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. 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 Content Navigator is the thin-client interface to the FileNet Enterprise Content Management components. It includes image viewer, collaborative, and annotation tools.
EDMS Users in ND with authorized Active Directory credentials may access the web-based FileNet Content Navigator.
FileNet Content Navigator Mobile is an application available on iTunes and the Google Play Store. This application allows a user to view and add content to the FileNet repository.
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.
Advanced BPM with Case Manager is a new BPM tool set that allows workflow to be built more efficiently and quickly.
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.
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.
FileNet 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 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.
FileNet Navigator for Microsoft Office Integration is a client side installed application that integrates Microsoft Word, Excel, Powerpoint, and Outlook with FileNet Content Navigator. Users can access their FileNet repository through any of these Office applications. Documents can be added, checked out, and be added to very basic workflows.
IBM ViewOne Pro is an HTML or Java based viewer that allows documents in FileNet to be viewed and annotated.
ILINX Capture is a web-based capture solution that 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 ILINX 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.
ILINX Email Import provides an integration into Outlook that allows a user to add emails and attachments to FileNet. Additional documents from your computer can be added in with the email. The resulting documents can be converted to a TIF or PDF prior to being stored in FileNet.
ILINX Capture Mobile is the mobile capture application that is available on the Apple App Store and the Google Play Store. The app allows you to take pictures with your smartphone or tablet, index them, and upload them.
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.
HP 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.
Adobe Experience Manager for Forms
Test files for browser testing
Robust and highly configurable, ILINX ARM utilizes advanced parsing and data extraction to efficiently burst ERM/COLD reports into smaller individual, graphically accurate documents, then deliver them to your ECM repository along with detailed metadata.
In addition to being immediately accessible, the resulting documents are much easier to manage and distribute. Detailed data extracted from the content can support data mining capabilities that are impossible with the raw reports.
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 Division. 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.
Riptide provides the ability to output content from FileNet. Search out all the objects stored in FileNet that you need and group it into a single file for delivery. Output is multi-channel so it can be directed to multiple devices, in various formats, and for multiple delivery options – print, online, e-mail, fax, and much more. This could be used for things like open records requests.
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.
An Electronic Document Management System (EDMS) is a collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.