Document Management Solution (DMS) are used by companies of all sizes to effectively manage large repositories of data and documents.

All scanned as well as digitally created documents, spreadsheets, images, etc. can be controlled from a central point and access, sharing & editing rights can be easily granted as needed. The software itself is arranged to mimic the look of your physical document storage infrastructure. This means that the hierarchical drill-down of your filing structure is entirely customizable and you can set it up according your existing structure. DMSs expedite the entire document handling & usage process flow of upload, indexation, archival, search & retrieval, sharing, editing and collaboration.

Document Management


OpenKM allows businesses to control the production, storage, management and distribution of electronic documents, yielding greater effectiveness and the ability to reuse information and to control the flow of the documents.

OpenKM integrates all essential documents management, collaboration and an advanced search functionality into one easy to use solution. The system also includes administration tools to define the roles of various users, access control, user quota, level of document security, detailed logs of activity and automations setup.
OpenKM builds a highly valuable repository of corporate information assets to facilitate knowledge creation and improve business decision making, boosting workgroups and enterprise productivity through shared practices, greater, better customer relations, faster sales cycles, improved product time-to-market, and better-informed decision making.

With OpenKM you can :
  • Collect information from any digital source.
  • Collaborate with colleagues on documents and projects.
  • Empower organizations to capitalize on accumulated knowledge by locating documents, experts, and information sources.
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Records Management


OpenKM Records Management helps your organization by efficiently and systematically control of the creation, receiption, maintenance, utilization and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

The OpenKM Records Management System captures, manages and provides access to records throughout the time. The OpenKM Tracking System audits the processes in which time deadlines for actions are monitored and imposed upon those conducting the business.

The OpenKM Disposition are a range of processes associated with implementing records retention, destruction or transfering decisions which are documented in disposition authorities or other instruments. Destruction are the process of eliminating or deleting records, beyong any possible reconstruction.

The OpenKM File Plan are a set of rules that indicate, for each kind of record in the enterprise, where they should be retained the records, the policies that apply to them, how long they must be retained, how they should be disposed of, and who is responsible for managing them.

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Workflows


OpenKM provides a workflow engine for defining and reusing business logic, simplifying business processes and helping employees coordinate effectively with both the organisation and each other. By linking processes with content creation, OpenKM enables organisations to exchange transactional information and respond more quickly to new or changing business requirements.

With OpenKM, all your documents are electronically stored and organized in ways that make sense for your workflow and access needs. They can be easily retrieved with intelligent global search.

  • Create complex workflows.
    • Workflow for reviewing, approval and validation.
    • Support for serial and parallel workflows.
  • Assign tasks to groups or users.
  • Monitor workflow tasks, status and process.
  • Configurable mail messages notification.

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Automate tasks


Given a specific event, you can apply validation rules and certain actions to be performed on the documents without human intervention. Some examples are:
  • Metadata Capture.
  • Classification of documents.
  • Automatic workflow execution.

The main advantages of automation are:
  • Increased productivity
  • Reduced operational time.
  • Improved quality.
  • High degree of accuracy.
  • Reduced direct human labor costs and expenses.

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Modules


Mail Archiver : Use the repository as a document management system to store messages massively. The mail file is an automated process for the preservation and protection of all emails.
Multitenant : The Multi-tenancy enables multiple independent tenants to be hosted on a single instance, which can be installed either on a single server or across a cluster of them.
Electronic Signature : In e-commerce and the law, a signature on a document is an indication that the person accepts the intentions recorded in the document.
Barcode : Barcode reading and identification module.
Electronic Invoicing : E-invoicing module extracts invoices "XML" format and store them in the system.
CMIS : Specific OpenCMIS connector bundles, allowing OpenKM to be used as a CMIS server.
Cryptography : Files are encrypted and decrypted.
Reports : Create and use your own Jasper Reports. Reports are generated in PDF format.
Task manager : Create, administrate and assign task to users and roles.

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Build your own App


OpenKM Kcenter Platform provides a powerful environment which allows you to build your own applications based on your business requirements. With these applications you can manage content easily, simplify your work and high efficiency.

OpenKM Kcenter Platform is based on Virgo Web Server module-based Java application server that is designed to run enterprise Java applications and Spring-powered applications with a high degree of flexibility and reliability. It offers a simple yet comprehensive platform to develop, deploy, and service enterprise Java applications.
Some OSGI benefits :
  • Reduced complexity.
  • Reuse.
  • Easy deployment.
  • Dynamic updates.
  • Adaptive.
  • Lazy.
  • Secure.
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  • Transparency.
  • Versioning.
  • Simple.
  • Small.
  • Fast.
  • Non-intrusive.
  • Widely used.

Integration


OpenKM provides an interoperable platform to capitalize on resources across applications and repositories enterprise-wide. We developed OpenKM with the goal to providing several ways of integration:

  • OpenKM SDK's for Java, .Net and PHP.
  • Using the Webservices SOAP and REST API.
  • Authentication is pluggable and is easy to use an external user database, LDAP or Active Directory, SSO and CAS.
  • Even the data store can be configured to be deployed in any database as MySQL, PostgreSQL, Oracle or SQL Server.

Available connectors : DICOM, AutoCAD, Google Drive, MS Office, Vtiger, Joomla, Wordpress, BonitaSoft, Kofax, Abby Flexicapture.

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Profesional Edition


OpenKM Professional Edition is the version with certified support of the document management system. If you are looking for a powerful and supported version, then "Professional" is your choice.

OpenKM Support provides enterprise-level technical support, software patches and certificate updates as well as management tools that help you during different stages of the life cycle of the application. This helps reduce business and technical risks, increase productivity and improve the success rate for document management based on OpenKM. Professional support are available on any certified OpenKM installations:

  • OpenKM support services include.
  • OpenKM special configurations and extra services.
  • Other Professional services.

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Features


OpenKM features are focused on helping to transform daily operations with powerful, easy-to-implement Electronic Document and Record Management software. Capturing, processing and securing all your documents.

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Screenshots & Video


We have nothing to hide. Here you have a little screenshots collection of the main OpenKM features. The collection is ordered by three main concepts, collect data, collaborate between users and capitalize the contents. Discover what OpenKM can make for you. Complex tasks are now solved with few steps. Make easy !

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Proses Document Management System


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