EDM Services

Summary

OnBase Electronic Document Management (EDM) Services (Foundation EP1) controls and tracks the modification of documents stored in OnBase through revisions and versions. This ensures the integrity of the document, protecting it against the risk of overlapping changes from multiple editors. Organizations can centralize the management of changing business documents, and provide offline synchronization for remote users, ensuring that all users are always accessing version-accurate copies.

Benefits

• Manage documents requiring changes as part of a business process in one central location
• Maintain security around viewing and editing draft and final documents
• Establish audit control over document changes by tracking complete document history
• Provide offline access to centrally stored documents for disconnected, remote workforces
• Promote data integrity, ensuring document consistency and keyword accuracy

Design

An HR Manager can make changes to an employee handbook, for example, and save revisions of the document, without making each revision available for employees to access. When the document is finalized, the HR Manager can stamp the revision as a version and give Employees access to only that approved version(s). Multiple versions can be stamped on one document. Permission to view and change both revisions and versions can be specified at the user group and individual level.

Applications

• Sales contracts or insurance underwriting documents: An audit trail of revisions is maintained to establish accountability among users and minimize risk for the organization.
• Standard back office processes: Place permanent marks or annotations on image documents, such as tax forms, purchase orders or invoices, as part of a standard business process using Image Markups.
• Legal and compliance purposes: Standardize document content and format using Document Templates.

Interface