Lifecycle management in enterprise content management (ECM) refers to the process of managing the complete lifecycle of a document, from creation to execution to its eventual retirement. OttoFiles unique naming convention using Anchors™, which defines the document name, versions, and approval codes. It also tracks documents uploaded or updated, ensuring transparency on contributors and timelines.
Effective document lifestyle management is crucial for ensuring proper handling and maintenance of documents throughout their entire life span; it mitigates the risks of data loss, mismanagement, and compliance issues. By adopting a robust lifecycle management system like OttoFiles, organizations can maintain well-organized, secure, and accessible documents, all while minimizing the chances of data loss and compliance breaches.
How does it work?
The process involves several stages, including:
- Creation: This phase involves the creation of new documents with the relevant Anchors™ that will define the OttoFiles document name for searchability and tracking. Additionally, users can upload placeholder files that will facilitate easy uploading without the hassle of naming documents. This feature is valuable for projects requiring a predetermined set of content, aiding in monitoring project progress.
- Review and Approval: Here, relevant stakeholders review and approve documents, and changes or modifications may be made as needed. OttoFiles Approval Codes are fully customizable and easy to deploy.
- Version Control: Any changes to a document result in a new version being stacked atop the previous one. This system ensures all versions remain accessible, forming an audit trail for tracking document updates, approval code changes, or new version uploads. Version control helps to track and manage those changes over time. OttoFiles offers a comprehensive view of the document's history, versions, and transmittals for user convenience.
*see the example below - Publication and Distribution: Once a document has been reviewed and approved, it's ready for publication and distribution to the appropriate stakeholders. OttoFiles transmittals feature simplifies document distribution, generating a transmittal page for tracking in the main repository (bin). Leveraging OttoFiles transmittals guarantees accurate distribution tracking and ensures that the most current documents reach the right recipients.
- Retention or Destruction: After a document is no longer needed, it will be retained in OttoFiles for historical and auditing purposes. Alternatively, they may be archived or deleted in adherence to established policies and regulations.
OttoFiles one-stop lifecycle overview
The graphic below illustrates the key components within the OttoFiles lifecycle overview, including:
- Document Details: This section contains the document title and Anchors™, which form part of the OttoFiles document name, composed of distinct Anchors™.
- Previous Revisions: An organized index showcasing all versions of the document in chronological order. Each version is accessible for download, and specific ones can be deleted if needed.
- Transmittals: A detailed history of the transmitters related to a specific document. Users have the option to download the transmittal cover page, revealing recipients, additional contents, and a brief description of the transmittal.
- Events: A comprehensive log of interactions with the document. This section provides timestamped details of actions taken, such as downloads, uploads, revisions, and transmittals, offering a clear overview of the document's lifecycle.
Want to learn more?
With OttoFiles, you have access to a powerful content management solution that is not only simple to implement but also highly versatile. Discover how this innovative technology can elevate the success of your business or project to new heights. Learn more at www.ottomate.carbonai.ca or contact us at [email protected].