Document Management:
Document Management System Overview

EZContentManager FAQs

 

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How could EZContentManager benefit our enterprise?

EZContentManager could be a benefit to your organization for the following reasons:

Legal Compliance to Government, Industry or Company Regulations - EZContentManager provides a compelling solution for addressing the requirements for regulatory compliance, litigation and business continuity. EZContentManager also enables the automation and standardization of various steps in managing your documents. Some recent US industry-specific regulations include Government Paperwork Elimination Act, Sarbanes-Oxley Act, Gramm-Leach- Bliley Act 21 CFR part 11, and HIPPA.

Lower Operating Costs - EZContentManager simplifies document management and reduces the personnel required to manage and control document handling. The system provides One- Stop shopping for enterprise document management from paper to image files, into a structured manageable EDMS.

Better Security Control - Automatic Enforced Authentication and Audit Trail. Employees and partners can share information with enhanced security from any location. EZContentManager also enables the automation and standardization of various steps in your business process that enhances team collaboration and project management.

Efficiency - Internet-based EZContentManager allows you to access your company’s documents securely from anywhere at anytime with nothing more than a PC and Internet connection. The user can locate useful documents from millions of documents within seconds.

Is EZContentManager a secure system?

In EZContentManager, the information management life cycle is enforced by user access authentication with registered user id and password, role assignment by authorized system administrators, information transporting encryption with Secure Socket Layer (SSL), document encryption and digital signature verification for highly sensitive documents. All the user and system activities, as well as transactions, are monitored and logged automatically by the system management tier. The files in the system are kept in the secured file server with strict access control.

Additionally, administrators or users with administrative rights can easily manage folder and document type security through various security tools built into EZContentManager. Security of documents can be managed at both the folder and document type level. Permissions can be assigned to individual users and user groups. Isolated domains can also be created and maintained.

What kind of documents can I manage in EZContentManager?

EZContentManager allows users to create, manage, share and distribute any form of electronic document using any desktop software or tool. Word processing documents, spreadsheets, presentations, reports, forms, audio, video, artwork, photographs, engineering documents, drawings, and virtually any other file format can be stored and managed in EZContentManager. Best of all, it's very easy to use and you can access your documents from anywhere at anytime over the Internet.

How do digital signatures work in EZContentManager?

EZContentManager uses individually assigned PKI certificates, enabling users to digitally sign documents as part of a defined workflow process, providing non-repudiation of origin and evidence that a document has not been tampered with after signing.

Does EZContentManager offer revision control?

The powerful revision control feature allows for an unlimited number of versions of a document to be stored automatically. This feature allows users to revert back to earlier versions of documents with just a few clicks, compare different versions, and even audit changes to their documents. The document history tool displays every revision with dates, times and authors.

I would like to control what goes in and out of my folders. Can EZContentManager help in Configuration Management?

EZContentManager includes many tools and features to manage document folders with point-and-click ease. Administrators, project managers, document coordinators, and other users with proper access can all manage and control the process of document generation from their desktops. Rules and privileges can be enforced at the folder level to maintain the structure and integrity of documents and folders. EZContentManager enables easy customization to a corporation’s existing document file plan, classification and retention policy.

Is there a limit for folders and files in EZContentManager?

EZContentManager is an enterprise level solution. We have customers storing millions of documents who are able to find the documents they need within a few seconds.

Is EZContentManager a search facility?

In a manner of speaking, yes! EZContentManager is like a search facility for your company’s internal documents. Using the search capabilities of EZContentManager, users can search for and locate documents instantly. The built in advanced search tool allows users to specify keywords, content, authors, time periods (i.e., metadata) and many other parameters to find documents easily. The integrated full- text search functionality allows users to locate documents by specifying words (including irregular variations) contained inside the documents themselves.

Can the user attach multiple keywords to documents as future search parameters?

The user can put documents into folders and classify the document by defined document types or other metadata classifications. The document types are created by system administrators - you can assign newly created documents to the designated folder with a predefined document type. Documents can then be located by using the search function and using any keyword associated with the document types.

Is EZContentManager able to track changes to documents and folders?

Yes, users can use the version control function to track any changes to a document. There is a document note input area to allow users to attach a modification comment. As you navigate through folders, you can instantly tell that documents have changed, or that new documents have been created. The Audit Logs also provide a detailed list of activities related to documents and folders. Virtually all user activity is tracked. Views, Deletes, Moves, Check In and Check Outs, Revisions, New documents, New folders, etc., are all tracked. You may view all previous versions of a document and get all the information on who changed what and when, simply by going to the document history window.

Is EZContentManager capable of sending announcements to users or group lists when new documents are uploaded to the repository?

Yes, the “New Files” box is designed to automatically notify users that new files or folders have been created.

I have a lot of documents; do I have to import them into the repository?

Yes. However, you can use the EZContentManager Import Utility to simply bring in your existing documents into the EZContentManager repository. We also support WebDAV for accessing the repository. EZContentManager maintains a repository of documents on the file system. This is required to maintain security, version control etc. Imported documents are copied into EZContentManager using the same folder hierarchy that was previously in place. Therefore, if you have a hierarchy of 400 folders on your network, you can pull that entire structure into EZContentManager in a matter of minutes.

Can users link all relevant documents pertaining to a specific project using EZContentManager?

Yes. The system provides a Link function to create links for files from different folders. From the document property panel, you will see all the links listed for the current selected document. You can get the linked documents by directly clicking on the links.

How long can documents be stored?

Documents are stored for immediate retrieval access for as long as a user wishes. Once the retention period of the document expires (if specified), the document automatically becomes inactive or is deleted based on the configuration. By default, EZContentManager does not assign an expiry date.

Can I convert documents into PDF files?

Yes. You can convert certain formats of documents to Portable Document Format (PDF) and it will preserve the look and feel of your original document – including the fonts, layout and graphics – in one compact file. You can then view and print your documents from any computer using the free Acrobat Reader software. EZContentManager supports MS Word, RTF, HTML, XLS, and Text file format conversion to PDF.

Do we need a System Administrator?

Yes. A System Administrator is needed to maintain EZContentManager. However, this does not have to be a full-time job for one individual, nor does the person need to have advanced computer skills. Most functions of EZContentManager can be delegated to other users. Most of our customers find that the EZContentManager System Administrator job is about 25% of a full time employee.

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