Discover how to retrieve information
from your document database
from your document database
Our information management system
Why our Information management system is not another DMS
Do you remember the last time you tried to retrieve a document on your own computer while you had forgotten its filename?
For me, it brings back frustrating memories, when you know this document is somewhere, probably right under your nose, and you can't find it because you just don’t remember its filename.
This could be just a matter of frustration for individuals but can turn into a real concern for a company.
Our world has changed. We now live in a world generating an enormous amount of data and documents. Every day, your company produces more documents, reports, technical notes than ever before, and they are critical to both strategy and everyday operations.
The Company’s first mission is to manage these documents efficiently; to be sure they are safely identified, stored and protected, which is what Document Management Systems (DMS) usually do very well. But the employees’ first concern is not to find documents, but to find the information contained in these documents, because they need it for their tasks.
And what happens when they cannot find this information or don’t even know it exists somewhere? They waste time searching, or worse, waste money running duplicate studies because nobody can retrieve, or even knows there’s already a report on the same problem. As a result, companies, in average, lose $20,000/Yr USD per information worker.*
How do current Document Management Systems (DMS) struggle with this problem? They have tried to allow access to more information, for example in creating additional metadata fields, adding more keywords… but this is always a time-consuming operation, not fully appreciated by employees, hence they are not completely fulfilled. Besides, doesn’t it look like trying to improve the candle and hoping to discover the electric bulb?
I am a scientist and engineer, and therefore a heavy consumer of technical information. I use to produce papers, reports, notes... Of course, I don’t create as many documents as a Company, but, when I’m looking for information in my files, I’m not looking for the documents themselves, but for what is within the documents, their actual content. And like anyone else, I often have problems getting access to this content.
Therefore, we haven't created another DMS, but instead a true IMS (Information Management System) that first processes all stored documents to identify their useful content: what are the most frequent words? (Or words with the same meaning), are they connected in the document? Because we focus on the document content, on the information, we don’t need keywords, metadata, which saves plenty of time for your employees. Moreover, our fully graphic query interface allows you to explore your document database via parameters that use only the document content, in a completely intuitive way, closer to the way you think than any complex multi-fields Boolean-based query interface:
Are you looking for reports on a specific topic? Our system finds all documents containing related words by exploring the most frequent words (or words with the similar meaning) used and their relative proximity in the text. So, your query doesn’t explore only the document content, but also the context and its structure.
In addition, our unique content graphic map, the actual “Photo ID” of the document, allows you to check in a second if the result you found might be the document you were looking for, or if there’s a report already dealing with the study you think you should launch.
Times are changing and document management systems are excellent in doing what they do; managing documents. But if you want to access the information your company produces, it’s time to use a system really designed for our times of massive document production.
So, contact us with the contact form below and we will tell you how we can help you manage the information you produce, not only the documents you create.
Eric Prouzet, PhD - CEO iMi Inc.
*M.Webster, IDC Report Sept 2012