Intelligent Documentation Management System

Neural Business Component:

Intelligent Documentation Management System

The Intelligent Documentation Management System (IDMS) is a document management tool that facilitates historical tracking of a document's life cycle. An individual who is placed in charge of maintaining a number-of documents (not necessarily the author of the documents) may use the system to store the current versions, baseline new versions, and establish document dependencies on one another. In addition to the normal documentation management features, the system serves as a collaborative tool to share documents and information among any number of users through a user-friendly web interface. Most significantly, the review process a document may need to undergo before becoming baselined is facilitated and maintained for future reference.




Documentation Management Tools

  • Insert, update, delete document meta-information
  • Versioning maintenance
  • Automated email notifications to document owners




Click the picture below to get in more details

Documentation Management Tools are either a link or a button click away on the user's Front Page. The common meta-information is tracked for any document; additional fields of information are easily added.

Baseline document

Once a document has been revised, it's ready to be baselined as the newest (current) version. If the document resides in the system already, the baselining feature will remove the old version from the set of current documents and place the new version in its place. The previous versions are maintained but no longer directly accessible



In addition to the normal documentation management features, the IDMS may serve as a collaboration tool to facilitate and capture the review process a document may go through before a new version is baselined.

Collaborative Tools

  • Assign a review team to a document
  • Schedule and track reviews
  • Automated email notifications to reviewers
  • Message forum created for each document in review
A document is committed to the review process by assigning a number of reviewers to the document. Each user of the system can have a set of predefined review teams or select from the available employee pool. Once the set of reviewers is established, a set of instructions are delivered electronically to each reviewer indicating which document to review, what kind of review is expected, and how long the reviewer has to return their findings. This information is presented on the requestor's review site to send and modify later, while tracking the time and types of changes - a historical record of the progress of the review and the interactions between the requestor and reviewer.

The reviewer of the document can see when the review is expected to be completed and can upload electronic copies of the review comments to the site. Both requestor and reviewers have access to a message forum specifically created once the document was committed to the review process.

















An overlap between the documentation and collaborative features is the idea of maintaining "Living" documents rather then static documents. A document may reference several other documents and incorporate information from those documents into its content; i.e. the document is dependent on a number of other documents. These dependencies create a document topology.

Documentation Management Tools /Collaborative Tools

  • Insert, Update, and Delete document topological information
  • Automated email notification to document owners
An owner may establish the referential linkage of his document with any other document in the system, i.e. modify the referential document topology. When any information is changed that affects any of the user's documents he is notified automatically of changes that potentially will necessitate an updating of one or more of the user's documents. These changes will be of the form of when a document which is reference by one of the user's documents is baselined to a new version.

The changes in the links indicate whether the link is current or possibly out of date. The document owner has the option of updating the topology at any time for his documents.