Multiple Document Management Systems or One Central System?
- Dr. Moria Levy
- Aug 1, 2002
- 2 min read
Until two years ago, the prevailing approach was to use one central system for document management. No longer would each person store their documents in their area, but everyone would share documented knowledge while gaining advanced management capabilities (such as version control and running regular queries). One unified tool.
Over the years, we have encountered an increasing number of application systems that manage documents for specific purposes – from configuration management tools to engineering information management systems, and operational applications that include not only quantitative data but also documents and structured soft information. With the proliferation of systems, a dilemma emerged. No longer were all documents in one place.
The prevailing infrastructure approach that began to develop involved back-end integration – using the central document repository as a shared farm from which all applications would read. This was not simple, as not all systems knew how to "talk" to each other and synchronize with the desired repository. Moreover, the multiplicity of systems and repositories required a change in approach. At this stage, the prevailing solution was to manage documents in various systems and also copy them to the central repository – the document management system. In this way, each dedicated user kept the information in their system, but documents could be retrieved from the central system. This solution again proved impractical due to the growth and proliferation of different systems handling documents.
Recently, alternative solutions have begun to emerge that allow working within each system's database and documents while creating a front-end interface that enables linking to different systems without trying to "uproot" the systems or force one system to conform to another. A shift from back-end integration to front-end integration. The solution is based on two components:
A unified standard of web systems that enables a shared menu in a portal/intranet, allowing hierarchical access to different items from a shared location.
Federated search engines that enable direct shared access. All while maintaining transparency for the user.
The era of deliberations is over; one can benefit from multiple systems. Each system allows users to enjoy the added value for the subject it was designed for, but a simple user can navigate across documents without knowing their current location. Note: For general documents where there is no advantage to using a dedicated management tool, it is recommended to continue using a single system.
Good luck!
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