|Intellego Reference Management System
Allows an organisation to store and manage document references as opposed to the documents themselves, avoiding the change management difficulties that are brought about by forcing all existing storage to convert to, or replicate within a single document management system. This also reduces the space needed to store documents while enhancing traditional Document Management functions such as workflow, audit trails, case management, and meta-data search.
The Reference Management System enables you to store references to any kind of Document: from a Web Page, to an Office Document, a Text File, a Database Record, a Lotus Notes Document, an Exchange E-mail, and any other type of information you can think of, including a paper record (imaged and/or previously recorded in a Record Management System).
Once a reference to a document is stored, the following functions can be automatically applied to that reference:
Metadata can be maintained for the reference. Common documents can possess similar types of Metadata.
Access to each reference can be controlled by security ACLs that are applied to the Reference itself. This allows you to apply standard security across documents from multiple disparate repositories, enabling access control of E-mails, Intranet Web Pages, Database Records, Office Documents, etc, within the one application.
This method allows a link to the document to be sent to the user via e-mail.
Tasks that are workflow oriented are called Cases. A case is like a workflow folder that can contain any number of References. Cases can be created, routed, completed and recalled. A case can be routed to shared folders, called workbaskets, or to an individual user's folders and in-box. Cases can be tracked, traced, and managed to ensure that the required tasks are being completed correctly.
Both References and Cases can be routed throughout the organisation. The default Workflow is user-driven (ad-hoc), but custom Workflow plug-ins can be easily added to the system.
Every action within the Reference Management System is audited. Administrators can choose which of the 60 audit events are active at any time. This enables the balance between security and storage space to be tightly controlled.