Enterprise Content Management for the Digital Age

Cloud-Based Digital Platform for Managing Enterprise Content

Based on our Digital Acceleration Platform (XDP), ECM-XD enables collaboration with all stakeholders and derives in-sights 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, Images in a Single Digital environment.

ECM-XD helps businesses simplify collaboration, create content, and transmit and assure compliance across all parts of the business processes. ECM XD's built-in regulatory controls enables holistic management of compliance.

Content Ecosystem Mangement

Content Services Management

Value Chain Connectivity

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 document filing views, auto-filling of documents and search capabilities ensure that documents can be controlled in accordance with the organization’s compliance objectives.

Rich Media Assets

With XD-ECM 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 are indexed for easy search and retrieval

ECM-XD seamlessly uploads, processes and distributes content assets in accordance with prescribed rules.

Document Uptake

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 rules 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Works with the life cycle compliance management to ensuring content is published and withdrawn at the appropriate time.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  streamline business processes.

Collaboration

External and internal stakeholders can connect, communicate and have transparency to 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.

Key Features:

ECM XD Benefits

Link critical business data to key controlled documents

  • Seamless integration allows users to access key documents such as SOPs, Material Safety Data Sheets (SDS or formerly MSDS) documents, procedures, process reports, contracts, insurance certificates, and all other documents important to your enterprise.

Improve Access, Accuracy, and Velocity of Information Flow

  • Embedded notifications, workload management and dashboard results provide visibility to key activities, indicators and risks for resolution. Eliminates all manual steps in the life cycle of a document, including change management

Lower Total Cost of
Ownership

  • Documents can be searched in one common area and can be also be found in related records. Favorites and dashboard lists assist in finding key documents quickly

Increased Worker Productivity & Improved Enterprise Collaboration

  • Collaborative tools and role-specific dashboards allow users to perform their key tasks quickly with appropriate inputs from others

Enhances accuracy
and compliance

  • Reduces the number of errors as a result of using the wrong version of a document, increases traceability and accountability, accelerates the verification, approval and distribution of documents, keeps documents in a secure vault

ECM XD Modules & Components

Document Management System

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.

  • Electronic Content Management for version control, security, centralized search and history
  • Multiple views (structures) of the files in the ECM structure.
  • Document Types for classification of document metadata.
  • PDF rendering with stamping schema
  • Upload documents
  • Document training records
  • Powerful, securable dashboards with lists, charts and favorites workflows for the periodic review, review, approval, publishing and expiry of documents.

Document Change Control

ECM provides a configurable document change control process from request through each phase of the document life-cycle through publishing.

Document Metadata

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.

Document Files and Taxonomy – Folder Structure

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 structure. Document workflows and integrated Training workflows

Allows hierarchical folder structure to file documents but is not required for organizations who do not use folder approach.

Document Types

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.

PDF Importer and Annotation Services Module

The annotation Module allows PDF documents to be scanned and annotated along with the collection of relevant metadata. These documents can be distributed in combination with e-mails.

Contract/Template Compliance – Predictive Compliance

Xybion Predictive compliance modules provide the capability for the uploading of documents and routing them through a process to compare their content and structure in accordance with approved company business rules and templates. This powerful capability can identify deviations from approved templates automatically and analyse certain data to determine productivity.

Integration and Indexing with 3rd party sources

The indexing module allows the company to upload documents from external sources, index and process them in accordance with a set of rules and run them through a workflow process and pass data back to the third-party source.

Competency Management

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.

  • Training Activities – create tasks to take /complete training.
  • Training Records – One place to view all training acquired by person.
  • Job Role/Training Matrix – required training automatically assigned once user added to role.
  • Skills – skills acquired by training.
  • Courses – courses given in order to acquire training

External Systems Integration

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 scheduled and real-time.

Integrate With:

  • HR systems
  • ERP systems
  • External fields  – link to third party databases to pull information
  • System tasks – pull/push data from/to external databases.
  • API Launch – pull data from external database based on a trigger and start a process/filling the form.
  • Synchro – import data from external databases on a schedule.

Tools & Components

PDF Converter

Add-on tool for rendering documents. Includes capabilities for watermarking, headers/footers, signature pages.

System Records

Report Mapping supports the capability to drop in report templates in Word and excel with mapping to the fields in order to generate reports in other modules.

Integration Framework

Active Directory, E-mail and website integration. Both push and pull allowed the targeted master system to retain control over its data.

Federated Records Management

Xybion’s Federated Records Management (FRM) solutions provides powerful records management and federation capabilities for companies and helps you better manage the massive amounts of content in your infrastructure. FRM will connect your legacy ECM systems with today’s leading content repositories.

  • Cost of storage is decreasing while the cost of protecting and maintaining records integrity is increasing
  • Data must be maintained and archived for longer periods of time
  • Amount of user/employee-generated data is exploding at an alarming rate
  • Most companies manage data repositories in an ad-hoc manner

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:

Federated search and retrieval

Conduct a single federated search across multiple disparate repositories.

Uniform policy management

Apply key records management policies such as records disposition and hold consistently across all record & content management systems.

Comprehensive records management

Manage file plans, retention schedules and records disposition across multiple repositories.

Leverage native content repositories

Leverage existing records and content stores by leaving content in its native repository and create aliases of each record.

Manage Training Activities

ECM-XD’s training module enables to build training activity workflows, OTJ workflows and competency related workloads in order to track acquired training by individual or as a group. It enables role based training and reports gaps as well. It also enables administration of tests and quizzes. Following screen shots are examples of these capabilities already available Out-of-the-box.

Manage Training Processes

  • Skill Management by individual and by group
  • Identification and monitoring of training needs
  • Process requests, approvals and registrations

Built In Regulatory Controls

Embedded PDF rendering and annotation capabilities

File Format Neutral

Constraints can be set to restrict upload of potentially harmful file types, but the system otherwise is file format neutral

Configurable Document Folder Structure

Powerful, Integrated Document Workflow Capability

Out of the box document workflows for periodic review, collaborative review, approval, publishing, training and expiry.

Advanced Search and Retrieval Capability

Comprehensive Library Services (Version Control)

The standard check-in/check-out feature provides controlled secure access and flexible revision capabilities, history showing document revision history and document workflow information.

Document Import & Export

Regulatory Compliance

Supports electronic signatures, records archival, and reporting.

Comprehensive Reporting

Auto generation of formatted reports with ingested system data that can be edited onscreen or sent to other formats such as Word or PDF for utilization.

Seamless Integration With Desktop Productivity Applications

Configurable e-mail notifications sent to MS Outlook or other MAPI compliant email system and tasks to alert affected users of periodic reviews, document tasks, and changes in the document status.

Collaborative Document Lifecycle Process

Multiple reviewers can collaborate with comments and document markups

User Management, Roles and Security

Configurable Dashboards

Document Taxonomy

Audit Trail & Administrative Controls

Admins have full control over the audit trail.

Predictive Compliance Capabilities

Automated review and predictive compliance of documents vs templates.

Enterprise Content & Data Migration

An essential element of an effective enterprise content management strategy is the ability to consolidate, migrate, and deliver enterprise content in a secure manner. 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 reposito

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