FileNet Content Services Features

Network-wide Search and Retrieval

FileNet Content Services (CS) systems allow documents to be identified using plain language titles and property names, not cumbersome file names. End users can search for documents based on their properties and/or their content. Regardless of the user's location or the file's location, complex path commands with coded document names are never required. Documents are checked out of and checked in to the FileNet CS system for updates and revisions. One simple end user command transparently saves, tracks, and archives any document.

Logical, Not Physical, Storage Pointers

Unlike conventional document management packages that rely on physical file locations, a FileNet CS system does not require users to have any knowledge of where documents are actually stored. In fact, users are shielded from that knowledge, providing an added layer of security for the documents and the network. Document management systems that use physical pointers require constant supervision and cumbersome revision as networks grow and change.Moving files, adding users adding or changing directories means updating every single workstation individually. With a FileNet CS system, such system changes can be handled centrally by the network administrator.

Object-Oriented Approach

A FileNet CS system encapsulates all types of files and objects. Each object is described by properties such as description, security, and administration. Actions are performed against objects using these properties as variables. In this way, an ordinary file becomes an “intelligent” document because, regardless of how or where it is used, the document retains its properties and always knows who is authorized to view it or make edits, where it is to be stored on the network, and how it is to be administered and archived.

Version Control

When a user opens a document for editing, it is designated as checked out. The user is always provided a copy of the particular version of the document, and the original copy of that version remains protected. Other users who try to access a document version that is checked out are notified that it is checked out and by whom. While the document is checked out and being modified, users can view the latest checked-in version of the document. When the user is finished working with a checked out version, he or she can check it in. The FileNet CS system retains the old version and automatically saves the checked in document as a new version. Once checked in, the old and new versions of the document become available for check out to other users. When users access the document, they are free to check out the most current version or go back to older versions as needed.

Multilevel Security

An access control list is created for each document added to a FileNet CS system. This access control is part of the document's properties and is independent of the document's location on the network. In this way, authorized users have access to the information they need, no matter where they or the documents are physically located. Yet all stored documents are well protected, because only the documents that each user is authorized to see will be displayed as the result of a search.

A FileNet CS system controls who can create new versions of any given document, regardless of data type, application used, or storage location. Security levels determine access rights such as Owner, Author, Viewer, or None. The only access to documents is through the FileNet CS system. File names are encrypted and users are prevented from bypassing the FileNet CS system to access files via the network operating system. CS administrators should not share the directories where FileNet file are located.

ECM Administration Tools

FileNet CS systems include a Windows® based administrative tool. ECM administration tasks such as adding new servers, designating new storage locations, or adding new users and groups can be performed at any time, no matter how many users are online. In addition, a web browser-based version of the administrative tool that includes a subset of the windows-based administration tool is available for administrators who want mobile access to library system properties and the ability to start/stop CS servers remotely.

Flexible Open Technology

CS is designed to work with virtually every combination of user interface, application, and  hardware/software. Creation and maintenance of general office documents (including enterprise, departmental, workgroup, and personal documents), legal document management, email, as well as document imaging may all be handled through a common repository. This means that no matter how many platforms or environments are used across the network, all enterprise applications are interoperable. Additionally, any enterprise can take advantage of FileNet IDM Desktop (and, if necessary, CS API programming functions) to build custom enterprise applications as future needs emerge.

Load Balancing and Scalability of Distributed Services

No matter how an organization's workload grows and changes across departments or divisions, the  FileNet CS system's queue management and load balancing features ensure a consistent working environment for end users.