This document aims to provide the user with guidance on the mainstream applications for document management.
SBS teams are available for advice, please contact the ECM Committee or your CRM/BRM through MyContacts@SBS
Google docs
Collaborate around individual documents with defined collaborators.
Google Docs permits a small group of defined collaborators to work simultaneously on documents and is integrated with all Google environment (Gmail...)
Mobile access: through dedicated mobile apps.
The collaboration is built around documents with individual ownership , it is restricted to individuals or small team collaboration internally to Solvay.
User is autonomous to create and manage his/her own folder structure and documents.
Gdrive is NOT advised to store confidential documents.
Gdrive is NOT recommended to share with external partners.
AODocs
Keep documents safe by transferring the ownership of files to a corporate Google Drive account
AODocs is a document management system that integrates with Google Drive with a central control of access rights.
It allows structuration and categorization of documents through added properties (metadata), structured views and advanced search capabilities.
Aodocs transfers document ownership to a corporate accoun t which enables the collaboration within larger teams, entities and with partners.
AODocs has the ability to handle a workflow to track and control documents lifecycle.
Confidential documents may be stored in Aodocs.
No specific mobile apps: only through web browser.
Documentum
Store and control confidential information
Documents are stored internally on Solvay premises to fit legal and compliance requirements.
It is recommended for classified information.
It drives structuration and categorization of documents with added properties (metadata) and advanced search capabilities through Sinequa.
It has the ability to control documents through workflows and predefined document management roles, and documents lifecycle with retention rules.
No mobile usage
Confluence
Collaborate and share updated information to many stakeholders scattered around the world
Confluence is a tool to organize your work and create documentation through web pages.
It is a flexible platform to capture, distribute and update documentation.
Contributors scattered around the world create pages to share their knowledge.
Stakeholders have fast access to information, can be notified when pages have been updated and may leave their feedback.
Confluence keeps tracks of versions automatically so you are always working on the right one.
It is not recommended to store confidential information despite access rights are properly managed
Teamsites
Places to capture and share ideas, information, communication, and documents.
Teamsites facilitate team participation in discussions, shared document collaboration, and surveys. Site content is accessible mainly from a Web browser but also through the Windows Explorer on some cases. The document collaboration features allow for easy check in, check out, and document version control.
eRoom & Teamsites are currently being phased out and replaced with AODocs - no further libraries will be added. Close-out date is anticipated early 2018.
eRoom
Collaborative workspace that provides version control, minimal workflow, access controls
eRoom is a collaborative work platform meaning that you can create a virtual spacework on a server. This virtual space is split into "rooms" related to a specific project topics.
eRoom & Teamsites are currently being phased out and replaced with AODocs - no further libraries will be added. Close-out date is anticipated early 2018.
The best way to get IT support is to use the new
Service One Platform.