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.

OpenKM is an ECM software, 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 Enterprise Content Management (content management systems):

  • Having a tool that supports a strategy within the organization.
  • Simplifying corporate management processes.
  • The capture, management, storage and preservation of content.
  • Managing unstructured information throughout the entire life cycle.
  • Including mechanisms or tools for collaboration within the organization.
  • Managing bussiness processes through Workflow or BPM solutions.
  • Offering services to several processes of information management.

Benefits

Enterprise Content Management - ECM software - is a term that combines document management, records management, search, collaboration, workflows, data capture, digital transformation, electronic signature, forms processing, digitalization, and digital assets management (DAM).

The content management systems - ECM software - are primarily aimed at managing the life cycle of information: from the initial publication or creation, all the way through archival - storing information - and eventually disposal.

Enterprise Content Management helps you:

  • 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 the retention, transfer and destruction of information.
  • Encourage connectivity between systems.
  • Remove barriers that prevent information from being shared.
  • Save on costs.
  • Provide 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 them to recover the investment quickly, reorganize the human resources on other tasks to be 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 your guidelines and assist your organization in managing the results (information management).

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

Features

File plan

A file plan is a comprehensive outline that includes the complete life cycle of the contents ( business process ), 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 plans specify how content is to be organized once it has been created or received, providing a "roadmap" to the contents created and maintained by an organizational unit, and facilitate disposing of them.

Collaboration

  • Universal multi-device access (web content management)
  • Task management.
  • Calendar.
  • Forum.
  • Wiki.
  • Notes and annotations in documents.
  • Collaborative editing.
  • Electronic signature.
  • Forms processing.

Modules

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

Automatic cataloging

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

Automatic metadata capture

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

Classification of business activities

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

  • Providing linkages between individual records that accumulate to provide a continuous 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 responsibility for the management of particular sets of records.
  • Distributing records for action.
  • Determining appropriate retention 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 side by side and also reverted.

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, Microsoft Office and Vtiger among others.

Advanced preview

There is an available extension for previewing AutoCAD files. Thanks to our OpenKM plug-in architecture, it is possible to easily extend this 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 a specific operation, procedure, or event at any time.

Integrations

OpenKM can be quickly integrated with third-party application. There are available integrations with Bonitasoft BPM, Microsoft Office and 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:
+44 208 638 8114 ( United Kingdom )
Phone:
+1 646 206 6071 ( USA )
Headquarters:
c/ Bunyola 13, 07004 Palma de Mallorca, Balearic Islands, Spain

Europe Spain: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 14:00 pm, 16:00 pm- 19:00 pm CEST for immediate assistance. Currently, it is Friday 21:16 pm in Palma de Mallorca, Spain.

Europe United Kingdom: Please call +44 208 638 8114.
Office Hours:
Monday - Friday: 09:00 am - 12:00 pm, 14:00 - 18:00 pm BST for immediate assistance. Currently, it is Friday 20:16 pm in Cranfield, Bedfordshire, United Kingdom.

USA: Please call +1 646 206 6071.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EDT for immediate assistance. Currently, it is Friday 15:16 pm in New York, USA.

OpenKM worldwide:

China: https://www.openkm.cn
France: https://www.openkm.fr
Germany: https://www.openkm.de
Greece: https://www.openkm.gr
Hungary: https://www.openkm.hu
Indonesia: https://www.openkm.id
Italy: https://www.openkm.it
Malaysia: https://www.openkm.my
Middle East: https://www.openkm.me
North Africa: https://www.openkm.me
Poland: https://www.openkm.pl
Russia: https://www.openkm.ru
Serbia: https://www.openkm.rs
Spain: https://www.openkm.com
USA: https://www.openkm.us

OpenKM in 3 minutes!