Information Technology

IBM DB2 Content Manager

“Lunch N Learn”

03/14/2007

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What is Content Manager ?

IBM DB2 Content Manager is a software solution that provides a foundation for managing, accessing, and integrating critical business information on demand.

Integration of Business Content: – Scanned Images– Documents– Faxes– Other Unstructured Content

Automation of Business Processes:– Integrated Workflow– Electronic Folder/Document Routing

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Content Manager and the Registrar OfficePilot Project (Phase I): Started April 2006

Approximately 7000 Paper Transcripts stored in filing cabinets that are kept in a Marist warehouse

Problem:– A transcript request may take many days to locate– Copies of the paper transcript must be made– Old transcripts then re-filed into filing cabinet– The warehouse is damp, dusty, and may cause degradation

of the transcripts Solution:

– Scan the transcripts, digitized format stored in Content Manager

– Install the Content Manager Client software on all desktop computers in Registrar

Current Status:– About 6900 transcripts now reside in Content Manager– A request for a transcript will now take a few minutes to

search, view, and print in Registrar

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Scan and Store Definition TemplateCustomer Requirements Identify documents to be scanned

– Size– Paper type– White or colored paper– Can multiple documents be scanned or one sheet at a time

Identify number of documents for each scan– Sequence of scan if multiple pages

Identify data required to categorize scanned item (metadata)– Examples

• Name• Date item was scanned• Type of document• Version

Identify if data can be updated Identify hierarchy of data if required Identify authority required for scans, printing, viewing Identify types of reports required Identify backup, archive requirements Identify any legal requirements Identify when data can be deleted

– Automatic or manual deletion

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Integrated Workflow If you have a defined process, a workflow can be set up to route the documents…

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Integrated Workflow (continued)… The use of workflow is a means to route information, documents, memos in a timely manner to

users or groups of users within a department, or the organization.

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Questions / Answers…

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In case you missed it…

MARIST WINS!