Monday, April 15, 2013

ECM Glossary, Letter E

We’d like to present the newest installment of our ECM Glossary, this time with the letter “E”.

Letter A.

Letter B. 

Letter C. 

Letter D.


Electronic invoices: These invoices do the same job as an invoice printed on paper, but they make it possible for a business to generate and issue invoices by electronic means, in a totally trustworthy and safe way. Electronic invoices get their validity thanks to electronic signature platforms which guarantee the integrity of the document and identify the person who generated and sent it.

The electronic invoice became more frequently used thanks to the rise of e-commerce, what’s more, they’ve become more widely supported by the European authorities.

Tools such as Kofax, Ephesoft and EMC Captiva exist to conduct zonal OCR to capture invoices. There are also more advanced products such as Athento Capture, which allow users to create the so-called intelligent electronic invoice, which brings automation to the billing process through semantic technology, the use of syntactic patterns, etc.

Electronic Record Management System (EDRMS o ERMS): These IT systems are designed to manage and maintain records. A record is a piece of evidence about the activity of the company, kept in a permanent format. A ERMS allows organizations to manage records creation, maintenance, use, and disposition. The goal is to achieve adequate and proper documentation of the organizational policies and transactions. ERM systems reduce litigation risks, they also ensure regulatory compliance and other benefits. Athento iDM has a module, specially designed to cover Records Management processes.

E-mail Management (EMM): When someone receives hundreds of e-mails daily --and those e-mails contain documents or information which are important to a business -- you have to have a way to manage e-mails. There are specialized software programs that help manage e-mails that are sent and received by employees. These systems can capture metadata associated with e-mails; they can also manage access to those e-mails and classify them according to their content. Some ECM software allow this feature. It is also called Mailroom feature and can be used too to manage traditional mail. Athento has a module called Athento Popmail that allows to automate incoming mail processes. Popmail makes possible to  upload docs to an ECM platform just sending them as attachments.

What’s certain is that the massive use of e-mail for both internal and external communication is making it fundamental for content management systems to include e-mails within the content to be managed.

ERP: Enterprise Resource Planning means integral IT applications which allow for management of information related with the production aspects of a business, so that daily tasks related to operations can be automated. It’s normally used to manage aspects such as accounting procedures, logistics, financial functions and human resources. ECM platforms should be capable of being integrated with these applications, since they can be used as intake points for documentation and, at the same time, are receivers of information contained in the manager. One concrete example might be when the manager receives an invoice. The manager extracts the necessary content from the invoice (automatically, in the case of Athento), and assigns it to a particular invoicing software such as SAP, Navision, Open Bravo or Open ERP.

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1 comment:

  1. This is great article. Glossary is described very well. Thanks for sharing.