Document Management

In today’s global competitions, it is mandatory to assure all company activities have met optimization standards, including, but not limited to document management system. This system covers various things from distribution of meeting report to policy making. However, pushing everything up to its highest level is not enough, as the security of the document, its unique access, context understanding for effective operation, and other functions should become our concern.
Carefully considered, these characteristics lead to the need of a trusted and comprehensive document management system.
In today’s global competitions, it is mandatory to assure all company activities have met optimization standards, including, but not limited to document management system. This system covers various things from distribution of meeting report to policy making. However, pushing everything up to its highest level is not enough, as the security of the document, its unique access, context understanding for effective operation, and other functions should become our concern.
Carefully considered, these characteristics lead to the need of a trusted and comprehensive document management system.
In simple words, Document Management System (DMS) is a pioneer system that controls and manages your company’s documents. It combines document and content summary, workflow, document repositories, COLD/ERM, system output, and information retrieval systems. At the same time, it also traces, stores, controls, audits, locks, activates, and authorizes documents. Even though the features might have the best combinations you ever see, finding the best document management system for your company is still a not-so-easy challenge to accomplish.
Luckily, we get Alfresco DMS. As the best-known DMS solution, Alfresco allows you to easily control user’s access, edit, control version trace and any information related to specific documents, as well as any user to access, find quickly and precisely, and understand the main description of the document they seek, in comprehensive manner.
With countless benefits your company may receive, Alfresco DMS is certainly an offer you should never miss. There is no need to seek overseas vendor because Softbless Solutions, a national company experienced in providing Alfresco document management system, now gives you the offer to apply the system in your company. With vast client base and experiences in providing most-valued solutions to all of its clients, there is no better chance for your company to find better Alfresco DMS provider than Softbless Solutions.

Document Management System (DMS) is a system that used to manage the life cycle of documents in each phase. DMS handles documents electronically, from the document is still in draft form, reviewed, published, stored, and eventually deleted/destroyed. Document Management System is a component of Enterprise Content Management System (ECM).

Process your documents efficientlyeasilymore secure

Some concepts/functionalities of Document Management System :

• Metadata. Metadata is information/propety owned by each document. For example, if we have a document type "Receipt", then the metadata of the receipts are: amount, payment date, receiver
• Workflow: Collaboration in DMS facilitated through the workflow. Collaboration can be a form of assignment or approval. Assignment workflow : an employer requires his/her to revise the report. Approval example : staff requests leave to be approved by superiors
• Versioning: every update of a document can be tracked. DMS save the history of each version of the document
• Security: security feature is a mandatory feature of a DMS. Users need to be able to restrict other users' access rights to documents
• Searching: If company already has thousands of documents, then this feature will greatly facilitate user searching to obtain the necessary documents.

Some problems :

• The difficulty of searching for a document, especially searching based on some parameters. For example: looking for documents created within a certain period and by users, with certain descriptions, document numbers and specific projects
• Difficulty determining documents with the latest version because every employee has a different document naming format, and we often do not know who holds the latest version.
• To get a physical document, requires considerable effort, starting from finding out the position of the physical document, retrieve it, and deliver it to people who need it.
• The amount of office space and file cabinets, is not proportional to the high growth of documents. It would be better if the office space is used for something else, rather than just being a document storage.
• High risk of losing documents. Physical documents are vulnerable to damage, especially if a natural disaster results in companies losing documents as an important asset
• Security, permissions for each document are very specific. We need system to handle the security.

Above problems can be handled if the company has a Document Management System (DMS). Huge number of documents owned by company/organization needs to be handled by an integrated system.

