An Ideal Document Management System

Synchronizing All the Documents and Recordson Single Platform

Client is an organization that manages the projects of city planning, city development covering various other departments which include water, land, legal and likewise.

Challenges

Maintaining extensive documents of the project was a tedious task for client. It used to have various issues such as difficulty in finding and accessing inter departmental files, management of physical document specifically old and worn out paper and various such aspects.

This used to result in task mismanagement, thereby making the processes time consuming. Hence, there was a need for a document management system along with work flow.

Solution

Tools & Technologies

Alfresco was found to be the right platform for this purpose. This is an open source web CMS which is ideal for document management. The platform provides image level search and indexed files for fast access. Also, it includes custom workflow for Business process management. Apart from all these Alfresco also possesses other features that include Integration with other platforms like liferay, MongoDB along with other front end processors.

Other than that, Alfresco is also configured with Activity engine and Java Business Process Management or the JBPM engine which is also an open source framework. Besides, it also includes Content Management Interoperability Service (CMIS) compliant and hence could exchange content internally with other platforms based on same compliant

Alfresco

Features

Ensured information security

Hierarchical document and user management

My SQL

Integration with mobile applications

Scanned image searchable in the system

Central Document Management System across all department

Audit trail

Document control access

Easy and secure access of documents

Advance categorized search such as by department, authority, location, file type, content etc.