Categorisation
The ideal world for all users of EDRM and Enterprise Content Management systems would be that they could set up their classification scheme and folders with controlled subject term values and then as they scan in incoming documents or save newly created electronic documents the software would analyse the content and simply categorise or classify the content automatically – filing it away in the relevant folder.
For this to happen you have to firstly use recognition software to capture the text of scanned document images and that, as we have seen, is not one hundred percent accurate. You then need to provide a set of rules which the software can use to categorise the content.
So at present it is not a case of making it a mandatory requirement that the solution can automatically categorise all documents. However, it is well worth asking the suppliers what categorisation facilities they can support. As part of stage one it is well worth reviewing the offerings of the main document capture subsystem suppliers in this area.
Declaration as a record
Finally, for an EDRM solution, for all the various content input facilities described above we want the facility to either declare the content/document to be a record at the same time as it is captured or at some subsequent stage in its life.
The TNA core requirement (A.2) Record capture, declaration and management covers these requirements in detail and should be referenced in your SOR.
