InfiniteECM Platform V3.05

On 2010/06/05, in EDMS, Knowledge Article, Other Links, Platform, by Administrator

1.1.         Introduction  

InfiniteECM is a scalable Enterprise Content Management Solution. The system will enable the organization capturing, indexing, processing and retrieval of documents through a friendly user interface.

 The flexible architecture of solution makes the implementation of an Enterprise content management affordable and available. System administrators can easily install and configure InfiniteECM components into their environment. Modular design and scalability allows the solution to grow with the environment and business needs.

InfiniteECM runs on Microsoft .Net platform and can access data and storage on various platforms such as Microsoft Windows Server and UNIX based platforms supporting TCP/IP.

InfiniteECM includes enterprise application integration features and wizards. This powerful capability enables organizations to easily capture, index, process,  store and easily retrieve documents from the main application’ interface, thus increasing the value of your existing applications by adding integration points with minimum source code modifications to retrieve and append the attached documents for each screen. For legacy windows based applications the integration can be done without any source code modifications to the existing applications.

1.2.     Core System Components  

  • InfiniteECM Admin. This module allows the system administrator to configure the whole InfiniteECM platform. The administrator can manage the users and groups in addition to maintain their related Access Control Lists (ACL). The system will provide the out of the box Document Type definitions with customized easy and flexible Indexing and data entry fields design. A storage tree construction is provided by the administration module in addition to other advanced administration modules such as system monitoring, Access Control Lists, Subsidiary Administration, Documents Recycle, User Profile Management, Audit Trail for all system and user transactions, Document Workflow Process, System Standard and Customizable Reports, Volume Management and many other administration features and screens.   
  • InfiniteECM Client. Using this module the users will be able to login to the system according to their access control lists for the general purpose of any ECM/EDMS solution such as Capture, Process and Distribute the available content.

1.3.     Solution Diagram

Solution Diagram

1.4.     Core System Features

1.4.1.                  Content Capture

InfiniteECM uses several techniques for capturing data and converting it to manageable form. The system uses scanners to capture paper documents and convert them in to electronic images of all types that can be displayed and processed as image documents. Another data capturing technique is the acquiring of data through other means such as FAX, electronic documents, E-Mail and etc…

 The scanning tools supports all TWAIN and ISIS scanners in addition to microfilm/microfiche digitizers. Duplex and batch scanning are also supported for scanners with these supported capabilities. Additional product is available for large volume capture needs which is InfiniteECM Capture with automatic indexing and form recognition capabilities.

1.4.2.                  Data Entry and Index Design 

While indexing, the content will be associated with a data entry form that the system administrator had already designed for this type of content. The form contains all the needed information to classify and index this content.

The form used to index the content may contain any of the default information such as and not limited to the content identification, content type, author name, content location and several other custom variables used to identify the content.

All the indexes and other variables used to index the content are maintained using a relational database, which provides the data at the request of the application.

Data objects can be easily grouped in folders, which in turn can be grouped in other folders creating hierarchical indexing architecture.

When dealing with indexing, InfiniteECM comes in two options:

  • InfiniteECM can be used to add content management capabilities to existing database applications. Whether your application is windows-based or web-based.
  • In case you don’t have an existing application InfiniteECM provides a powerful mechanism for defining your own index design to be used when capturing content.

1.4.3.                  Content Storage

InfiniteECM incorporates several storage media like magnetic storage used for high-speed retrieval of active documents, which are documents under processing, on which high demand is expected. The system also provides the ability of storage on optical disks controlled by powerful jukeboxes for archiving images and other data objects after being processed, expecting that the demand on this kind of data is low. The top of the storage hierarchy is normally magnetic disks, whether it is arranged in single spindles or in banks under the control of RAID system. RAID may be required to increase the throughput of the central cache of active images, and to increase the availability of the image protecting against disk failures.

