Article - INTELLIDOCS - Smart Documents Could Be the Wave of the Future...

by Edward Walters - Freelance Writer - Horizon Dynamics, LLC

February 2006 

Prior to the Personal Computer revolution and the explosion of “hand-held”, “pocket” and other personal data devices; the common perception was that we would reach a “paperless” society in a very short time. While we still have not reached a paperless society, some very exciting innovations have occurred over the past 25 years.

Document changes and/or corrections used to mean re-draft after re-draft, even when there were only small changes or one word corrections. When processing documents involving triple-digit, or even quadruple-digit, page volume; corrections not only meant significant frustration, but also significant cost in terms of word-processing labor. The introduction of Smart Documents or Intelligent Documents (Intellidocs) has provided much more than improvements in the document change and/or correction process Through Intellidocs documents may be sent throughout a GLOBAL community with the ability to update, re-version and inter-change documents within multiple repositories with ease. Creating Intellidocs, with metadata streams imbedded, redefines the parameters of document management systems. Intellidocs also allow tracking the lifecycle of a document and know what changes have been made within the document, all along the way to the final version, with a simple click of a button.

With the growing acceptance of Intellidocs as “legal” documents and acceptance of “digitized” signatures as legally binding; the advancement of Intellidocs from a “neat” software accessory to common acceptance is even more assured.

Though Intellidocs do not completely replace “paper” documents; Intellidocs are a major step towards the envisioned “paperless” society.

What are Smart Documents or Intelligent Documents (Intellidocs)?

Intellidocs are documents which allow insertion of information which may impact the final version of documents in some way. This information may take the form of simple corrections (e.g. miss-spellings, sentence structure, missing words, etc.) to more involved changes (e.g. whole paragraph revisions, special notes, links to other documents, etc.).

Most all of those involved in document construction, processing or management have become familiar with Portable Document Format or PDF (invented by Adobe Systems Incorporated) as the standard for electronic document distribution and/or exchange. Kumar Vora, who serves as vice president of the server technologies organization for Adobe Systems Incorporated. and focuses on Adobe's server and Internet businesses, reflects on Adobe’s continuous role in improving Intelligent Documents by stating that “Intelligent Documents comprise three components: Presentation - which provides the familiar look and feel of paper documents and forms to help accelerate user adoption of electronic processes and support compliance requirements. Business logic - which delivers intelligence that allows authors to manage document access rights and embed business logic — such as calculations and validations — directly into documents. XML transport and schema - which enables enterprises to capture data in an open-standards format and move it to people and applications based on the rules of the business.” Mr. Vora also indicates that “Intelligent Documents include additional components: Security features - supporting electronic signatures and document control, protecting document authenticity, integrity, and confidentiality. Security features are tied to the document, so they provide enhanced security even when the document moves outside of a controlled network. Archiving capability - which is ideally suited for archiving purposes, locking down content to create auditable documents of record — especially important for government agencies and highly regulated industries.”

Many responsible for document management are also familiar with Smart Tags and other document management functionality found within Microsoft Office Word and Excel products.

Microsoft Word 2003 and Microsoft Excel 2003 both utilize XML or Extensible Markup Language to add functionality and control for documents within these products. As quoted in the W3C®, World Wide Web Consortium Introduction to XML: “Extensible Markup Language (XML) is a simple, very flexible text format derived from SGML (ISO 8879). Originally designed to meet the challenges of large-scale electronic publishing, XML is also playing an increasingly important role in the exchange of a wide variety of data on the Web and elsewhere.”

Within Microsoft Word 2003 with XML, for instance, a document may be changed, enhanced, receive embedded comments and/or be secured (for internal or external use) by a simple mouse click. These enhancements within Microsoft Office products create much more functional and therefore “smarter” documents.

Maintenance and Management of Intellidocs

While Smart Documents or Intellidocs are here and ready to use, they do not replace the responsibility to validate information and authenticity as this relates to Sarbanes-Oxley requirements. Document originators and end-users must monitor document processing throughout to assure the final document version meets the required standards and purpose intended.

Due to the flexibility and functionality available within Smart Documents or Intellidocs, it is important to understand the security features available and for the document originator to establish the parameters for management and maintenance of the document through the final version. The document originator should, at the document creation point and throughout the document management process, implement the available security controls and allow subsequent document users to impact the document only within the originator defined parameters. By doing this, the originator should be able to maintain the document authenticity and integrity throughout processing to the final version of the document. 

The flexibility and functionality within Intellidocs also provides the originator many opportunities to increase efficiency and simplify document processing. By using Intellidoc functionality, forms, contracts, letters, memorandums and even scientific papers can be structured to automatically input information with a simple mouse click or refer users to an expanded database of information. This functionally may significantly reduce costs related to document production, processing and storage. In addition to cost reduction, Intellidoc functionality may also significantly improve the ways in which information workers interact with documents, reducing processing time and potential errors.

Summary and Help

Intellidocs or Smart Documents are here, ready to use and move organizations much closer to the “paperless” environment. Intellidocs may be adapted within almost all organizations which deal with documents, including government, scientific, legal, sales, retail and many more. This article can only slightly touch on the functionality and benefits of Intellidocs. I would urge all those involved in document creation, processing, management and storage to investigate and understand the information related to Intellidocs through more in depth review. Two great resources for additional information are the websites for Adobe Systems Incorporated and Microsoft Office Products.

Edward Walters is a freelance writer, reporting on document management issues. Edward may be contacted at http://www.rmtechnology.com