The advantages of Document Management System :

• Increased productivity - increased productivity can occur in searching for documents and document broadcast
• Cost efficiency - using the Document Management System, companies can reduce the paper purchase
• Robust Security - electronic documents can be stored in a centralized
• Accelerate access to the required documents, each user can directly open the DMS application and access the required documents according to the permissions they have
• Speed up document distribution and sharing
• Access the required documents from anywhere, as long as there is an intranet or internet connection connected to the DMS server
• Set permissions and security. We can specify which group or user who has access to view, read, update/edit, and delete a folder/document.
• Tracing Audit Trail history of document changes
• Make searching to be easier. If we forget where the document storage folder is, we can rely on the search engine owned by DMS.
• Manage working document easily
• Increase collaboration speed in company

Alfresco is Document Management System application that could fulfill our company requirements.

• Centralized Document Storage: store company documents centrally.
• User friendly. Alfresco's user experience is made to resemble File Explorer (Finder on Mac, Windows Explorer in Windows) that is used daily, so users will be familiar with the Alfresco interface.
• Online Preview for documents and media files.
• Audit Trail Log. Track user activity from login, logout, view, add, edit and delete documents
• Versioning: each version of the document can be tracked automatically by Alfresco. There is no need to manually name a new version of a document.
• Link (relation) between documents. With this feature, users can trace the relationship between documents.
• Drag and Drop Upload
• Integrate it with your scanner
• Digital Signature
• Multiple file uploads. Upload multiple documents at one time into Alfresco.
• Role, Permission & Security Settings
• The Comment feature allows users to discuss the document
• Workflow feature for document revision, review and approval, we can also create custom workflows for specific business processes in our company
• Check in & Check Out to lock documents while editing.
• Search features. With Alfesco we can do searches based on certain parameters (metadata), or full text searching (searching the contents of documents)
• Download with watermark stamp.
• Integration with LDAP, Active Directory, Ms Office and Google Docs
• Native Mobile Application, available for iOS and Android platforms for default fatures.
• Custom Metadata or Document properties. Metadata. Metadata is information / information held by each document. For example if we have a document of type Receipt, then the metadata of the receipt is: the amount of payment, date of payment, statement, recipient
• Integration with other applications through the CMIS web service.
• Taxonomy : Category & tagging
• Expired Document reminder for documents that have a validity period.
• Reminder will be sent as an e-mail or can be viewed as a dashlet.
• Automation (Rules) for triggering certain actions based on several selected criteria.

Alfresco is a Document Management System application. Alfresco is open source licensed, and has become the Gartner Magic Quadrant for Enterprise Content Management category, and has been implemented in more than 5000 organizations.

Softbless has experience and competence in business processes, change management, implementation and development of document management systems in Indonesia, using Alfresco.

View in Browser	Alfresco File Explorer View
Multiple File Upload	Content Preview
Media Preview	Metadata
Workflow	Search Engine
Thumbnail	Web Service Sample - PHP
Web Service Sample - .Net	Blog
Wiki	WYSIWYG Editor
Calendar	Data List
Discussion Forum

Record is different with Document, that why we need different approach to handle record. Record and Document Comparison:

Document Management	Record Management
File structure changes overtime, built by users	Rigid Classification scheme, defined by the organization
Created any time for any purpose	Created as a part of a business process or transaction
Can edited as time goes on	Once declared as a record, it must not change
Can be deleted any time by the users	Disimpan untuk dipertahankan selama periode waktu Retained for predetermined time periods br>

Alfresco as Document Management System, also has module for Electronic Filing/Record Management. Some functionalities of Alfresco Record Management :

• Retention & Disposition
• Hold/Freeze, Transfer
• File Plan : Create any categories
• Handle electronic & non electronic Records
• Record Search & Report
• Audit Trail
• Permission Setting
• Metadata
• Declare email as record
• Integration with Alfresco Document Management System/Enterprise Content Management
• Online Preview
• User based Custom Functionality :
  • Metadata
  • Event
  • Disposition Steps
  • Search Result Fields
  • Role

 