1.4.4.                 Content Search

InfiniteECM offers very powerful search capabilities in Arabic & English including the following:

  • Document Metadata, which enables the user to search using the document creation date, author, last modification use, page creating date…etc.
  • Document indexes. This search allows the user to search for a document using the user defined indexing fields which are designed by the system administrator in addition the document title.
  • Saved Queries. The system allows the user to search using pre-defined queries for fast search & retrieval
  • Keyword. InfiniteECM allows the search using document keywords.
  • Security level and document categories.
  • Native Application Search. This method of search allows the users to search for the documents linked to other database application from within InfiniteECM without the need to refer back to the original database application.
  • Content Search. InfiniteECM contains a built in content search functions that all the system users to search inside the content of each document in the system. This will add to InfiniteECM indexing and search power by allowing the user to perform searches in the contents of the document whether it was Arabic or English.

InfiniteECM allows for logical and Boolean search as well like (AND, OR, =, <,>) or even wild card searched and data ranges. InfiniteECM also allows for logical combinations of various types of searches to help the user find what is looking for easily.

1.4.5.                 Content Retrieval

Image retrieval is one of the power points of InfiniteECM. Document retrieval is performed internally using the index fields that were assigned to it at the introduction and commitment stage. However most of the time the user will not see the real index, rather the user will see a user-friendly variable that maps to the index internally, thus simplifying the document retrieval process for end users. Here comes the power of cross-indexing because it facilitates document retrieval by several different approaches. 

The system provides a powerful search method which is capable of locating data objects using keywords attached to it, or using the title of the object or any object variable that can be used as query parameter, to help the system users locate the data they need in the shortest possible times.

1.4.6.                  Content Processing

Image Processing includes several tools like image annotation, zooming, enhancements, rotation, panning, and image editing which facilitates information extraction from the image. The user can flip, convert or even export images.

Image annotations include lines and rectangles, redlining with lines or rectangles, blackouts, text or sticky notes, user defined signatures and stamps.

1.4.7.                  User and Group Security

The system administrator is capable of defining users and user groups for the system, along the way each user or group of users can be given a special security profile, through which the user will interact with the system functionality and objects, keeping in mind that the security can be modified easily according to the administrator’s decision.

User profiles are represented by the user’s password and the functions given to perform on each system object, thus the user will have different privileges on different system objects, providing more flexibility in assigning work.

1.4.8.                  System and Content Transactions Audit Trail

The system administration tool generates rich informative system reports, projecting the status of the system. The reports include users and their privileges, data objects and other system vital statistics.

To add to the power of system monitoring, the system is provided with a versatile transaction log used to view all the transactions performed in the system, from defining a new user to adding an annotation to the image or the data object.

The transaction log is provided with a powerful filter that helps the user rule out any undesired operations from the query, and to help locate a specific transaction easily.

This tool can be enabled or disabled according to administrator decision.

1.4.9.                  InfiniteECM OCR Integration 

InfiniteECM contains a powerful English OCR utility capable of quickly and accurately, converting Image documents into editable documents in different output formats like MS-Word documents, HTML or Word perfect, preserving the original document layout. Just point and click to recognize text on a page, multi pages or just the parts of the page you select. This utility eliminates the need for re-typing, and adds power to our automatic document indexing.

1.4.10.               Application Integration

InfiniteECM provides full image enabling capabilities, thus adding imaging features to any database application running in windows environment, whether the application is developed using windows development tools like Visual Basic and Developer/2000, or it runs through a terminal emulator application, allowing the InfiniteECM to satisfy the needs of large crowd of GUI database application users.

Not only is InfiniteECM capable of enabling all windows-based database applications, it is also capable of communicating with all level one databases (Oracle, SQL Server, Ingress, Informix, Sybase) or even desktop databases such as MS-Access, FoxPro using certified ODBC drivers, facilitating it to increase the value of the original legacy application it enables indifferent of its scale, adding to InfiniteECM’ credit of compatibility, flexibility and portability.

InfiniteECM uses the newfound technology of screen scrapping to enable database applications; this technology saves us from modifying the legacy application in any way. Thus InfiniteECM provides its powerful features as an additional credit added to the investment made in the original untouched database application.

Moreover InfiniteECM is equipped with a powerful technique of automatic indexing of captured images, which diminishes the need for the exhausting manual rendering and sorting of images and documents.

