Electronic Archive

Electronic Archive as framework that manages archives that are managed efficiently and efficiently with user-friendly management methods so that it can facilitate companies in managing them. In the digital era as it is today, archive management has developed rapidly with the development of digital technology which is very beneficial for the company. The development of digital technology that is developing in archive management among others is Electronic Archives.

Electronic Archives makes it easy to manage your records to be more Reliable,User Centered,Effective,trusted

If the development of digital technology is developing rapidly, there are still many companies that in their archive management activities still use traditional or manual systems. In fact, managing records manually requires a lot of effort / cost for still using physical paper. Common problems that often occur in the management of archive archives include:

• Paper archives are very vulnerable to damage, in the event of a natural disaster the archive will be easily torn, yellow stains and the worst result of losing the archive even though the archive is an important asset of the company.
• If it is needed it is difficult for the User to get it quickly, moreover the archive was created in a very long period of time and the user cannot be certain about that archive.
• Users find it difficult to search archives specifically by using certain keywords including archive descriptions, contents of archives, certain archive numbers.
• Users can not distinguish where the latest archive archives, between coworkers is difficult to know who made changes to the archive archives.
• Vulnerable to the inequality in naming and numbering records between one user and another user
• Limited archival storage, physical archives that are made continuously or periodically so that requires a fairly large file cabinet in the company.
• Security guarantees for important archive archives are not regulated in realtime and are flexible.

The problems mentioned above can be handled by applying electronic records to your company. Electronic Records are made with a system that has been well integrated so that it can answer the problems – archives of company records.

The benefits that you can get from using Electronic Records are:

• Paperless, so the cost or budget spent on purchasing paper can be reduced.
• Has a sophisticated searhing feature so that it can search through the contents of the archive archive.
• Digital electronic archives can be accessed anywhere and anytime by the user.
• Changes in the archive can be known easily, what time, what date, what day and who made changes to the archive.
• Updated archives can be found quickly and easily.
• Avoiding archival mixing with other divisions, usually archival archives between divisions are confidential so that they can also reduce the spread of archives to other divisions.
• No need to take a long time in the process of searching the archive so that employee time is not wasted and can do other activities that further increase work productivity.
• Has a workflow feature that can make it easier for employees to collaborate on compiling a archive.
• Company archives are neatly structured by utilizing the security permission feature in each division. The process of sharing files between colleagues is very easy. 

Alfresco is an Electronic Records management application that has been proven capable of handling various issues of corporate archive archives and has been widely used by more than 5000 companies and organizations around the world, and has been built since 2011 until now.

Some functions that exist in Alfresco:

• Can be integrated with other applications through the CMIS web service.
• Integrated with LDAP, Active Directory, Ms office and Google Docs.
• Tagging & Category
• Role, Permission & Security Settings
• Able to connect well with the scanner engine.
• Multiple file uploads. Can upload files or folders into Alfresco.
• Check in & Check Out. Each archive that is being edited by one user can be locked first, so that other users can only read it.
• Expired archive reminder. The plugin works as a reminder and reminder of archives that have a period of time and require updates. Email notifications are sent via email and can be seen in the dashlet.
• Search functionality. function to search the archive to the contents of the archive (indexing), or search based on metadata that has been made previously.
• Automation (Rules) for triggering certain actions based on several criteria chosen by the user.
• User friendly. Alfresco is made like Windows Explorer, so users can easily learn it.
• Drag and Drop Upload. Users can easily upload files simultaneously by drag and drop.
• Native Mobile Application, can be downloaded in the app store or playstore, and all default applications can be seen on each employee’s mobile phone.
• Online Preview. Able to do online previews on archives and media files without downloading files.
• Versioning. It functions as naming the new version of the archive automatically, and users will easily track the latest version automatically.
• Centralized archive Repository: Storage of all archives in the Company centrally.
• Trail Audit. useful to see all user activities at login, logout, edit, view, add and delete. So that the user activities can be seen.
• Workflow Engine. Useful if the user wants to do a review, approval and revision of the archive online. Because business processes in each company are different, we also provide custom workflows that can be adjusted to the business conditions that occur in the company.
• Link (relation) between archives. This feature is useful for creating links between one archive with other supporting archives, for example invoice archives are made in relation to PO, BAST archives and other archives that are related to those archives.
• The addition of a watermark when the user will download a particular archive or file or when uploading an archive, so each archive that is downloaded or printed will be seen who is downloading, what date and month what archive is downloaded.
• Comment feature. This plugin is useful if fellow users want to discuss about the archive.

Softbless is competent in helping to develop your company’s business processes. Not only that, SoftBless is also experienced in handling management systems, implementation, and developing Electronic Archives digitally in Indonesia using Alfresco.

We provide a variety of professional services including implementation, customization, installation, support, and Alfresco training. Immediately Contact us and get the best offer for your company’s Electronic Archive Solution.