Alfresco Indonesia Expert provide system that has a lot of features and functionality, such as the Simple Workflow functionality and Advanced Workflow, Simple workflow action will bring Approve / Reject on the content, as well as move the content to a specific space in accordance with the option Approve / Reject the selected user. Advance workflow while allowing you to attach the workflow directly to the content item and then set the content for other users to be reviewed. With advanced workflow workflow, the tasks according to the workflow is managed in-dashboard. Enterprise Content Management System (ECM) is an application to manage and facilitate collaborative content creation owned by a company. Content here could be content (*. doc, *. xls, *. ppt), image, HTML, XML files, and other content types. In past, to take advantage of ECM requires large costs, a result that only large companies could take advantage of ECM. Alfresco is a new approach in usingECM. Alfresco offers an ECM system that has a cost that is not too large to be utilized by companies with different scales.

Alfresco Features :

• Document Repository: manages documents currently active by the user.
• Online Preview
• Versioning: each version of the document can be tracked automatically by Alfresco. There is no need to manually rename a new version of a document.
• Expired Document reminder for documents that have a validity period
• Watermark
• Multiple File Upload
• Drag and Drop Upload
• Integration with Scanner
• Search Engines: for searches by certain categories and other parameters, and searches into the contents of the document
• Discussion / Commentary: Certain documents can be a forum for discussion among users.
• Security & Permission: Can manage anyone who can access documents and space in Alfresco. Space is an Alfresco term for Folders. Access rights can be: read, edit, view, create, etc.
• Mobile apps support for iOS and Android
• Audit Log: Track all user activities in Alfresco
• Web Service: Integration with other applications via CMIS web service
• Record management: managing archived documents.
• Document categorization: Any existing document can be categorized into a document type, which will facilitate document management. For example a document can be categorized as: contract agreement, invoice, Curriculum Vitae, Minutes of Meeting (MOM), etc.
• Custom Metadata: has multiple metadata depending on the type of document you have. Custom metadata example: document number, document date, document status, etc.
• Collaboration Site: Sharing documents, Calendar, Discussion, blogs, links, Datalist
• Workflow / Collaboration: Alfresco provides document approval / review facilities by multiple users, from simple workflows to complex workflows.
• Check in & Check Out Document: Checking is the term in ECM when an Alfresco user wants to edit a document, so he / she is called checking in, storing the document in a local computer / laptop user. When a document is checked in by a user, another user can only view the document, can not edit. This is to maintain the consistency of a document. And if a user is already editing the document, then he will check out the document. Once checked out, a document can be freely edited by anyone who needs it.
• Rules: A variety of rules can be applied to documents, for example if there is a new document in this space, then send an e-mail to a specific email address.
• Ms Office / Open Office & Google Docs Integration
• Integration with LDAP, Active Directory Integration

Why Alfresco Indonesia?

• Robust, web based document management system. Because it's web-based, no installation required when users want to access Alfresco.
• Easy to Use. Alfresco is very user friendly which encourages users to more quickly adapt to our system.
• Built by the people who invented the concept of document management. One of the founders of Alfresco is John Newton, senior of Dokumentum, the first content management applications on the market. John Newton has a lot of experience in dealing with content management projects for large-scale companies.
• Open source, open standards. Alfresco open licensed, which means no need to buy to try it, and a company can not be bound by any single vendor, and unlimited users.
• a lower deployment cost. Open source licenses owned by Alfresco does not require Licensee fee.
• Adaptable to the needs that are often changed. Over time, the requirements of an enterprise content management systems, frequently changing. With open source licenses, allows Alfresco to anyone in the company's customized to meet current needs.

• Gartner Magic Quadrant 2009 for Enterprise Content Management, positioned in Visionaries Quadrant
• EContent 100 Awards
• Audemars Piguet and the European Tech Tour Association: Alfresco the "Next Gem Award", award for best new company
• Linux Magazine (2008), one of Top 20 Companies to Watch
• Business Computing Magazine: Editor's Choice Award
• InfoWorld Bossie Award: Best of Open Source in Enterprise Applications