The Manage category includes five traditional application areas:
- Document management (DM)
- Collaboration (or collaborative software a.k.a. groupware)
- Web content management (including web portals)
- Records management
- Workflow and business process management (BPM)
The Manage category connects the other components, which can be used in combination or separately. Document management, web content management, collaboration, workflow and business process management address the dynamic part of the information’s lifecycle. Records management focuses on managing finalized documents in accordance with the organization’s document retention policy, which in turn must comply with government mandates and industry practices.
All Manage components incorporate databases and access authorization systems. Manage components are offered individually or integrated as suites. In many cases they already include the “store” components.
Document management, in this context, refers to document management systems in the narrow sense of controlling documents from creation to archiving. Document management includes functions like:
- Check in/check out
For checking stored information for consistency.
- Version management
To keep track of different versions of the same information with revisions and renditions (same information in a different format).
- Search and navigation
For finding information and its associated contexts.
- Organizing documents
In structures like files, folders, and overviews.
However, document management increasingly overlaps with other “Manage” components, office applications like Microsoft Outlook and Exchange, or Lotus Notes and Domino, as well as “library services” for administering information storage.
Records management (file and archive management)
Unlike traditional electronic archival systems, records management refers to the pure administration of records, important information, and data that companies are required to archive. Records management is independent of storage media; managed information does not necessarily need to be stored electronically, but can be on traditional physical media as well. Some of the functions of records management are:
- Visualization of file plans and other structured indexes for the orderly storage of information
- Unambiguous indexing of information, supported by thesauri or controlled wordlists
- Management of record retention schedules and deletion schedules
- Protection of information in accordance with its characteristics, sometimes down to individual content components in documents
- Use of international, industry-specific or company-wide standardized metadata for the unambiguous identification and description of stored information
Workflow/business process management
Workflow and business process management differ substantially.
There are different types of workflow: production workflow uses predefined sequences to guide and control processes, whereas in an ad-hoc workflow, the user determines the process sequence on the fly.
Workflow can be implemented as workflow solutions with which users interact, or as workflow engines, which act as a background service controlling the information and data flow.
Workflow management includes the following functions:
- Visualization of process and organization structures
- Capture, administration, visualization, and delivery of grouped information with its associated documents or data
- Incorporation of data processing tools (such as specific applications) and documents (such as office products)
- Parallel and sequential processing of procedures including simultaneous saving
- Reminders, deadlines, delegation and other administration functionalities
- Monitoring and documentation of process status, routing, and outcomes
- Tools for designing and displaying process
Business Process Management
Business process management (BPM) goes a step further than workflow. Although the words are often used interchangeably, BPM aims to completely integrate all of the affected applications within an enterprise, monitoring processes and assembling all required information. Among BPM’s functions are:
BPM offers complete workflow functionality, providing process and data monitoring at the server level. Enterprise application integration is used to link different applications. Business intelligence, with rule structures, integrates information warehouses and provides utilities that assist users in their work.