Skip to Content

Document Management

Printer-friendly versionSend to friend

Alfresco offers the industry leading open source document management
system to simply capture, search and collaborate on documents with full
library services and lifecycle management on a unified, robust
repository

Traditional Document Management

Traditional document management has it roots in complex document
vaults accessed by document librarians. These have been historically
developed as large, complex, enterprise software applications.

This has caused document management system to be:

  • Complex and difficult to use
  • Very costly
  • Very low adoption rate – typically 5% of users

The choice of a complex, robust document system or a simple to use
system that lacks essential features has resulted in a very low
adoption rate. The systems that users are familiar with and use are:

  • Shared Drive for storage
  • Email for Collaboration
  • Google for Search
  • Yahoo for categorization
  • Folder Structures and Content for Project Plans

Alfresco Document Management

Alfresco offers document management using familiar interfaces to get
rapid user adoption built on a repository that offers transparent,
out-of-sight services for full ECM.

  • Virtual File System – Replace shared drives and offer the same interface
  • Email–Like Rules – Configure plug–in rules to automate manual processing and offer out–of–sight compliance
  • Google–like Search – Search directly from FireFox or IE7
  • Yahoo-like Browsing – Automatic meta-data extraction and categorization
  • SmartSpaces – Best practice collaboration spaces
  • Transparent Lifecycle support

Content Contribution

  • Virtual File System making ECM as simple as a Shared Drive
  • CIFS Briefcase Synchronization
  • Portal Access – JSR-168

Content Categorization

  • Automatic Meta–Data Extraction and categorization from all Interfaces

Advanced Search

  • Native OpenSearch from FireFox or IE7 across multiple Alfresco repositories and also other Open Search repositories

Data Management and Transformation Engine

  • Transformation Services – Office to ODF/PDF, PowerPoint to Flash

Library Services

  • Check-In/Out – Minor and Major Version Control
  • Auditing – Who Created, Who Updated, When Created, When Updated
  • Document Cross Linking – Across multiple spaces

Team Collaboration

  • Space Wizard – Best Practice of Folder Structure, Content, Templates, Rules and processes
  • Forum Support – Threaded Discussions
  • Simple Email Based Workflow – Embedded URL “approve/reject”
  • Email and RSS Change Notification

Integrated Workflow

  • jBPM Integration – Complex workflow support
  • Dashboard Task Management
  • Compliance – Secure Document Lifecycle Management

Security

  • Security and User Management with Users, Groups and Roles
  • Document Level Security
  • Single Sign-On through NTLM or LDAP

Benefits

Alfresco delivers:

  • Dramatically Increased User Adoption – For all users across systems
  • Dramatically Reduced Cost and TCO
  • Reduced Risk
  • Rapid Deployment


by Dr. Radut.