OpenText Content Manager

Security and Access Control

Securing of electronic documents from unauthorized access and the ability to assign access to specific users or user groups.

Version Control

Tracking of document versions with each iteration of document changes.

Indexing and Classification

Where the DMS will search the contents of all documents, index search results and organize them based on the organization’s taxonomy

Document Sharing

Document sharing is the ability to share a document with those who have not been granted explicit access

Check Out Check in

Similar to checking out or signing out a book from the library, this option enables a similar function for designated documents.

Access Tracking

The tracking of document access, including who had opened it or downloaded it. 

Publication Workflow

Workflow capability that routes documents across defined roles in the publication process, either for review, editing, publication, etc.

Searchability

DMSes generally allow for the ability to conduct searches on document content.

Document Hosting

Centralized hosting of electronic documents, allowing the ability for contributors to upload to a secure area.

Editor Functions

Features to allow designated editors to have the ability to review a document, make notes, corrections, and insert markups for re-editing by the author(s).

Ease of Customization

Don't get bogged down in a difficult customization; use this data to make sure you can easily achieve the functionality you need for your particular situation.

Ease of IT Administration

This data indicates whether IT personnel will be able to resolve issues and perform configurations efficiently and effectively.

Business Value Created

Software needs to create value for employees, customers, partners, and, ultimately, shareholders. This data expresses user satisfaction - or lack thereof - with the product's business value.

Ease of Data Integration

Use this data to determine whether the product will cause headaches or make data integration easy.

Usability and Intuitiveness

End user learning curves cost the organization money. Pay attention to your end users' technical ability to determine how important UX is in your purchase.

Availability and Quality of Training

Effective and readily available training enables users to get the most out of the software you've chosen. Use this section to make sure your vendor's training programs and materials measure up.

Quality of Features

Feature quality is just as important as quantity. Use this data to determine if this product will do what you're purchasing it to do, easily, intuitively, reliably, and effectively.

Product Strategy and Rate of Improvement

Vendors who don't stay on top of emerging needs and trends won't enable you to meet your business goals. Use this data to separate innovators from imposters.

Ease of Implementation

Successfully implementing new software is necessary to realize its full value and promote end user adoption. This data indicates whether or not the product is easy to implement.

Breadth of Features

Users prefer feature rich software that enables them to perform diverse series of tasks. This data expresses user satisfaction with the product's breadth of features.

Vendor Support

The importance of vendor support will vary for each organization depending on internal capabilities, but there will always be issues that only the vendor can resolve.