Manage your contents simply an safely.

Introduction

Enterprise Content Management - ECM - is a term defined in 2005 by information professionals that has been in competition with other concepts such as EDRMS or ERMS. There is a lot of literature with terms related to document management, such as; ECM, EDRMS, ERMS, DM, KM among others, more influenced by marketing rules rather than objective reasons.

However we prefer the term EDRMS ( Enterprise Document and Record Management System), perhaps with lesser success on the marketing world but from our point of view more strict and representative.

Some of the challenges of the Enterprise Content Management:

  • Tool that supports an strategy within the organization.
  • Simplify corporate management processes.
  • Capture, manage, store and preserve content.
  • Allows managing unstructured information throughout the entire life cycle.
  • Includes mechanisms or tools for collaboration within the organization.
  • Manage bussineess processes through Workflow or BPM solutions.
  • Offers services to several processes of information management.

Benefits

Enterprise Content Management - ECM - is a term what combines document management, records management, search, collaboration, workflows, data capture, digitalization and digital assets management ( DAM ).

ECM is primarily aimed at managing the life-cycle of information from initial publication or creation all the way through archival and eventually disposal.

Enterprise Content Management helps you in:

  • Simplify the management of corporate information.
  • Simplify storage processes.
  • Implement a global and centralized security model for information.
  • Improve and simplify business processes.
  • Establish policies for retention, transfer and destruction of information.
  • Encourage connectivity between systems.
  • Remove barriers that prevent information from being shared.
  • Cost savings.
  • Universal access to information.
  • Improve the efficiency of the organization.
  • Increase the control of information within the organization.
  • Simplify and control processes with Workflows.
  • Helps you to set a company culture focused on mutual support and efficiency.
  • Implement tools to connect people and processes.

"The process of automatic digitalization of invoices and their electronic distribution to our customers has allowed to recover the investment quickly, reorganize the human resources in other task more productive and to be more respectful with the environment".

Telecom operator.

OpenKM helps you to optimize the quality and consistency of your processes, automate the guidelines and assist your organization in managing your results.

OpenKM has been specially designed to manage enterprise critical content and regulatory compliance.

Features

File plan

A file plan is a comprehensive outline that includes the complete life cycle of the contents, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of contents.

OpenKM file plan specify how contents are to be organized once they have been created or received, provide a "roadmap" to the contents created and maintained by an organizational unit, and facilitate dispositioning of them.

Collaboration

  • Universal multi-device access.
  • Task management.
  • Calendar.
  • Forum.
  • Wiki.
  • Notes and annotations in documents.
  • Collaborative editing.

Modules

  • Multitenant.
  • Mail archiver.
  • Digital Signature and Cryptography.
  • Integrated BPM engine.
  • Stamp ( Watermark ).
  • Reporting engine.
  • Search engine.

Automatic cataloging

OpenKM tasks are based on document events - like firewall paradigm concept, validate the rules and apply some actions - helps you to automatically set your business logic. You can set rules based on events and for example move document to new destination, change security, applying document transformations (converting to PDF with group4 compression) among others. Thanks to OpenKM plug-in architecture, it is possible to make it easily extensible.

Automatic metadata capture

OpenKM Zone OCR is a data capture and document processing. It is designed to transform streams of documents of any structure into business-ready data. Thanks to OpenKM architecture it is possible to integrate with commercial technology like Abby Flexicapture, Kofax and Cognitive Forms among others.

Classification of business activities

Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records:

  • Providing linkages between individual records with accumulate to provide a continuos record of activity.
  • Ensuring records are named in a consistent manner over time.
  • Assisting in the retrieval of all records relating to a particular function or activity.
  • Determining security protection and access appropriate for sets of records.
  • Allocating user permissions for access to, or action on, particular groups of records.
  • Distributing reponsibility for management of particular sets of records.
  • Distributing records for action.
  • Determining appropriate retencion periods and disposition actions for records.

Version control

Version control is the management of changes to documents. Changes are usually identified by a number or letter code, termed the "revision number". Each revision is associated with a timestamp and the person making the change. Revisions can be graphically compared, restored.

Connectivity

REST, SOAP and CMIS Webservices

Networking CIFS, FTP and WebDAV protocols supported.

OpenKM can be quickly integrated with third-party applications. There are available integrations with Bonitasoft BPM, Joomla, WordPress, Google Drive, Microsoft Office, Vtiger among others.

Advanced preview

There are available extensions for previewing AutoCAD and DICOM files. Thanks to OpenKM plug-in architecture, it is possible to make it easily extensible to other formats.

Tracking

OpenKM offers a complete and configurable audit trail. With it you have documentary evidence of the sequence of activities that have affected at any time a specific operation, procedure or event.

Integrations

OpenKM can be quickly integrated with third-party application. There are available integrations with Bonitasoft BPM, Joomla, WordPress, Google Drive, Microsoft Office, Vtiger among others.

Contact us

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General inquiries

Open Document Management System S.L.

Email:
email
Phone:
+34 605 074 544 ( Spain )
Phone:
+1 800 793 8369 ( USA )
Fax:
+34 605 074 544 ( Spain )
Headquarters:
c/ Bunyola 13, 07004 Palma de Mallorca, Balearic Islands, Spain

Europe: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 19:00 pm CEST for immediate assistance. Currently it is Sunday 12:51 pm in Palma de Mallorca-Spain.

USA: Please call +1 800 793 8369.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EST for immediate assistance. Currently it is Sunday 06:51 am in New York-USA.