OpenKM is an enterprise content management software, often referred to as a document management system (DMS). There are many literature sources about document management terms such as DMS, EDRMS or CMS, which are usually influenced more by marketing rules than objective reasons.
What is document management software?
Document management software is a computer program used to store, manage and track electronic documents and images of paper information captured through the use of a document scanner. OpenKM can be viewed as a management solution that enables organizations to
- Production,
- Storage,
- Administration and
- Distribution
electronic documents, leading to greater effectiveness and the ability to reuse information and control the flow of documents.
What is OpenKM?
OpenKM is a document management software that integrates all essential document management functions, collaboration and advanced search functionality in one easy-to-use solution. The system also includes administration tools for defining the roles of different users, access control, user quota, level of document security, detailed activity logs and automation setup.
OpenKM's document management software builds a high-quality repository of enterprise information to facilitate knowledge creation and improve business decision making. This increases workgroup and business productivity through collaborative practices, better customer relationships, faster sales cycles, improved time-to-market products, and more informed decision making.
OpenKM use cases
With OpenKM Enterprise Document Management, you can do the following:
- Control your business content.
- Gather information from any digital source.
- Collaborate with colleagues on documents and projects.
- Empower organizations to leverage accumulated knowledge by finding documents, experts, and information sources.
- Enterprise content management functions.
- Manage digital content.
- Manage documents.
- Records Management
Records Management
OpenKM Records Management helps your company to
- Creation,
- Reception,
- Care,
- Utilization and
- Disposal of records
efficiently and systematically, including processes to capture and maintain evidence and information about business activities and transactions in the form of records.
The OpenKM Records Management System captures, manages and provides access to records over time.
The OpenKM tracking system monitors the processes in which time deadlines for actions are monitored and applied to those who perform the business.
OpenKM disposition includes a series of processes associated with implementing decisions to retain, destroy or transfer records documented in disposition authorizations or other instruments. Destruction is the process of removing or deleting records beyond any possible reconstruction.
The OpenKM file plan is a set of rules that specify for each type of record in the organization where it should be kept, what policies apply to it, how long it must be kept, how it should be disposed of, and who is responsible for managing it.
Enterprise document management
With OpenKM Enterprise Document Management, you can do the following:
- Set life cycle management.
- Hiring information government.
- Manage content.
- Records Management.
Workflow engine
OpenKM provides a workflow engine to define and reuse business logic, simplify Business processes and help employees coordinate effectively with the organization and each other. By linking processes to content creation, OpenKM enables organizations to share transactional information and respond more quickly to new or changing business needs.
With OpenKM Enterprise Document Management all your documents are stored electronically and organized in a way that makes sense for your workflow and access needs. They can be easily retrieved with an intelligent global search.
You can create complex workflows; support workflows for review, approval, and validation; provide support for serial and parallel workflows; assign tasks to groups or users; monitor workflow tasks, status, and process; set up configurable email notifications; and automate tasks.
When a certain event occurs, you can apply validation rules and certain actions on the documents without human intervention. Some examples are:
- Capture metadata.
- Classification of documents.
- Automatic workflow execution.
- Electronic signature.
The main advantages of automation are:
- Increased productivity.
- Reduced operating time.
- Improved quality.
- High degree of accuracy.
- Reduced direct labor costs and expenses.
- Document Automation.
Modules
OpenKM offers a range of modules, including:
- Mail Archiver - Use the repository as a document management system to store messages en masse. The mail file is an automated process for preserving and protecting all emails.
- Multi-client - Multi-tenants make it possible to host several independent clients on a single instance, which can be installed either on a single server or via a cluster of them.
- Electronic signature - In e-commerce and 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 - The e-invoicing module extracts invoices in "XML" format and saves them in the system.
- CMIS - Specific OpenCMIS connector bundles that enable 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, manage and assign tasks to users and roles.
Integration
OpenKM Enterprise Document Management provides an interoperable platform to leverage resources across applications and repositories across the enterprise. We developed OpenKM with the goal of providing multiple integration methods:
- OpenKM SDKs for Java and .Net.
- Using the web services REST API.
- Authentication is plug-and-play and it's 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 such as MySQL, PostgreSQL, Oracle or SQL Server.
- Connector availability: AutoCAD, MS Office, Vtiger, BonitaSoft, Kofax, Abby Flexicapture.
"Build your own app" with development tool set
OpenKM Dev-Tools is a suite of utilities that allows you to create a customized app for your organization's needs, easily manage your content, simplify your workflow, and increase your efficiency and effectiveness. The OpenKM development tool set consists of:
- OpenKM Development Environment.
