Document Management Software
Maximize the value of enterprise content
Content chaos results when documents are stored in multiple places — on paper, on laptops and USB sticks, in email and network drives and across various repositories and file-sharing sites. These content siloes drain business productivity and increase security risks. A modern, open-source-based document management system changes everything.
Document management software from Alfresco lets you get content under control, with seamless information governance and effective GDPR compliance that directly translates to tangible business benefits. You can break down silos and enable productivity, anywhere, with a world-class enterprise document management system ... and so much more.
Document management software features
Gain actionable insights from your content with a complete document management solution. Unlock business information from static documents with document scanning and capture. Extract valuable insights and analytics with AI and machine learning. Deployment options — cloud, on-premises, or hybrid — let you manage your documents exactly the way you wish. For a complete document management solution, look to the Alfresco Cloud, a fully managed cloud-based PaaS document management system.
Powerful search and discovery
Quickly find the exact document you're looking for, whether there are thousands of files, or hundreds of millions of files in your document management system.
- Powerful search features like instant search suggestions and filters let you retrieve relevant content faster.
- Smart folders make content discovery easier by grouping files based on what they are, rather than where they are stored.
- Access your content from mobile, desktop, web, and even common productivity applications and support work-from-anywhere using familiar devices and interfaces — no learning curve required.
- Alfresco Federation Services offers an easy way to search and manage content across more than 60 world-leading business enterprise document management software applications such as OpenText, OpenText Documentum and IBM FileNet.
Integrate content into processes
Maximize the value of your content with a powerful combination of enterprise document management and workflow capabilities, and open up endless opportunities to make business flow better. Information gets to the right person, at the right time, in the applications and devices people are already using to get their jobs done.
- Rich metadata models, or properties, can be used to move documents automatically through a business process or records management lifecycle.
- Built-in workflows simplify document review and approval, while custom process definitions can streamline any content-intensive activity.
- Folder rules trigger automated actions for repetitive tasks, freeing people to focus on more important activities.
Secure business-critical content
Enterprise-grade security controls and integrated records management capabilities protect valuable business content at every stage of its life.
- Multiple layers of access permissions — for file libraries, folders,and files — let you control who can view, update and delete documents.
- Document versioning, including full rollback functionality, simplifies document tracking and protects file integrity.
- Simple, automated records management strengthens and demonstrates compliance with information governance policies for the entire document lifecycle.
- Alfresco Cloud, a fully-managed services offering (PaaS) is cloud document management at its finest, offering enterprise-level security and compliance all the way to users' devices — while maintaining simplicity and ease of access.
Alfresco ECM capabilities
Alfresco Content Services provides open, flexible, highly scalable Enterprise Content Management (ECM) capabilities. Content is accessible wherever and however you work — regardless of location, repositories, or devices and easily integrates with your other business applications.
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Document Management Software FAQ
Document management software helps to store, access, manage, control, and track digital documents and electronic images of paper-based information that has been captured through document scanning technology, or ingested as a digital document. Document management systems can be very simple solutions to help share, manage, and organize digital files, or they can be a part of a sophisticated enterprise content management system with enhanced capabilities to support information governance, records management and more.
A document management solution creates a central location to capture and store your organization’s document-centric information. This makes finding current versions of documents and information much easier, and allows workers to focus on their roles rather than hunting down pieces of paper or digital assets across repositories and silos. Some document management systems offer additional features to enhance security, document tracking and sharing.
When choosing document management software, it’s important to consider its ability to integrate and extend other line-of-business systems, so that content can be available across a range of business applications (such as Salesforce and SAP).
Consideration also needs to be given to how users will interact with the system. Different people want to work in different ways — on mobile devices, via web browsers or directly from the desktop.
Open document management system software lets you enrich content information via systems that can extend core functions — for example, off-the-shelf AI and machine learning technologies.
While a document management system allows you to manage and control documents across your organization, an enterprise content management (ECM) system offers much broader capabilities for managing and controlling access to a variety of file types — not just documents — and may include additional capabilities including workflows, business process management, and information governance. Today, ECM is being replaced by content services platforms.
The advantages of a cloud-based document management system include reducing the burden on IT for system infrastructure, maintenance, scalability, redundancy and security. Updates are automatic. Some cloud-based document management systems offer the benefit of very low-cost, long-term archival storage like that available through Amazon AWS Glacier. A Platform-as-a-Service (PaaS) content services solution provides end-to-end, fully managed content services.