Electronic Content and Document Management with XML

Nowadays the administration at the business companies and also at the public administration are still based on paper documents. The computerized business routine generate exponentially more paper. It has been estimated that organizations double the amount of paper they are filing every 10 years, with each worker generating an estimated 45 – 15,000 sheets of paper per day. Even though the electronical document management solve several problems although propose some new questions also. Paper documents are hard to find, as the document you may need may be misfiled, in use by another employee, or lost. It also costs a significant amount of money to file and maintain all of this paper. An average 4-drawer file cabinet can hold approximately 15,000 sheets of paper. It costs almost $10,000 to fill a 4-drawer file cabinet, and it can cost another $26,000 in retrieval labor per year for maintenance of paper files. Studies have shown that the average document in an organization is photocopied 19 times, with 25% of the filing time for that document being spent in walking to and from the photocopier. Electronic Document Management Systems (EDMS) are used to capture, manage, store, retrieve, preserve archive and deliver documents and records content in various forms across an enterprise usually integrated with the groupware system, supplemented with security, permission and other administration processes. Considering it’s functionality and complexity there are a lot of Electronic Document Management Systems, from the simple central stroded document system until to the Web based content-, and project management systems integrated into the ERP and Worklfow system. The fast, secure storage and management in large quantity is expected of the system. Ensure the document management system to the shared, collective access with comprehensive search possibility. To reach a real benefint the document management system should be joinable to the employee’s daily tasks without special changing on the working processes. One simple soultion if the EDMS is builded into all the document management applications for example into the Word processor, and to the communication softwares. The document production also takes a lot of times although one part of the work processes are sablonizable and the produced content storable or to be found at the corporate databases. Effortless solution to automatize theese processes to generate the documents from the stored coprorate data with templates and minimal human intervention. It works a lot of times only with bills and accounts, or with marketing letters. Such types of documents are easily produceable with the Microsoft Word’s mail merge function. The data source could be a text file, an Excel document or the corporate database itself also. The technology and also the XML structured data storage are exists. As is to be expected the DMS is integrated into the groupware systems and takes the collective document management and the retrieving into the center. The XML based storage can support both.