Based on our Digital Acceleration Platform (XDP), ECM XD enables collaboration with all stakeholders and derives insights and intelligence from digital documents and metadata. ECM XD provides a single, out-of-the-box, yet highly configurable solution to holistically manage all of your contents, documents, and images in a single digital environment.
Manage your entire digital ecosystem by capturing structured and unstructured content, documents, and images.
Document Assets
The embedded content management system provides document versioning, history, security, multiple documents filing views, auto-filling of documents, and search capabilities to ensure that documents can be controlled following the organization’s compliance objectives.
Rich Media Assets
With ECM XD’s rich media assets, such as pictures and video can be stored, managed, and retrieved easily. Images can be embedded within the business process forms and uploaded with the records.
Metatags and Indexing
Structured and unstructured content with metatags can be stored and the information is indexed for easy search and retrieval.
ECM XD seamlessly uploads, processes, and distributes content assets under prescribed rules.
ECM XD allows automated uploading of documents into the repository via Secure File Transfer Protocols, Scanning, and e-mail drop. Each document can be index with meta-tags and filed in the repository under the correct file structure and with the appropriate tags and security.
Scanning and Image Management
Scanned documents and images are digitized, annotated, and embedded in the rule-based workflows, tagged, and filed in defined file structures.
Publishing and Expiring of Documents
Works with the life cycle compliance management to ensuring content is published and withdrawn at the appropriate time.
ECM XD’s integration framework connects stakeholders in a secure environment and streamlines business processes.
Collaboration
External and internal stakeholders can connect and communicate with full transparency of critical information. The granular security and dashboard configurability promote a role-based user experience while ensuring privacy and data protection.
Offline Workplace
The Digital Workplace also provides the Offline Workplace so users can work in a variety of offline scenarios and synch the data with the system at a later time.
Unified Operational Integration
With the integration framework and associated tools, the Digital Workplace Solution is seamlessly extensible to enterprise systems and applications.
The ECM XD is a secure web-based system that offers out-of-the-box compliance without customization. ECM XD provides full versioning, a flexible folder/file structure; workflow-based collaborative document review, approvals, and distributions; full-text searches and notifications. It allows drag and drop and with the integration with the workflow engine, the user can drop a file into a field on a workflow and it can be auto-filed in the folder structure.
ECM XD provides a configurable document change control process from request through each phase of the document life-cycle through publishing.
The document properties include out-of-the-box metadata that can be configured to provide additional customer-specific fields. The documents can be linked to their relevant locations and other impacted documents.
The intelligent tagging of content metadata to allow auto-filing in the content structure along with full-text searches and smart views allows customers to find documents rapidly.
Multiple views (structures) of the files in the ECM XD structure. Document workflows and integrated Training workflows
Allows hierarchical folder structure to file documents but is not required for organizations who do not use the folder approach.
The system provides a document types module which allows users to set document metadata, numbering, and participant information at a higher level.
This enhances ease of maintenance for changing document behavior over a set of documents.
Xybion Predictive compliance modules provide the capability for the uploading of documents and routing them through a process to compare their content and structure per approved company business rules and templates. This powerful capability can identify deviations from approved templates automatically and analyze certain data to determine productivity.
The indexing module allows the company to upload documents from external sources, index and process them following a set of rules and run them through a workflow process and pass data back to the third-party source.
The skill/competency and training record management solution is a web-based solution that allows organizations to comply with current training regulations by identifying all the required skills and needed training per each job role. Manage, track, and report against online training, offline training, classroom training sessions, and all other training activities. Provides online examinations and extensive management reporting for easy assessment of an individual’s performance and the evaluation of overall training effectiveness.
The core platform comes with features that promote integration with external systems thereby leveraging the company’s IT investments. These powerful time-saving capabilities can be enabled with assistance from Xybion’s experienced professional services team. Active Directory Integration, E-mail integration, website integration, and external system and database integration. Both push and pull from the external sources have been done, on a synchronized schedule and in real-time.
Add-on tool for rendering documents. Includes capabilities for watermarking, headers/footers, signature pages.
Report Mapping supports the capability to drop in report templates in Word and excel with mapping to the fields to generate reports in other modules.
Active Directory, E-mail, and website integration. Both push and pull allowed the targeted master system to retain control over its data.
Xybion’s Federated Records Management (FRM) solutions provide powerful records management and federation capabilities for companies and help you better manage the massive amounts of content in your infrastructure. FRM will connect your legacy ECM systems with today’s leading content repositories.
Xybion Federated Records Management alleviates many of these critical issues by providing a true Federated solution for managing “in-place” data and content repositories. Using a market-leading data management solution, combined with industry best practices and experienced professional services, Xybion’s FRM is the right solution when terabytes of critical content are on the line. FRM provides the following key functions:
Conduct a single federated search across multiple disparate repositories.
Apply key records management policies such as records disposition and hold consistently across all record & content management systems.
Manage file plans, retention schedules, and record disposition across multiple repositories.
Leverage existing records and content stores by leaving the content in its native repository and create aliases of each record.
ECM XD’s training module enables to build of training activity workflows, OTJ workflows, and competency-related workloads to track acquired training by an individual or as a group. It enables role-based training and reports gaps as well. It also enables the administration of tests and quizzes. Following screenshots are examples of these capabilities already available Out-of-the-box.
Constraints can be set to restrict upload of potentially harmful file types, but the system otherwise is file format neutral
Out-of-the-box document workflows for periodic review, collaborative review, approval, publishing, training, and expiry.
The standard check-in/check-out feature provides controlled secure access and flexible revision capabilities, history showing document revision history, and document workflow information.
Supports electronic signatures, records archival, and reporting.
Auto-generation of formatted reports with ingested system data that can be edited on screen or sent to other formats such as Word or PDF for utilization.
Configurable e-mail notifications sent to MS Outlook or other MAPI compliant email systems and tasks to alert affected users of periodic reviews, document tasks, and changes in the document status.
Multiple reviewers can collaborate with comments and document markups.
Admins have full control over the audit trail.
Automated review and predictive compliance of documents vs templates.
An essential element of an effective enterprise content management strategy is the ability to consolidate, migrate, and securely deliver enterprise content. ECM XD manages all aspects of your content management strategy including content security, metadata, and enterprise collaboration. Built-in capabilities allow organizations to connect existing enterprise repositories, federate content, integrate systems, replicate critical data and migrate legacy repositories.
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Princeton, New Jersey 08540
Receive documents in multiple formats, including paper, e-fax, SFTP and email attachments. Drop the documents into a shared drive and digitize through an automated OCR process. Keep detailed history of all changes.
Associated documents, records, tasks or workflows. Assign to a user or user group. Monitor status of individual tasks on a searchable monitoring panel
Dual ID & Password: Non-Biometric e-Signatures: Time out Security Expiration. Enforce the uniqueness of each user ID and password combination for authentication. Use of e-signatures comprised of a secure user ID/password combination.
Allow users to configure private tags on documents to find them more rapidly.
Linked to email. Document tasks are sent to a centralized workload engine and notification of status and other events are distributed to user’s email to facilitate timely completion of critical document activities.
All electronic records include full signature manifestation with printed name of singer, time/date stamps and meaning of signature.
Allow users to embed internal document hyperlinks to support key regulatory processes requiring internal document links.
Confirms to ISO 9001:2008 Quality Management System – requirements. Software enforces procedures for record identification, storage, protection, retrieval, retention time, and disposition (disposal).
Smart tags allow bulk changes across multiple documents. Metadata tags allow bulk import and export.
Automates review and predictive compliance of submitted documents versus established company templates.
Enables multiple reviewers to collaborate with comments and document markups
