Document Management System

Record management is the government field responsible for the efficient and systematic control of records' creation, reception, maintenance, use, and disposition. These are information created, received, and maintained as evidence by an organization or person to pursuance legal obligations or business transactions.

OpenKM Record Management helps your organization to enable efficient processes by capturing and maintaining evidence and information about business activities and transactions in the form of records.

Electronic records management involves creating, receiving, and using records. Records must be authentic, reliable, and usable for as long as possible to support business conduct, comply with regulatory requirements, and provide accountability.

With OpenKM, you can:

• Set life-cycle management.
• Set information governance.
• Manage content.
• Set policies and standards.
• Assign responsibilities and authorities.
• Design, implement and administer specialized systems for managing records.

OpenKM features a powerful Workflow engine capable of supporting the most complex business rules and processes. It allows for creating, managing, and modifying simple and complex workflows in an intuitive, logic-based way.

OpenKM's workflow characteristic enables us to:

• Automate repetitive tasks.
• Apply the business model to the processes while obtaining statistical data that allows the analysis of information about the products and services offered.
• The communication between departments is improved.
• Workflow attributes quickly detect incomplete tasks or procedures in each business process.

Given a specific event, OpenKM allows you to apply validation rules and set up specific actions on the documents without human intervention.

Some examples of automated tasks are:

• Metadata Capture.
• Documents classification.
• Workflow execution.
• Assignment of Keywords and categories.

Some examples of automated tasks are:

• Increased productivity.
• Reduced operational time.
• Improved process accuracy.
• Increased cost savings.

OpenKM's dynamic and versatile architecture is utilized to create the following modules:

• Mail Archiver: Uses the repository as a document management system to store messages massively. The mail file is an automated process to preserve and protect all emails.
• Multitenant: Multi-tenancy enables multiple independent tenants to be hosted on a single instance, installed on a single server, or across a cluster.
• Electronic Signature: In e-commerce and the law, an electronic document's signature indicates that the signer accepts the intentions recorded in the document.
• Barcode: The barcode module is one of the most notable features of the OpenKM document management software that helps the application automate the tedious processes of data incorporation.
• Electronic Invoicing: E-invoicing module extracts invoices in "XML" format and stores them in the system.
• CMIS: Specific Open CMIS connector bundles, allowing OpenKM to be used as a CMIS server.
• Cryptography: This allows the files' encryption and decryption.
• Reports: Are created and use Jasper Reports generated in PDF format.
• Task manager: Create, administrate and assign tasks to users and roles.

OpenKM provides an interoperable platform that capitalizes on resources across different applications and repositories.

OpenKM furnishes several integration methods such as:

• OpenKM SDK's for Java and .Net.
• Webservices REST APIs.
• Easy Authentication with an external user database, LDAP or Active Directory, SSO, and CAS.
• The data store can be configured to be deployed in any database such as MySQL, PostgreSQL, Oracle, or SQL Server.

Available connectors:

• AutoCAD.
• PostgreSQL.
• Oracle, or SQL Server.

The new OpenKM interface, already in distribution, provides a modern and updated environment to carry out the documentary operations that any company may need. The performance tests carried out before its launch yielded unbeatable results concerning its performance, with high load volumes, accesses, and usability. All users have reacted positively to the new environment.

Furthermore, we must mention other substantial improvements that this new interface incorporates that are not perceptible from the outside. Some of these improvements are as follows:

• Fast uploading of documents: through the channels enabled, either by dragging documents to the application or selecting them in a group manner in our local file store. A highlight of this feature is that both upload actions can be performed with folders and their content. 
• Agile and compelling comparison of content and metadata: this feature entails avoiding duplication in the repository and its oversizing. Nor should we forget to compare versions of the same document by content and metadata. 
• Improved searches: the new interface uses capillary filtration to obtain restricted and valuable results with each search, even within huge repositories that the application efficiently manages. 
• Extended reporting service: this feature allows the creation and launch of any report, according to the required variables, both manually and automatically, in different formats depending on the user's needs (Word, PDF, Excel, CSV, Etc.). OpenKM provides reports from the interface and access logs through preview or download. These reports can also get created by automation. 
• Advanced use of templates: including the possibility of incorporating folder and document structures for creating new content. Any document format is accepted, filtering access to templates even at the node level to avoid errors in creating content in the organization. 
• Automatic data capture through zonal OCR: this fundamental trait allows the creation of models in the system to extract the critical data, convert it into metadata and even use it to catalog the information automatically. The possibility of extending it to the automated management of invoices, even to their accounting. 
• Actions available from any view: by having a dynamic and accessible environment, the new interface allows users to perform tasks that correspond to them from any application environment. This characteristic avoids having to postpone task completion by avoiding procrastination. Wizards are also included in all views to help reach task completion goals. 
• PDF management tools: this facilitates the creation of new documents and edits their cataloging after deleting, cutting, duplicating, or rotating pages of PDF documents, all within the OpenKM interface. 
• File plan for file management: by including classification tables and document retention, OpenKM allows the entity to manage intellectual capital effectively, showing the organization of the records from their creation to their destruction or purge, if appropriate, or their exemplary conservation. 
• Online editing of documents: one of the essential features within the new OpenKM user interface. Integrating an editor accessible by the user directly allows the versioning of documents in an agile and secure way, without downloads or external editions. 

Nor can we fail to also highly the modules that can complement the actions that the application proposes. Among them, we would like to mention the following especially:

• EDX or Electronic Document Exchange: that allows external users, in an unlimited number, to share documents with the document management system (both incorporate and receive them) and have them available for consultation.
• Automatic Invoice management: it is a web portal that simplifies the receipt of invoices by the organization, with the corresponding cataloging for their subsequent control and custody. This application can complement metadata extraction, indexing, cataloging, and even automatic accounting services. 
• Multitenancy: allows creating different sub-instances of OpenKM to separate the workspaces of our branches, using the same IT resources. 
• QR code verifier: developed to verify that the documents used physically correspond to the latest version stored in the application. This verifier avoids deviations and misunderstandings that can lead to very high costs.

 Additionally, we want to mention the team's effort to respond to the continuous training requests received from users and customers. Today, the OpenKM Academy is a reality that offers primary user, advanced administrator, and consultant courses, among others. 

It's important to point out that the application is a multi-operating system and multi-database, currently available, and can be installed on a server or our data center. There is even the possibility of having the best of both through our hybrid solution. We provide hosting and server maintenance, and we take care of the correct performance of backup copies (daily, incremental) for the peace of mind of all our clients.