A DMS is a simple way of organizing, securing, capturing, digitizing, and tagging your business content. Document management software can help your business to increase productivity and efficiency, reduce costs, become more organized. A document management system has many benefits that can help your company to reach new levels of success.
Here are 8 reasons why do you need to consider utilizing Alfresco as the document management software.
1:- Increased Productivity and Efficiency
Document management system inevitably increases both productivity and efficiency. With this software, all of the company’s documents and content are digitally stored in one place, making it easily accessible from any computer with Internet access. A large number of document types can be viewed online without the downloading or opening the document in a different application. Alfresco document viewer can support a range of formats including most office files, images, photographs, scanned documents, video files, and audio files.
2:- Easier Search & Retrieval
With the Using Alfresco software built-in document and data search function, you can access any file – old or new – within seconds, instead of having to search through potentially thousands of folders to find the file. Once the file is found, it’s easy to share the file with other team members or email it to a client. Alfresco uses Solr engine for search by default, which makes this activity strong.
3:- Document Management Audit Trail
Alfresco is an open source document management system that can handle any of your business-critical content. Alfresco services allow users to track who changed what and when.
4:- Open Source
You can deploy Alfresco Community Edition on your own server and set it up without spending money for the license, which is quite similar to the enterprise edition, and good enough for most of the small and medium enterprises. For more powerful, complex and wide-spread use, Enterprise Edition is recommended.
5:- No Vendor Lock-in
When you deploy a proprietary software, you are bound to take the support and further customization services from the same vendor. In open-source technology such as Alfresco, the customers don’t have to rely on the same vendor who customized and deployed the solution. Since the source code is with the customers, they have full liberty to change the Alfresco service vendor in case of dissatisfaction with the earlier vendor.
6:- Scanning Capabilities:
If you have a lot of documents for the scan to create a digital archive of them and that’s where Alfresco DMS shows up as a great help. You can integrate it with the scanner to move the scanned document directly to Alfresco. You can also integrate OCR indexing tools like Ephesoft or Chronoscan to extract the values from the scanned documents and using in Alfresco as metadata. It reduced the human-intervention in data-entry jobs and makes the process faster, more accurate and cheaper.
7:- On-Premise as well as Cloud
Alfresco can be deployed on-premise if the IT infrastructure management is suitable for the client organization. It can be deployed on the open-source stack combination server and database such as Linux and PostgreSQL. Many organizations are now moving towards the cloud to have a seamless experience of the system without having to worry about the IT infrastructure. Alfresco is a cloud-ready platform.
One of the biggest advantages of Alfresco is that is a highly scalable as an Enterprise Content Management platform. It has the capacity to cover documents and processes covering different workflows, departments, locations, and functions. An Alfresco deployment starting with a small functionality keeps on spreading through the intersections of different collaborating teams and keeps being adopted by more users.
At ContCentric we have Alfresco certified developers who design and develop a document management system as per your business needs. Do contact us for knowing more about how DMS can improve the digital business flow of your organization.