CUSP Point Software Blog

As we work together with our Value Added Reseller (VAR) Partners we like to get a clear picture of how they currently handle their client’s documents.

Invariably they will have some form of a File Plan, usually a comprehensive matrix, detailing their coding, retention and disposal policies. The quality of this plan generally depends on their organization’s maturity and the volume of documents they handle.

As the Electronic Document Management (EDM) world evolves, the focus is turning to the migration of File Plans based around physical Document Management into the electronic world.

In most cases the EDM solutions have tried to replicate the structures and processes contained within these file plans. While this is certainly a requirement, to focus solely on this misses some of the major advantages of an EDM Solution.

Physical Document Management is based on the storage and accessibility of document. Any document can be found and returned in a reasonable amount of time. The structures in place are focussed on determining where and for how long a document should be stored.

In the EDM world all documents are immediately accessible so location is not a factor. In addition, through the use of metadata, the users are not bound to just one or two indexes through which they can locate their documents. Any metadata field can now form the basis of a document search.

With this knowledge the focus of the File Plan moves to defining which metadata should be used when storing a document. Done correctly this metadata can achieve all the requirements of the File Plan and a great deal more.

Need to implement a retention policy? Just define the duration for a set of documents sharing the same metadata and the system takes care of the rest. Adding a new region or department? Simply extend the metadata.

Our clients are certainly excited by the new possibilities offered by an EDM solution and so are we.

Dave Fitzgibbon
Director of Product Management
CUSP Point Software Ltd.