1.4.11.               Content Storage Hierarchy

InfiniteECM is capable of capturing and easily indexing images and documents through scanning, importing or mail, after which the document are automatically classified, sorted and organized in the InfiniteECM storage hierarchy. The storage hierarchy contains cabinets, drawers, folders and documents providing the analogy of real life physical storage methods. However InfiniteECM overcomes all physical barriers to provide its storage in a shared environment designed to support extensive multi-user operations.

That is not the whole story, because InfiniteECM is capable of viewing storage objects through others, like putting a document in several folders and folders in multiple drawers, which in turn can be put into many cabinets, thus converting the hierarchical structure into an interconnected network of storage objects, which can be used for complex database applications.

1.4.12.               Information Exchange ( routing ) and E-mail Support

The system provides a very powerful and easy to use GUI interface to offer its comprehensive mail service, which is used with seamless integration with the whole system. Users of the system can use the mail to exchange documents and attachments of any type and other data objects among themselves and with users outside the system using a fully bilingual Arabic /Latin messages and interface, allowing drag and drop, point and click processing of user commands. The system provides each user with its own mailbox, which is secured with a password assigned for it. Using the mailbox, users can send and receive mail from the system or from outside the system. The mailbox also provides the users with the ability to store their important mail packages in their own special folders, to maintain authenticated electronic communication.

The mail utility in the system is completely MAPI compliant, which ensures compatibility with Microsoft Exchange used for international E-mail. This feature ensures the smooth operation of the mail system on all levels of communication, whether on the workgroup level or the worldwide level, with scalability and consistency.

Using the MAPI technology assures the users that their mail system can provide the whole functionality and power of the technology’s most recent trends and developments in the E-mail area with seamless compatibility.

The mail system provides the ability to create mail groups of system users using which; several users can be addressed simultaneously. 

Another powerful feature of the system is the ability to create custom mail queues, using which; the users can exchange messages among each other using their internal mailboxes, not using email. This will allow the users to exchange documents and task and set deadline for tasks on documents. Users can send the document either in parallel on in serial manager which will help them to create user-defined workflows. Users will be able to know the status of he documents they sent and know their exact location.

1.4.13.               Fax Support

Another aspect of the systems ability in data exchange is its fax utility which is an optional module enables users of the system to send and receive faxes to and from other workstations or from outside the system with simplicity. All incoming and outgoing faxes are saved in the system for further reference and processing. In addition incoming faxes can be subject to OCR operations, annotations or could be directed to the optional workflow system, or even sent by E-mail for further processing. Rich reports about all incoming and outgoing faxes, revealing the destination, the source, the subject, and other custom information needed by the system administrator can be generated.

Both the mail and fax facilities are subject to the very comprehensive and strict user security profile. Thus the system administrator is capable of allowing or forbidding users from using the fax service or even the user’s personal mailbox.

1.4.14.               Document Routing & Workflow Templates (Collaborative Document Workflow)

InfiniteECM supports document routing which enables users to send and receive documents in a collaborative manner to facilitate information sharing and increasing productivity. Every InfiniteECM user has a single inbox and outboxes. InfiniteECM users can send and receive documents either in parallel or serial manners and track the document (or every version of the document) as it progresses through the route designated for it. The system manager can define route templates for objections, leave requests, vacations and any other flows that require documents to pass through a certain known path. InfiniteECM also maintains a full history of the document with in the flows and records every action that occurs to the document as it pass through the route stages.

1.4.15.               Content Retrieval Caching  

InfiniteECM supports document caching which enables InfiniteECM clients to cache recently viewed documents on a cache directory to make their retrieval faster. The cache directory can be configured on the client or on the server according to the organization preference. The system performs periodic cache cleaning and the user can easily clean his cache directly. InfiniteECM cache is designed in a way that makes the cached document available even after the system shuts down and re-starts again.

1.4.16.               Bilingual Language Support

InfiniteECM is fully bilingual (Arabic/Latin). The document hierarchy trees, toolbars, menus, and system messages are all bilingual. The system can be switched to either language internally during runtime and there is no need to exit the system.

