COL Limited - Electronic Document Management

Services > Professional Services > Electronic Document Management

COL delivers professional services for our clients with an Electronic Document Management Systems (EDMS) solution, which is used to capture, manage, store, preserve, and deliver content and documents (including Electronic Unstructured Data such as email, instant message, spreadsheet, electronic forms, paper documents / forms) related to organizational processes. COL EDMS Team has extensive expertise in designing, developing and implementing EDMS solutions for clients with a smaller user base as well as those supporting thousands of users. Our EDMS team has a full spectrum of skill set for building major EDMS solutions, as set out below, and COL can assist clients in choosing the right solution to meet their business needs.

DOCUMENT MANAGEMENT

Helps organizations better manage the creation, revision, approval, and consumption of electronic documents
Provides key features such as library services, document profiling, searching, check-in, check-out, version control, revision history, and document security

BUSINESS PROCESS MANAGEMENT (BPM)/WORKFLOW

Frameworks that can be used to develop, deploy, monitor, and optimize multiple types of process automation applications such as claims processing
Handles approvals and prioritises documents based on the pre-defined rules by users
Escalates decisions to the next defined person in the hierarchy
Decisions are based on rules pre-defined by system owners

COLLABORATION

Enables individual users, such as employees or business partners to easily create and maintain project teams, regardless of geographic location
Facilitates collaborative, team-based content creation and decision-making

RECORDS MANAGEMENT

Documentations of long-term business value are important records to be managed according to a retention schedule indicating how long a record is kept based on either external regulations or internal business practices. Any piece of content such as correspondence and various kinds of documentations can be designated a record

EMAIL MANAGEMENT

Removing emails from the server and saving them to a repository isn't enough as email management has become a de facto standard for business communication
Emails must be classified, stored, and destroyed in consistence with business standards - just like any other documents or records

DIGITAL ASSET MANAGEMENT (DAM)

Similar in functionality to records management
Focuses on the storage, tracking, and use of rich media documents (video, logos, photographs, etc)
The technology began and is widely used in the media and entertainment industry, which is currently experiencing growth, especially in the marketing department
Digital assets typically have high intellectual property value

DOCUMENT IMAGING

An image of the paper document is captured through a scanner or multifunction device
Large volumes of paper are inputted into the system by the dedicated staff of centralized scan operations
Smaller volumes of documents are captured with lower volume scanners or multifunction devices shortly after they are created in distributed operations
Increasingly, electronic document images have the same legal status as paper documents

DOCUMENT CAPTURE

Referred to as FORM PROCESSING . this allows paper information to be translated into electronic data without manual data input for structured forms
The use of recognition technologies (Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR)) is important for converting large amounts of forms or unstructured data into usable information in a content management system

ENTERPRISE SEARCH

Tools like Categorization/Taxonomy are used to access relevant information for performing a business task efficiently
Taxonomy provides a formal structure for information, based on the individual needs of a business
Categorization tools automate the placement of content (document images, email, text documents, i.e. all electronic content) for future retrieval based on the taxonomy