Load Content into ECM Systems
- January 22, 2009
Loading high volumes of documents into ECM systems can be used to meet business objectives. Electronic access to documents allows organizations to streamline operations, simplify regulatory compliance, improve customer retention with flexible, efficient self-service channels, and provide secure online report distribution.
During loading, any data in the documents can be extracted to build indexes, create metadata and for other business purposes. During the load, documents can be transformed to all popular formats or stored in their original format. Choose the storage format to meet your regulatory and other business requirements; for example 100% fidelity, rapid retrieval and 1:1 customer correspondence.
Loading documents into ECM systems can be done without changing how organizations create high volume documents such as financial reports, statements, policies, invoices, bills, claims documents and trade confirmations.
Load High Volume documents and images into IBM FileNet P8
The Xenos Loader™ for IBM FileNet P8 Platform (FileNet P8) automates the import of high volumes of print stream documents, images and their associated metadata seamlessly into FileNet P8. This high performance solution logically breaks up stacked files into individual document objects, transforms formats as required and extracts additional indexing information directly from the content during processing.
A 100% Java application, the Xenos Loader for IBM FileNet P8 complements enterprise architectures by providing an automated gateway between your organization’s business-critical content and FileNet P8.
Support exists for AFP, Metacode, PS, PCL, ASCII and EBCDIC Line Data, XML, TIFF, PNG, PDF and PDF/A, workstation documents, rich media file types and structured data formats.
What are High Volume Documents?
Some of the most highly sought-after content in your organization includes high volume customer-facing documents and images such as statements, invoices, policies, bills, check images and correspondence letters. These types of documents are typically produced in batches where tens of thousands of documents are combined (stacked) into a single file, sent to production printers and mailed to customers. Sometimes this content is referred to as High Volume Transactional Output (HVTO). Other types of high volume documents include large internal operational or management information reports, often referred to as Green Bar orlLine data reports. Examples of these documents include inventory positions, corporate financial reports or sales transactions reports.
Why Load High Volume Content into FileNet P8?
Originally destined for production print and mail, organizations now want this high volume content available electronically to improve internal operations and support compliance and eDiscovery initiatives. This promotes a better customer experience by providing content online through customer self-service channels. It also reduces the physical costs associated with hard-copy print and delivery.
One increasingly frequent requirement for loading high volume content into FileNet P8 is to consolidate ERM (Enterprise Report Management) and ECM archives. ERM/ECM consolidation maximizes return on investment, reduces the operational and licensing expenditure associated with owning multiple ERM/ECM solutions, and improves information accessibility and handling across the enterprise.
- Protect and extend your FileNet P8 ECM investment
- Reduce the operational expenses of owning and operating multiple content repositories
- Provide pervasive information access throughout your organization
So why do I need the Xenos Loader for IBM FileNet P8?
FileNet P8 is a market-leading contemporary ECM solution. It seamlessly allows users to manually upload individual document or file objects, index them, initiate a workflow and store them logically within a folder structure for future search and retrieval.
However FileNet P8 does not natively handle high volume print stream, line data or “stacked” image content. It treats documents as individual objects and associates properties (metadata/indexes) to each individual document for search and retrieval purposes.
To automate the load of high volume content into IBM FileNet P8, the following challenges must be addressed:
- Separate print streams, line data or “stacked” image files into individual document objects
- Transform content into appropriate business formats such as PDF, PDF/A, TIFF or PNG as required by the business
- Associate existing document metadata and/or extract additional metadata from the content itself
- Handle the nuances of printed copy to produce an exact electronic document replica
- Integrate with upstream business applications to automate content capture and load
- Provide rollback and audit trails to ensure accuracy and compliance
The Xenos Loader for IBM FileNet P8 addresses all of of the challenges associated with high-volume document handling. It provides a central, highly configurable, adaptable and scalable interface between your mission-critical corporate output and your IBM FileNet P8 ECM solution.
This solution enables your organization to automatically load high volume content directly into FileNet P8, together with the associated document properties (indexes and metadata).
Although the Xenos Loader for IBM FileNet P8 is uniquely differentiated by its ability to handle high-volume print and image formats, it also handles all other formats including, but not limited to, Microsoft Workstation documents, rich media file types, and structured data formats such as XML and CSV.
Key capabilities include:
- Automate load of high volume documents, images and their associated indexes/metadata into defined P8 document classes and properties
- Support for multiple document, image and data input formats
- Transform print stream formats into easily viewable formats such as PDF or TIFF with 100% fidelity
- Logical break up of large stacked files into individual document objects
- Extract additional indexes/metadata directly from document content during load operation
- A 100% Java application that supports multiple platform installation
- A large variety of capture/interation interfaces available including File Watch, FTP, SMTP, JMS Queue, Web Service, and Virtual Print Spooler
- Adds document overlays, PDF hyperlinks and external images within document content prior to load
- Supports PDF or PDF/A for regulatory compliance
- Transforms and repurposes structured data formats such as XML, CSV and others
- Integrates and merges content from multiple input streams into a single document object prior to load, based on business logic extracted from within the content and/or from predefined business rules
- Ability to add document overlays, PDF hyperlinks, and external images within document content prior to load
- Full Audit, Rollback, and Alerting Functions
- Reduce file storage (see Xenos Document Storage Reduction for ECM Data Sheet)
- Integrate with Xenos Enterprise Server (see Xenos Enterprise Server Data Sheet)