1.4.17.               OLE integration and support

InfiniteECM is OLE compliant, which means that all OLE objects such as      WORD files, EXCEL sheets can be viewed immediately from within the system without the need to start the corresponding application. This powerful feature has enabled InfiniteECM to have a one powerful viewer for all office and OLE supported document types.

1.4.18.               Image Compression

InfiniteECM uses Kodak image manipulation engine to handle image viewing, annotations and image storage. To increate the scanning and storage efficiency, InfiniteECM will automatically the best compression that fits the scanned image types, either black/white, gray scale or full colored images. InfiniteECM, using Kodak tools is capable of handling CCITT G4, G3, and JPG compression, LZW compression that InfiniteECM will choose from to compress the images so that it guarantees minimum image sizes, which will insure faster scanning, faster retrieval, and minimum storage requirements. For example for black and white images, InfiniteECM uses CCITT G4 compression which guarantees minimum size of black and white images, for colored images InfiniteECM will use JPG compression which is know for its ability to dramatically reduce the size of colored images.

1.4.19.               System Architecture and Openness

InfiniteECM is an open-structure system that has an open table structure and uses standard image storage and manipulation technologies. InfiniteECM uses the power of Oracle or SQL server relational databases to store, index and classify document-indexing information in an open clear table structure that allows for easy integration and index manipulation from the convenience of simple SQL. Unlike proprietary systems with closed table structure and InfiniteECM openness enables it to integrate with other systems and allows other system to integrate with it easily. In addition InfiniteECM used standard image storage and manipulation techniques which will facilitate integration between InfiniteECM and other systems.

1.4.20.               Security Levels

InfiniteECM has comprehensive security level that controls each user’s visibility all over the system. Users will only be able to view the documents that fall in or under their security levels, without the ability to view any document that reside above it. This will give each user limited visibility according to his level in the organization and the hence the system.

1.4.21.               Volume and Optical Management

InfiniteECM has a comprehensive optical management system that is capable of defining and tracking both master and backup optical. Through the optical management system the system administrator can control access to each optical disk. The system administrators can control the distribution of the documents on the optical disks to help them organize the document they have.

1.4.22.               User Interface

The system is developed using Microsoft standard tools and technologies to provide seamless integration with the windows environment. The system has a highly customizable interface, from tree structures to toolbars to interface behavior. The use is capable to changing the interface and the behavior of the system according to his needs.

InfiniteECM Client is fully bilingual (Arabic/Latin). The document hierarchy trees, toolbars, menus, and system messages are all bilingual. The system can be switched to either language internally during runtime and there is no need to exit the system

1.4.23.               Version Control  

InfiniteECM provides a powerful document version control and check in – check out control, when a new document or modified document is checked in, the system automatically apply version control and assign new version number and record the date and time, the user should put notes about the reasons of locking this document. The system able to generate unlimited of versions and retrieve any version when needed.

1.4.24.               On-Line Help

InfiniteECM is very user friendly. It has extensive on-line help support and context help to give the users of the system any kind of information they need to complete their work with maximum efficiency and speed.

1.4.25.               Document Annotation Support

InfiniteECM has an extensive annotation support with high security control. The annotations allow the users to put sticky notes, stamps, highlighting, text annotations blackouts and any additional information he requires. Annotation does not modify the original image; rather it acts as a layer over that image.

1.4.26.               Web-based Access  

InfiniteECM Client enables organizations of any size to lower the cost of purchasing products and services by eliminating the need to install expensive and complex client-side software. This solution is based on .Net advanced technologies and superior Document management technology thus ensuring fast multi-pages document retrieve and display. InfiniteECM Client provides functionality similar to InfiniteECM Desktop client, but running within a browser. It enables access to your business documents regardless of where the database or users are located.

1.4.27.               Remote Location Replication

InfiniteECM support bi-directional site replication. Bu-directional replication means that the sites can exchange data in two directions so that information is available on both sites, local and remote. Site replication can be done using any network connection from dial-up to leased lines and be scheduled so that it occurs in none peak hours to make best use of network bandwidth. Site replication can be done manually by exporting the data to removable media and then importing it to the new location. Site replication can be done based on a certain criteria like document age or document owner … etc.

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