What are “Data Smart Boxes” of CIFKM?

CIFKM is an Enterprise Content Manager that meets all the document management and workflow needs of a company of any type and size. It is configurable and customizable to the desired point.

What are the basics of CIFKM?

Looking back, lets imagine the document management of yesteryear companies when information was captured in paper. Then, the documentation associated to a matter was classified into folders, and these in turn, were placed in one or more filing boxes that were labeled. If the matter required a certain confidentiality, these boxes were kept in cupboards , offices or locked in spaces available only to authorized persons who must intervene in the matter. If the matter was a process (workflow) in which different people were involved, the record or parts thereof passed from one hands to others.

“Data Smart Boxes” provide privacy and functionality

CIFKM reflects the state of the technology applied to a similar base. All the information is distributed in what we call “Data Smart Boxes” that are equivalent to the old filing boxes, but with many more features and functionalities. Thus, a “Data Smart Box” can be thought of as a container of information and documentation (created with templates). These elements are classified and qualified with attributes, with files and folders, and with links to other “Data Smart Boxes”. They have permissions and faculty assignment systems in favor of individuals or groups of users who can access with the possibilities of: 1) sending notifications upon the occurrence of events or their absence (for example, when there is a delay in the matter), and 2) sending internal messages with notes together with their indented responses etc.. They also allow for the recording of the times used by each user and the expenses incurred in different parts of the matter. Finally, they have states or phases of action, and many more features.

All the text contents are indexed, which facilitates their search since it can be combined with multiple parameters (attributes, agents, dates, states, etc …)

The main advantage of “Data Smart Boxes” are that they are created using templates that are designed with a great degree of freedom so that each one may contain the features and components of interest to the purpose for which it is intended. The application has the necessary tools for this design, which anyone can prepare with a little training.

Standard file section of a

Standard file section of a “Smart Box”

In every organization there may be multiple types of templates. Each, designed for a different purpose, is made available only to people who must use it and only to them, for example, those who belong to an area of the company (for the others, the template does not exist).

Thus, simple templates can be designed only to save documentation, to register contacts and information about each of them, to integrate the information and the state of a matter in which several people collaborate, to constitute phases of a process, or to serve as a repository of private documentation for external users (customers, suppliers, etc …)

The templates support scripting code for algorithms and automatic behaviors. For example, depending on the type of matter (which may be the value of an attribute), the “Data Smart Box” may require users to fill in certain documents. One may also determine which people have access to the element and with what authority, and to whom should be send notifications and alerts to act or control.

What do they solve?

While a small organization can function with a single document management system, an organization in which multiple people act with different roles and functions, requires for efficiency, a system that allows for information and documentation to be always available to the people which must or may use it and only to them. It requires this information to be easy to find, to work with and manage. It must also have a system of alerts and automatic notifications to alert of the (non) occurence of certain events, for example, before the deadlines.

An efficient system should facilitate collaboration and sharing of information, the managing of confidentiality and should notify users of the (non) occurence of events. This is what CIFKM offers.

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