Business documents forms the core of day-to-day operations for any company. They are literally the lifeline of business operations without which any organization will cripple easily. Generally, there is no central repository of business documents generated in different departments. Manual document management not only makes the entire process cumbersome, but also introduces delay in business processes. You can use a free and open source document management system like OpenKM to power your organization's document management system. Let's see the advantages of deploying a dedicated document management system and how it adds value to the entire business process.
Knowledge-base management - Business documents generated in different departments across the organization are the primary source of vital data that helps in formulating critical business decisions. With a specialized document management system, you can easily create a central repository of business documents that acts as a powerful knowledge-base for the entire organization.
This greatly helps in data-mining and information retrieval in a timely manner. With OpenKM, you can create a powerful central document repository with advanced search functions. You can even search within a large document through a tag cloud or through a search box.
Secure distribution & access - With a centralized document management system like OpenKM, you can not only keep the entire document library secure, but can also ensure rule-based secure access to individuals. You can also enable document-level collaboration with version history.
This is very useful feature for marketing and IT departments. OpenKM comes with powerful plugins that lets you share the documents through 3rd party document editing software. On one hand employees find it comfortable to work on a document through their favorite document editing program, and on the other hand, secure access ensures no information is leaked to unauthorized individuals. Document locking and read-only sharing is two of the major features that ensure micro-level access control for each employee.
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