4 a closer look at saperion ecm contract records - Saperion AG

Requirements
3 REQUIREMENTS
The following section describes several important requirements for effective management
of contract records. In addition to these fundamentals, there are a number
of other useful functions that can support contract managers in their daily
work. However, we will not discuss these here because they fall outside the
framework of this white paper.
3.1 General requirements
The following requirements facilitate general contract management.
Records functions: Filing plan and graphical file folders
A preconfigured filing plan ensures that the same filing structure is used every time
a new record is created. This helps ensure that documents can always be found in
the expected location. Users retrieve records by navigating through file folders, using
a content-based full text search, or an advanced search function that utilizes
the existing index fields. The record's cover sheet contains pertinent information
shared by all of the documents in the record. Favorites and bookmarks help the user
quickly find records and documents that are currently being processed.
Capturing new documents
Documents received in the regular mail are scanned and captured as an electronic
image. During filing into the appropriate record, documents are enriched with additional
attributes that will subsequently enable search-based retrieval. At the same
time, users who are granted access to the document are identified.
Granular access protection
Unlike paper-based records, electronic records allow you to establish differentiated
access authorizations. For example, paper-based records require physical removal
of sensitive data before viewing by unauthorized persons, but electronic records
enable the legal officer to simply remove read rights for the affected documents to
prevent them from being displayed at all.
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