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DMS Matter-Centric Architecture Update: One Year Later

By David E. Kiefer
January 26, 2007

Modern Document Management Systems (DMS) provide ways of creating structures for organizing content that go beyond old-fashioned 'folders.' 'WorkSpaces' can contain folders (static containers for content) and stored searches (dynamic, predefined ways of finding current content that meets specific search criteria) organized under 'Tabs.' Security and metadata (document-specific profile information) can be assigned to different levels of the structure, and lower levels can be set to 'inherit' higher-level security and metadata values.

In a law firm environment, it is natural, considering the way matters are handled and taking into account important business processes (including new matter opening procedures and records management requirements), that each matter be allocated a WorkSpace ' leading to the 'Matter-Centric' architectural paradigm. Financial services, accounting and other professional services firms may use similar but different paradigms (typically client-specific or task-specific), and generic types of WorkSpaces may be used in any type of business, such as user-specific Personal WorkSpaces, business-to-business Vendor WorkSpaces, help desk or support services Application WorkSpaces, and myriad types of administrative WorkSpaces.

The power of security management within a WorkSpace and the convenience of metadata and security inheritance make it easier for users to store new content or move existing content into appropriate containers with a minimum of additional data entry.

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