Content Manager 25.1 Content Manager

# Electronic document management

Content Manager is designed to record, store and recall electronic items across your organisation, such as word processing documents and graphical images.

It can also associate these electronic records with other records stored by Content Manager.

For example, you may want to preserve the original word processing file of a policy document and be able to view it when the document's record appears in Content Manager.

To be able to do this, you need to set up your Content Manager environment so that it enables you to store, track and view electronic documents.

Electronic documents

Not all the information that is relevant to your organisation is on pieces of paper. Some of it may be stored on computers.

This information can be described as electronic documents, which includes text files and image files that are stored on computers.

These electronic documents may be the only form of corporate records and need to be preserved and checked in for reference and retrieval:

- Text files - consist of characters, digits, or other symbols appearing in typewritten documents, such as correspondence and reports
- Image files - images of documents that may have existed in hard copy, as well

Content Manager and electronic documents

Electronic documents can be checked in to Content Manager where it becomes an electronic record. Content Manager will assign a unique record number to that record.

When Content Manager registers an electronic document, it puts a copy of the document in the electronic document store. From that point on, Content Manager controls the document.

Content Manager users can then search for, view, extract or open the document using Content Manager or its native application.

Access Control for electronic records

Content Manager administrators set strict Access Controls for all items in Content Manager that define and control on all access levels who can search for, find, access, read, change, save, extract, delete or in fact do anything with any items in Content Manager.

Applying Access Controls to an electronic document works the same as applying Access Control to records and other items.

See Security/Access command.

For more information, see:

- Document Stores
- Methods of checking in electronic documents

Desktop integration

You can integrate Content Manager with Microsoft Office and email applications.

See Content Manager Desktop Add-Ins dialogue box for information on integrating desktop applications.

The Content Manager integration adds Offline Records functionality to the user's desktop applications as well as Offline Records and Content Manager commands to the Windows Send To menu, which enables you to send items to Content Manager or Offline Records.

It also adds the Content Manager tab to the MS Office application's ribbon. See MS Office integrated with Content Manager.

For more information, see:

- Content Manager Desktop
- Content Manager and email

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Electronic document management