Document Management Tools Brick

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Description

Document management includes software systems that allow enterprises to generate, produce, store, manage, retrieve, and distribute electronic files (e.g. text, image, audio, video), yielding greater efficiencies in the ability to reuse information and to establish workflow constructs.

Document management tools typically interface with record management and workflow tools to provide a seamless collaborative environment.

Document management applications have also been subsumed into the functionality of smart enterprise suites and other multiple use applications currently popular in the marketplace. Several applications that were historically considered document management tools also contain functionality for standalone workflow capabilities, depending on how the application is integrated into the information technology environment.

Brick Information
Tactical (0-2 years)	Strategic (2-5 years)
Documentum ApplicationXtender Open Text LiveLink Microsoft Office SharePoint Services (MOSS) Captaris Document Management Server	Open Text LiveLink Microsoft Office SharePoint Services (MOSS)
Retirement (To be eliminated)	Containment (No new development)
Westbrook File Magic Microsoft SharePoint Team Services (2001)	Xerox Docushare Microsoft SharePoint Services (2003) DocStar Document Management Doculex Document Management
Baseline (Today)	Emerging (To track)
Documentum ApplicationXtender Open Text LiveLink Westbrook File Magic Xerox Docushare Captaris Document Management Server DocStar Document Management Doculex Document Management Microsoft SharePoint Services (2003)	IBM FileNet P8 Application Service Provider Models Open Source Tools EMC Documentum Hyland Onbase

Comments

Tactical and strategic products were selected to leverage NIH's investment in products that are a proven fit for NIH's known future needs. Leveraging baseline products in the future will minimize the operations, maintenance, support and training costs of new products.
Some baseline products have been designated retirement and containment. These products are either not as widely or successfully deployed at NIH, or they do not provide as much functionality, value, or Total Cost of Ownership as the selected tactical and strategic products.
There are two market trends in Document Management:
- Market convergence and consolidation into product suites which provide comprehensive functionality, generally at a higher comparable cost.
- Focused vendor offerings which provide less comprehensive overall functionality, but at a lower cost.
Usage guidelines:
- A full ECM suite (e.g., Open Text LiveLink) is not always necessary for projects requiring basic document management functionality.
- Lower cost products provide functionality in certain focused areas. For example, Microsoft focuses on providing a document collaboration platform, and Hyland focuses on high-volume imaging support.