- OpenKM SDK.
- OpenKM User Interface Development Model.
- OpenKM KDocs.
- OpenKM Import Station.
Affiliate program
OpenKM's partner program is designed to create mutually beneficial relationships that increase the overall success and capability of the OpenKM ecosystem. With OpenKM's support, partners have tremendous flexibility to leverage OpenKM-related opportunities in their territory. We work with these partners to provide customers with the best possible enterprise document management solutions.
At OpenKM, our partners enable us to generate the majority of our global revenue - our program is designed to provide you with the resources you need to quickly launch your OpenKM initiatives and help you attract more customers and generate additional revenue for your existing business.
OpenKM partners form a growing community of system integrators, software vendors, infrastructure providers and resellers who build their solutions with OpenKM.
There are several service options when becoming a partner, such as training end users to use the program properly, consulting, customization, product configuration, document scanning, and the option of external hosting
AI software as a supplement
Another addition to the OpenKM system is the integration of the AI software Konfuzio. This innovative technology enables companies to automatically process and categorize large volumes of unstructured data such as documents, emails and reports.
OpenKM only offers OCR for defined optical zones to ensure that only the relevant text is extracted and no unnecessary information enters the ECM system. However, this approach requires rigid layouts. In addition, only Tesseract is used as OCR engine offered, see Documentation.
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However, this approach can be problematic for complex documents and unstructured data, as it is not always clear where relevant text is located or how it is formatted.
In these cases, Konfuzio can be a flexible complement to OpenKM's OCR by providing a comprehensive text analysis and processing capability. Konfuzio can not only extract the relevant text, but also analyze and evaluate more complex information such as tables, charts and images. In addition, Konfuzio can recognize and translate text in different languages, which is beneficial for companies with a global reach.
By integrating Konfuzio with OpenKM, organizations can implement a flexible and effective OCR solution that can handle complex documents and unstructured data.
Konfuzio uses machine learning models to analyze text and automatically assign keywords, tags and categories. This allows companies to quickly search documents, find relevant content and make decisions based on sound insights. It can also be used to automatically classify and extract specific document types such as invoices, contracts or job applications.
Benefits
The integration of Konfuzio into the OpenKM system offers a variety of benefits to users and partners:
- Efficient document processing - Konfuzio enables large volumes of documents to be processed quickly without the need for manual intervention. This saves time and resources and increases the efficiency of business processes.
- Automated categorization - The AI software can automatically categorize and index documents, which makes it easier to find relevant content and supports decision-making.
- Quick identification of relevant information - Konfuzio enables users to quickly identify and extract relevant information within documents. As a result, decisions can be made faster and more informed.
- Better data quality - By automatically categorizing and extracting information, Konfuzio also improves the quality of data in a company. This reduces errors and increases the accuracy of analyses and reports.
Automation of functions with AI
When you integrate Konfuzio with an enterprise content management (ECM) system, you can automate a variety of use cases, including:
- OCR (Optical Character Recognition) - Extraction of text from images and scanned documents. With OCR, you can quickly and easily extract text from scanned documents and thus increase the efficiency of your document management.
- Text classification - Automatic assignment of documents to predefined categories. This function is particularly useful if you manage large quantities of documents in your ECM system, as it allows you to find and edit the relevant documents quickly and easily.
- Named Entity Recognition (NER) - Extraction of entities such as persons, organizations, locations and events from documents. With this function, you can quickly find relevant information in your documents and use this information in other systems, e.g. to create reports or dashboards.
- Image classification - Automatic assignment of images to predefined categories. If you manage a large number of images in your ECM system, you can use the image classification function to quickly and easily find and edit relevant images.
- Question and answer systems - Automatically answer questions based on documents or knowledge bases. If you run a helpdesk or customer support, a question and answer system can help you to answer the most frequently asked questions automatically and thus reduce the workload of your employees.
- Text generation - Generation of texts, e.g. for chatbots or email responses. If you operate an automated customer support system, you can set up chatbots that automatically respond to customer inquiries. With the text generation function, you can quickly and easily generate suitable responses and thus increase customer satisfaction.
- Automatic translation - Translation of documents into different languages. If you operate internationally, the automatic translation function can help you to translate documents quickly and easily into different languages, making it easier to communicate with customers and employees.
Conclusion
Overall, the integration of Konfuzio into the OpenKM system provides users and partners with a powerful and innovative solution for efficient document management. The AI software enables faster and more accurate processing of unstructured data and helps companies make informed decisions based on high-quality information.
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