Normfall Manager 4.0 (Professional or Enterprise) as a Document Management System (DMS)
There is a multitude of document management systems from several producers. In view of this diversity it is important to keep in mind that researching documents in a DMS is only possible in two essentially different ways:
Full-text Search
For this method documents either have to already exist in digital form (e.g. as Word files) or following the scanning process (e.g. as PDF files) have to be prepared using text recognition (Optical Character Recognition or OCR). Searching is then possible using descriptors and Boolean operations.
Metadata
The documents must be manually prepared and provided with additional information such as reference numbers, folder numbers, file names, author, date, key words, abstracts, and so on.
No Automatic Indexing of Content
At the moment there is no process in sight that will allow users to index document contents automatically. Today people speak of "text mining", but the research in this field has yet to prove itself as empirically useful.
Normfall Manager 4.0 as an Extension of an Existing DMS
Given that there is already a DMS in place, Normfall Software can be used as a complement - not as an alternative - to this system.
Document Management Systems (DMS) are used for organizing electronic documents. This includes the management of the data lifecycle which usually starts with creating a file and often ends with archiving it. Typical DMS functions are:
- Access control
- Versioning
- Workflow
- Archival Storage
- Metadata
Due to the way the systems operate, DMS are not suitable for making the content of electronic documents accessible. A DMS takes an electronic document as an entity. The reference is the document itself and not parts of it or information contained in it.
Normfall Manager 4.0 was created to overcome those limits. The Normfall system is able to create references to specific targets within documents. This referencing technique is detached from the boundaries of the document itself. With Normfall Manager 4.0 an order level is built which hierarchically lies above the entity consisting of a file (document) and a folder. Documents or even single parts of a document can be logically arranged without needing to physically move or copy them. Normfall Manager allows you to easily archive a document at several locations without having to duplicate it. So, by means of Normfall Manager's functions for creating references to specific targets such as, for example, PDF files, you can even arrange the information found within those files.
Normfall Manager 4.0 Can Also Take on DMS Tasks
It is also possible for Normfall Manager 4.0 to take on DMS functions. Anybody who has to deal with a great amount of documents does not necessarily need a DMS. The Microsoft Windows operating system already comes with important file management functions. In those scenarios, solely Normfall Manager 4.0 is used for organizing documents/files.
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