Written by Ana Canteli on 26 september 2017
All companies have a decision to make regarding the systems that they use for document management, records management, business processes and enterprise content management - ECM -. Throughout their life cycle, companies have been overwhelmed by the enormous amount of information that is created within them. In order to solve this problem, companies began to acquire applications that help manage the information that is entered, created and managed within them: document management systems (DMS), enterprise content management systems (ECMs), management software of customer relations - CRM -, digital asset management systems - DAM - Records management systems - RM; to enterprise resource planning systems, better known as ERP. Leaving aside all the information contained in shared computers and discs, or hidden in e-mail folders; these systems are the easy part of the problem, while they contain structured information.
Over time, organizations warned of the need to integrate all their technologies, applications and systems to apply the business intelligence and then create a knowledge management system at the service of users. However, many of these document management applications and ECM software - which are part of the legacy of many companies - do not present integration facilities. And they execute critical business processes or contain information of such nature, which can not be interrupted without causing serious disruption to the business. Thus, building a document management strategy is a key element for organizations. It involves reflecting on the approach of all the tools used by the company to create an integration platform, which allows them to maximize the usefulness of contents and information, through a coherent strategy that consolidates their future in the digital era. Determine what should be maintained in the organization and where. And therefore what information and what technologies must be eliminated, are strategic decisions that affect the whole company.
The integration platforms must allow companies to rationalize and modernize their technological structure, in a flexible and evolutionary way over time.
It does not matter if you work in a company dedicated to human resources, in a public administration; in a customer service department, or if you are dedicated to the management of web content. When you introduce a new application, you want it to integrate perfectly with the other programs that are part of the organization.
That's why OpenKM offers SDK'S for Java, PHP and .NET that facilitate the integration of the ECM software with the company's applications in a transparent way. In fact, this is one of the strengths of the document management of OpenKM because it does not present any technological barrier when integrating with third applications. These Development Kits offer companies the possibility of integrating freely and autonomously, their content manager in their current and future technological environment.
The OpenKM enterprise content management ECM system allows you to access other company applications, from the same user interface, providing a banner that allows easy navigation between applications. This, together with the OpenKM SDKs can supply or provide content stored in other applications, that contributes to improve the end user experience.
The Microsoft-addin allow the user document and content management from applications commonly used as Word, Excel, Access and now Microsoft Visio. From Outlook, users will continue to work as usual, while OpenKM stores emails, including attachments, or allowing us to add metadata if necessary.
With Desktop Sync, members of the company can work from the desktop of their computers and synchronize all the content made during the day; whether displaced in the client's office or in telecommuting mode. The scanner client allows the integration of the OpenKM document management system with the company's scanning devices. And the electronic signature client allows you to use the digital signature certificate on the documentation.
On the other hand, the OpenKM suite makes available ad hoc integrations with Google Drive, the BonitaSoft workflow engine, 2D and 3D AutoCAD modeling software, Vtiger CRM, and capture software such as Kofax, Abby Flexicapture, or ChronoScan. If your organization already uses Active Directory or LDAP you do not have to duplicate the list of users on another platform, since the implementation of OpenKM includes integration with these utilities in all installations. Even the data warehouse can be configured for any database like MySQL, PostgreSQL, Oracle or SQL Server, among others.
All of these extra elements contribute to facilitating the choice between an enterprise content management provider or another.
The choice of a document management system has become almost imperative nowadays, since it facilitates access to information, serves to implement business processes in electronic format and with its set of features, satisfies the needs of employees. But it would be useless to buy such software, if it can not be integrated into the suite of programs that the company use. For this reason, the integration utilities become a fundamental element in the selection of our enterprise content management provider.
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