Consolidation of documentation

Content management applications
Microsoft Systems Management Server
Windows 2000 desktop
Windows 2000 Server
We have a fantastic set of documentation. All in MS Word and in about 100 different folders on the network, some going down 8 levels deep! We have made a bad attempt at indexing this and the whole thing is becoming unmanageable. What would be the best means or are ther some products to consolidate these documents, create a navigable index and most importantly, a means to search groups or all of the text. Thanks.

Answer Wiki

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The best solution would be to install a knowledge management system. They can do boolean and text searches, simultaneous searches across mutiple databases, limit access for security purposes, link files and offer the ability to build the data as new items are created.

There are many products out there. I researched a few for my company and found HEAT+ Knowledge to be one of the best for our solution. We wanted to link it to a call center and provide web self-service for customers as well so depending on how you plan to use the knowledge HEAT may be too robust. Another company Right Now Technologies offered a good knowledge base solution as well. There are others and you could probably find them via the internet.

If you would like a contact for either of those I listed, let me know. It would at least give you a good place to start.

Discuss This Question: 4  Replies

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  • Khavekost
    I have a somewhat similar challenge here. I'm experimenting with a couple of mind-mapping products that allow for a reasonably intuitive approach to documentation management. One is called Mind Manager, and the second, and so far my favorite, The Brain - cool interface! I've found that our current repository of standards and documents just too restraining and confusing. We are using Microsoft's SharePoint Portal Server, and I'm as confused about where things are as I always was! With the mind mapping tools I can leave everything where it is and create intelligent links to it from one place. I can then share that map with others as well. Good luck!
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  • Chekung
    One such product out there like mentioned in a previous reply, is PaperPort by ScanSoft. You might check into it. I'm not sure how ready it is for enterprise or primetime so to speak. Joe
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  • Smooth
    Take a look at 1) Verity - - Search 2) Documentum ( 3) LaserFiche (
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  • Mattaux
    You could also have a look at FileNet ( who provide a host of products in this area. Content Management would be one that comes to mind. Good luck.
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