GLIFOS – ecm is a web-based enterprise manager that captures, manages, stores, preserves, and delivers digital and physical content. Version 4.0 takes advantage of the latest Internet and intranet technologies (XML / XSLT) and standards (Dublin Core, MODS) to offer greater flexibility, functionality and integration. In particular:

  • XML / XSLT provides a natural mechanism to configure and administer the system. Among the functions that rely on XML / XSLT are:
    • Defining specific collections: metadata is defined for each collection of documents, such as banners, scanned documents, records, contracts, etc.
    • Automatic extraction and standardization of metadata: different products and formats can be utilized (e.g., MS Word, MS Excel, Adobe PDF, HTML, etc.).
    • Interface (skins) design and configuration: the screens that capture the metadata for each collection, the format of the description of documents and the search screen are configurable.
    • Definition of security policies, e.g., the mapping of the operating system security with GLIFOS – ecm is defined in an XML document.
  • Dublin Core is an established standard for description and retrieval of digital content. GLIFOS - ecm adopts this standard by automatically unifying Dublin Core and the properties and summaries of different file formats that are incompatible with each other (MS Word and Adobe PDF).

As a result, version 4.0 offers a more autonomous operation, which significantly reduces the load on the Systems (IT) staff in terms of administration and technical support.



Contents

Application flexibility

It is possible to select and configure the services offered by GLIFOS – ecm to satisfy a wide variety of requirements. The main scenarios are:

  • Specific collections. Documents can be described and recovered by the specific characteristics that identify the collection to which they belong. E.g., it is possible to recover art work by the ad agency and by the dates the campaign was active. Or describe and recover specific manuals by the positions for which they were meant. One license of GLIFOS – ecm allows users to manage various collections simultaneously: photographs, digitized portfolios, content for user training and news clippings.
  • Access security. When it is necessary to selectively control access to documents or to digital content, the Security and access control module offers a simple mechanism where each user authorized to publish decides which users have access and which users will be denied access to each published document. For example:
    - Photograph collections with copyrights.
    - Client, student, professor or patient portfolios.
    - Budgets, financial documents or legal contracts.
  • Enterprise Content Management. To manage all the digitized content of an organization, it is necessary to integrate and organize diverse heterogeneous collections (e.g., board minutes, records, contracts, policies and regulations, product specifications, advertising posters and videos, training content, etc.), which are generally separate and held through all departments of the organization. In these cases, hierarchical navigation offers an invaluable service by organizing the content by hierarchies including collections, categories or departments. Security and access controls ensure confidentiality where it is necessary.
  • Integrated access to distributed collections. Different collections can be distributed on various servers to divide work load, diminish risks, or for separate geographical or departmental location. In these scenarios, the Searching and Hierarchical navigation module provides integrated access to the content.
  • Integration with physical files. For technological, legal or administrative reasons, it is often necessary and appropriate to maintain physical collections of documents. For these cases, it is possible to integrate GLIFOS – ecm with the Inventory and Circulation modules from GLIFOS – library, to control the items in a collection, apply permits and access policies, and control the circulation of the content.

Module: Cataloging and Publication

This module allows users to publish and describe all types of digital content.

  • Collection specific characteristics to describe documents. E.g., it is possible to include the description of the creative work of an ad agency and the dates during which the campaign was in place. Or describe (and recover) the user training manuals by the position for which they were meant.
  • This module automatically unifies the properties and summaries of formats that are incompatible with each other (e.g., MS Word and Adobe PDF).
  • When publishing material, the user has the option to accept the descriptive data automatically generated, or he can modify it according to his criteria or any institutional policies.
  • An authorized user can modify a document’s descriptive data by clicking on the catalogue icon corresponding to that document.
  • Document publication is done via Web (HTTP) and doesn’t depend on other protocols or services such as FTP, NFS, or NTFS that might imply additional installation work related to firewall configuration, user authentication, encryption, client side software installations, and timeout problems if the connection is unstable.
  • Different types of fields can be used, each with a different type of data (e.g., Boolean, datetime, numerical, alphanumerical).
  • Compatible with Dublin Core, an accepted standard for description and recovery of digital content.
  • To simplify the cataloguing procedure, the system automatically generates descriptive data based on the summary of a document (if it is available), and the significant parts of the full text document.

