uses form recognition to identify documents and forms. After recognition, the system converts imaged information to data using Optical Character Recognition. The resulting values are validated and queried against lookup tables. If a match is found, corresponding values from the lookup tables are returned as additional index values. The process both reduces the amount of manual indexing required as well as improves the quality and consistency of the indexing information. Upon completion of validation and processing, data can be exported to business applications and a record copy of the form stored in the FileNet Content Manager repository.
Cardiff Teleform Auto Merge Publisher provides the ability to merge electronic data onto forms for printing purposes. Agencies are able to pre-populate forms such as surveys and send them out to citizens. When the forms come back in they are easier to process due to the pre-populated data that can be used in the data capture process.
Cardiff Teleform's Web Capture Option provides a web-based image and document capture solution. Provides platform for distributed scanning and indexing using patch codes, bar codes and traditional data entry. Thin client scanning/indexing using concurrent licensing enables a variety of internal and external users to access the capture system. Fully integrated with Cardiff TeleForm allowing remote scanning and local verification of form data.
Stand-alone claim processing system used for processing CMS1500 (HCFA) and UB-92 medical claim forms. Systems currently in use by the Department of Human Services and Workforce Safety and Insurance. Uses forms recognition to automatically identify medical claim forms. Application uses scanners to drop out forms templates leaving the data. After processing the form template is merged back with the form prior to storage in the FileNet system. Data read from the forms is validated using internal and external tables and lookups. DHS data is exported to the MMIS system on a weekly basis.
Cardiff Liquid Office is an electronic forms solution that provides the ability to complete, sign, route, process and store forms electronically. The application is available internally and externally via a secure server. Forms designed in Liquid Office can be accessed via a friendly URL or through the Liquid Office repository. Routing of forms can be configured based on a single destination or can be specified by the user. Forms created in Liquid Office can be published as HTML or PDF forms, depending on the needs of the users. Forms can be electronically signed and dated with selected data elements locked by the signature process.
Graham Process Mapping Software is used to diagram existing and planned business processes. Software enables users to create a detailed chart of the business process complete with time and motion information as well as links and variables found in other processes. Completed business process diagrams can be used as tools for process improvement and automated generation of business procedures using Playscript.
COLD parser for indexing and storing system generated documents into FileNet. Text based print streams are processed using configured templates. The templates automatically parse print streams into individual documents, extracting indexing information, using lookups to retrieve additional indexing information and storing the documents. Overlays can be added as needed and the resulting file rendered and stored as a TIF or PDF.
Desktop tool allowing documents to be electronically printed on the desktop. Tool also provides user with the ability to email documents, capture screen prints from any Windows application, annotate images, and save print files in a variety of image-based formats including TIF and PDF. Clearwater also provides a scanning interface for TWAIN scanners. The tool is integrated with FileNet Content Manager.
Open Scan Software provides an exception remittance processing solution installed in the Department of Human Services, Child Support Enforcement Unit. Open Scan specializes in remittance processing of transactions that contain checks and supporting documentation of mixed sizes. Solution scans checks using check scanners. During the scanning process, the MICR coding is read, the check endorsed, and an audit trail of the transaction added to the back side of the check. Check images are processed using CAR/LAR technology. Supporting documentation is scanned either with the check or by using an integrated document scanner. Remittance lists and check skirts are processed using rope and zone OCR. Repeat submittals are matched against a library of stored templates based on MICR information. Remittal and payment information is validated against information maintained in the FACES application prior to update. Images and files relating to each transaction are bundled into a single tif document and passed to FileNet.
Dataintro's Ultraforms Technology enables a PDF 417 barcode generator to be embedded in a PDF file. The 2D barcode is generated by the form when the form is printed and contains all of the pickup points and associated data required by the application. The modified PDF file can be completed by the standard Adobe Acrobat Reader available on most desktops. The 2D barcode can be scanned with either a handheld scanner or as part of the imaging process. The data can then be associated with the form for processing and subsequent update of the business application and EDMS.
Celartem's Document Express with DjVu creates highly-compressed representations of scanned and electronic documents without compromising image quality or text legibility. It enables efficient distribution of any kind of document while delivering an unprecedented reduction in electronic document storage and bandwidth costs.
Avrio Intellego ConnectX is a fast and flexible content connector application to link and retrieve any form of electronic content stored in FileNet from the individual pages of PeopleSoft Financials and Human Resources.