Document and Records Management

Docuthèque Entreprise is a combined Document and Records Management Suite (DMS/RMS) designed to help organizations create, modify, annotate, share, approve, distribute, and archive electronic and paper content in order to achieve global information governance and preserve corporate memory. It enables users to manage both work documents and records, whether the latter be current (active), intermediary (semi-active), or historical (inactive).

Docuthèque Enterprise was designed with ease of use in mind and complies with today's most rigorous corporate security, scalability, and speed constraints. It is also driven by the complete array of regulatory and legislative multilingual content management requirements and standards. Docuthèque is the only suite that truly offers an integrated approach to paper and electronic content management. It can be deployed on site or in ASP mode.

Document Management features

Records Management features

  • Unlimited number of retention and disposition schedules (active/semi-active/inactive, primary/secondary, etc.)
  • Unlimited number of classification schemes
  • Unlimited number of buildings, rooms, rows, racks, shelves, physical folders, repositories, collections, classes, cabinets, digital folders, files, etc.
  • Protected objects management, including through the RDDA (Règles de Description Des Archives) and SMQ (Info-Muse de la Société des Musées du Québec) standards
  • Label management
  • Loan management
  • Etc.

General features

  • Web application facilitating remote and multi-site use
  • Content repository that natively support XML, SGML, Unicode, Z39.50, HTTP, and many other industry standards
  • Database that scales to index and query text collections ranging from gigabytes to multi-terabytes
  • Metadata inheritance
  • Multi-layer security and role-driven content access
  • Reporting (BAnQ Rule Form, Keyword Index, Retention Schedule, Classification Scheme, and many more)
  • Unicode/UTF-8 compliance
  • LDAP/Active Directory/SSO compliance
  • Fully documented SOAP Web Service
  • CMIS Web service for mobility (iOS, Android)
  • OpenSearch compliance
  • Operations log
  • Bilingual UIs (English, French)
  • Online help
  • Etc.

Benefits and Applications

Management of archival documents, creation of a documentation centre

  • Classifies both electronic and paper documents
  • Makes it easier to locate paper documents
  • Enforces and conforms to the legal requirements and internal policies for content retention

Performance reporting

  • Identifies, manages, and controls the documentation produced by your organization
  • Offers quick access to all documentation related to internal audits
  • Follows up on the documentation's revision cycle
  • Enforces documents' retention schedules

Customer file management

  • Enables the creation of customer files using paper, digitized, or electronic documents
  • Centralizes the management of your customer files
  • Ensures the confidentiality of personal information

Promotion of administrative, governance, and economic objectives

  • Offers a global and visionary approach to organizational information management
  • Conforms to the requirements of the legal framework for information technology (L.R.Q C-1.1) in Quebec
  • Decreases the impact of the important resource attrition anticipated for upcoming years

All of this while

  • Increasing your organization's efficiency
  • Enabling the creation of remote work groups
  • Decreasing the time wasted and the money spent searching for information
  • Optimizing the archiving, circulation, and reuse of digitized documents
  • Conforming to legal requirements for traceability and preservation
  • Preserving the integrity of documents
  • Improving internal and external customer service
  • Implementing "green" policies to avoid any waste of paper

Specifications

  • Windows XP or later (32 and 64 bit)
  • Internet Explorer 7.x or later
  • SOAP & CMIS compliant and RESTful

Driven by

  • ISO 15489 standard for Records Management
  • MoReq2
  • RFC 1738
  • Avery 5159, 5162 & 5168
  • Personal Information Protection and Electronic Documents Act (2000, c. 5) – PIPED
  • L.R.Q., c. A-2.1 - Act respecting access to documents held by public bodies and the protection of personal information
  • L.R.Q., c A-21.1 - Archives Act
  • L.R.Q. c P-9.002 – Cultural Heritage Act (Protected objects Act)
  • Directive sur la sécurité de l’information gouvernementale (Directive on government information security), April 11, 2006
  • L.R.Q., c. C-1.1 - Act to establish a legal framework for information technology
  • Canada Evidence Act (R.S.C., 1985, c. C-5)
  • RDDA (Règles de Description Des Archives) et SMQ (Info-Muse from Société des Musées du Québec)
  • Cadre de référence gouvernemental en gestion intégrée des documents (CRGGID - Governmental frame of reference on integrated document management)
  • Governmental metadata profiles
  • Bibliothèque et Archives nationales du Québec (Quebec library and archives)