Module: Capture (scan)

  • The user can scan different types of documents with a predefined setting taking into account the specific characteristics that a document has.
  • New types of materials can be added to scan with different settings by modifying a xml configuration file.
  • Scanned files can be stored on different types of formats (e.g., .tif, .jpg, .bmp, .pdf).
  • Multipage formats can also be stored, allowing one digital document to have several pages, like a physical document.
  • Complete web-based functionality, allowing documents to be stored directly on the server, or locally first, and later uploaded.
  • User-friendly interface that allows the user to determine when he wants to finish scanning a document, check a document’s status or cancel the scanning procedure.
  • Web-based scanning module that can work from any workstation that has a scanner and is online with the server.
  • Offers functionality to scan documents in batches, and/or individual documents as they are generating.

Module: Security and access control module

Normally an organization has private documents that because of legal reasons or internal policies should not be available to all users. GLIFOS – ecm offers a flexible and easy to use security and access control module that is directly integrated with the security of the operating system.

  • Access control can be specified by individual documents or digital content, as well as which users are authorized to publish and which sections of the digital archive.
  • If a user does not have access to a document, the document will not show up in the search results nor in the hierarchical navigation. The user has no way of knowing if the document exists or which documents he has access to.
  • The access control in GLIFOS – ecm is controlled by the operating system. This way, it is not necessary to manage an additional set of users and passwords and to guarantee the security of two separate systems.
  • A pivot table in XML specifies which groups defined in the operating system are going to be used in GLIFOS – ecm and allows friendly names to be assigned to the groups.
  • Distribution groups (e.g., public access, human resources, management, etc.) are assigned to each individual document. Additional distribution groups can be defined at any point in time.
  • In the computer management console of the operating system, each user is assigned to different departments or working groups (e.g., management, human resources, staff, etc.).

Module: Searching

This service and the hierarchical navigation are the two recovery methods for the digital archive. Each service offers particular advantages to search and recover the content. Depending on the personal preferences and the information that needs to be searched, users can choose which method to use.

  • This service is particularly important in collections with more than 10,000 items. As a collection grows, hierarchical navigation diminishes its functionality.
  • Digital documents can be found and accessed in their original format: rule books and corporate manuals (e.g., MS Word), photographs and images (JPEG), slide shows (MS PowerPoint), blank forms (Adobe PDF), training videos (Real Media), electronic spreadsheets (MS Excel), creative design (Adobe Illustrator), radio and television commercials (Windows Media), websites (HTML) etc.
  • Full-text search is possible using any of the Dublin Core descriptive data, the size of the file or by a specific department or collection.
  • If a user does not have access to a document, it does not show up in the search results. Therefore, the user has no way of knowing that the document exists or which documents he does not have access to.
  • It is possible to configure the descriptive data and the display format of the search module (via XML /XSLT) according to each organization's needs. As well as, the data displayed with the search results and its format.
  • Streaming video can be displayed in the interface.

Module: Hierarchical navigation

This service and the hierarchical navigation are the two recovery methods for the digital archive. Each service offers particular advantages to search and recover the content. Depending on the personal preferences and the information that needs to be searched, users can choose which method to use.

  • Hierarchical navigation is particularly convenient with structured collections and relatively small amount of items (10,000 or less).
  • The content of the digital archive is structured according to different hierarchies. It can be organized by collections, departments or categories. E.g., academic portfolios, human resources, ISO-9000, administrative council, photographic archive, etc.
  • If a user does not have access to a document, it does not show up in the search results. Therefore, the user has no way of knowing that the document exists or which documents he does not have access to.
  • The navigation interface is generated on the fly and reflects the latest hierarchical navigation structure.
  • Via XML/XSLT, it is possible to modify the interface (skin) design.
  • The ad and news services are used to place more importance and stand out certain information.
  • It is possible to activate the service of ads in the main page of the hierarchical navigation and in the main pages of different collections and departments (e.g., “The most recent user forms are available…”, “the deadline for receiving vacations permit slips is August 10, please contact… “). This functionality allows various news to rotate each time users visit the main page of a category.

Module: Management

Intranets are usually administered manually, they tend to consume a significant amount of time and effort from the IT staff, since each department depends on the IT staff to convert their documents to HTML format and to publish them. On the counterpart, GLIFOS – ecm is designed to administer itself in the most autonomous way possible.

  • It allows content to be archived, indexed, and recovered in its original format.
  • Authorized users can publish documents directly, without the assistance of the IT department. In fact, the users are the best indicated persons to publish and catalogue their documents since they, themselves, know the content better.
  • The directory is generated on the fly for the hierarchical navigation, also using the correct access control.
  • Searching and navigation services automatically incorporate documents as soon as they are published without the need of global reconstructions.
  • Security and access control is integrated to the operating system. Therefore, it is not necessary to manage an additional set of users and passwords, and preserve the security of two separate systems.
  • Web-based interface. This avoids specific software installation on the client side workstations.