Electronic Content Management

• Capture documents from a variety of sources, including:
• Centralized high-speed scanners
• Distributed desktop scanners
• Multi-function printers and fax machines
• Email
• Network directories
• Scanners with associated support can be purchased from a vendor.
• Remote users can scan and index documents and save them in a central location for processing.
• Intelligent document recognition automatically identifies and classifies multiple types of documents: structured, semi-structured, unstructured, single and multi-page. 
  • Manual intervention or separator sheets/barcodes are unnecessary. 
  • Use cases include tax forms, licensing documentation and medical records, among others.
• Customized capture flows automatically route documents to specific users or groups.
• Extract key data from documents using zonal OCR, freeform extraction or manual.
• Perform field-level validations and database lookups to ensure the accuracy of extracted data.
• Export content to content management, ERP, database or other systems for workflow, processing, storage and archiving.

Combining Scan and Electronic Document Management services provides additional capabilities:

• Capture, store, manage, search and retrieve all types of content using a secure online repository.
• Transform physical paper case files into an integrated electronic document management system for managing all case artifacts (paper, electronic and e-mail), people and processes.
• Automate back-office workflows to manage specific tasks and activities or the route a document should take.

• Access using a standard web browser.
• Library services include check-in/check-out, re-visioning and version control.
• Track stages throughout a document’s lifecycle.
• Workflows control how tasks are performed in a specific order or the route a document should take in a process.
• Electronic documents incorporate full text automated indexing and customizable metadata (attributes) to facilitate content searching.
• Create, import, version and protect document templates with different levels of security and encryption.
• Manually or automatically render documents in various formats (e.g., HTML, PDF) for website publishing or document delivery.
• Review and annotate documents in a generic viewer.
• Security capabilities include:
  • N-tier security administration with content and data operating several firewalls away from the internet
  • Document-level 128-bit encryption
  • Audit trails tracking who accesses documents and when
  • Authentication via the statewide NCID service.
• Automatic document publishing to a web server and removal.
• Manual or automated email alerts inform you when work has been assigned to you 
• Receive alerts when a document you're interested in has been modified.
• Logically link versions of the primary document.
• Integrate agency applications to the document database(s) using a standardized set of APIs and tools.

NCDIT User Interface & Portal Service

• Access the service with a standard web browser. Certified browsers include Edge, Firefox, Chrome, Safari and Opera.
• Use Generis’ CARA application to improve document management within the Documentum repository:
  • Streamlined user experience with fewer screens and mouse clicks to perform tasks or see information 
  • Look and feel of Windows Explorer, which greatly improves user adoption
  • Built using Google’s Web Toolkit, a very fast and stable web application
  • Increases performance beyond the accompanying application’s native user interface (in some cases 4-5 times faster for the same action)
  • Passes small fragments of information back and forth between the browser and the application server (rather than entire HTML pages) to speed up processing
  • Operates asynchronously, saving users from waiting for one task to finish before starting another
  • Offers a built-in portal providing reduced functionality for public access or third-party/customer access, including "anonymous" search, viewing and limited user functions (e.g., create/import, edit and delete)
  • Displays up to five default widgets on a panel for immediate access to required information, such as properties, locations, renditions, relations and versions
• Uses Content Management Interoperability Services to let you switch between supported servers without impacting users

• Scanning hardware
• Internet access
• Latest version of Edge, Firefox, Chrome, Safari or Opera

• Agency staff are required to submit a ticket using the NCDIT Service Portal for additional support or information regarding this service. 
• The staff and agency receiving services are also responsible for defining the service requirements.

• The service team should be able to complete a well-defined service request within about a week.
• Procurement and licensing steps required before the delivery of services may extend the timeline.  

• N.C. Division of Employment Security
• N.C. Department of Social Services 
• N.C. Department of Information Technology
• UNC Health

• Submit a ticket using the NCDIT Service Portal or contact the NCDIT Service Desk at 919-754-6000.
• NCDIT provides license assignment, creation of documentation and self-help resources and web access to the ECM server.
• Software Quality Assurance tests services for your ECM application.
• Professional services with certified ECM support staff provide application integration and ECM services.
• Web-based training is provided for WebTop. Other training is available via a qualified vendor RFP.

• Support for the service is available 24/7.
• Support for a non-production environment is available 8 a.m. to 5 p.m. weekdays.

• Sundays: 4 a.m. to noon
• Site-specific and service-specific changes may be coordinated with customers at non-standard times.

• Changes or outages that might have an impact on customers are communicated through the NCDIT Communications Hub and Agency Change Advisory Board. 
• The agency's admin for this service will support communications to the agency users of the service..

• Documentum
• Generic CARA 3.11.6.0
• Content Services 7.3/20.2
• xPlore 1.5/1.6
• Document Transformation Services 7.3/20.2
• Web Services 7.3/20.2

• Captiva
• Content Capture 7.5/16.x

• Apache Tomcat 8.5.3 
• Java jdk1.8.x