The content repository comprises a robust file system to store binary streams of content; a database to store metadata and associations among content items, classifications, and the folder/file structure; and full-text indexes.
Most ECM products support multiple databases – including MS-SQL Server, Oracle, and MySQL. We have implemented SQL Server, Oracle and MySQL at many large commercial clients and can take advantage of the robust set of features including back-up and recovery, scalability and performance, and high availability capabilities. If the agency has a preference for any other database solution that is supported by standard ECM products, then we also have the experience to work with that.
Users and Groups Service
The Users and Groups service allows system administrators to create and delete users and groups, assign and remove users to/from groups, and assign Permissions to users and groups.
The Authentication service provides multiple types of authentication procedures, including simple password-based authentication, and LDAP-based SSO.
The Permissions service supports methods relating to various permissions. There are various methods relating to the Permission service, including the ability to Read, set, and delete permissions for objects, Query permissions, and evaluate permissions for a user against objects. Content is secured using granular permissions and role-based security to ensure authenticated users only access the content they’re authorized to.
The Encryption service supports full encryption of content in the repository if required. All data uploaded to and downloaded from the CMS is SSL encrypted.
The Logging service provides a configurable record of actions and events. It collects information and stores it in a simple database form. The Logging service provides a full audit trail of system events, user actions, and metadata changes.
Check-out and Check-in services control updates to documents and prevent unwanted overwrites. Checking out a document locks it, preventing other users writing changes to it.
The Content model defines the metadata for different content types, associations between objects, and classifications of content. The content model is the controlling element for almost all rule-based activity in the system.
The Versioning service manages versions of individual content objects. Each version has a version number that is allocated sequentially and follows a similar strategy to Concurrent Versions System (CVS) version numbering. There are various methods relating to the Versioning service - Create Version, Version History, Get Current Version, Revert, Restore Version, Delete Version History.
Search and Query
The Search service supports Full-text search, multi-faceted search, and XPath searches. The Query engine supports standard content query languages (CMIS QL).
The Records Management service controls important information for retention over time. The system is certified for US Government 5015.2 records standard and is useful for controlling retention and review periods, providing specialized security, and determining whether the records are archived or destroyed after a specified period of time.
The Lifecycle service defines and manages the lifecycle states of content objects. Content objects can be assigned rules and permission sets based on Lifecycle states.
The content workflow is a sequence of connected tasks applied to a content object (folder, document, graphic, form, etc.). Each task can be performed by a person, a group, or automatically by the system.The system will provide a Graphical workflow modeler for power users and powerful workflow scripting tool for developers. Administrators and power users will be able to change or re-route workflows based on privileges.
The personal workspace is the section of the UI where users can access content objects that they are working on or plan to work on. It also contains content objects that have not been committed to the repository yet – i.e. content that is private.
A user can have access to multiple shared workspaces. These can be shared between user groups, ad-hoc collaborative units, or corporate subdivisions (departments, etc.). Shared workspaces can be set up with varying permission sets for users.
This section of the interface lists all workflow tasks assigned to the user, and associated data like due date, completion level etc. This is like an enhanced inbox for the user.
The Dashboard provides the user quick and easy access to reports, updates, tasks, activities and notifications. Dashboards can be personalized to present the information most useful for the user.
Notifications can be triggered by new task assignments, due date warnings, or lifecycle changes. Notifications can be displayed in the UI (Inbox) or can be automatically emailed to the user.
The user interface provides access to administrative tools based on a user’s access level.