Here's some of the top technology challenges IT managers need to think about in 2013 and over the next decade. 1. Cloud Computing 2. Online applications 3. Social networks and software 4. Document Management and Collaboration 5. CRM 2.0 6. Unified Communications 7. Web 2.0 to Web 3.0 8. Business Intelligence 9. Virtualisation / Green IT 10. Enterprise Mobility
As a small business owner, partner or employee you juggle many tasks. If you don't have a good document management software, you will be wasting a lot of your valuable time trying to find the documents needed. But that doesn't mean you need to pay for an expensive Document Management System (DMS). Here is a detailed comparison of some of the free open source document management systems available.
- Cost Savings: The cost for filing cabinets, supplies and the real estate required to store them on site is substantial. If a company uses an off-site storage facility the cost to store and retrieve files is even more expensive. Add to this the cost for filing clerks and the downtime required to find specific files. With digital systems, there is a cost for the scanning and filing technologies, but once digitized, the cost for data storage and retrieval is quite low. - Searchable Text: When a document is scanned, OCR examines the text and creates a digital version of the contents. This text is stored with the document, creating a file that can be searched by any employee. - Security: The difficult task of securing confidential information is simplified with a digital document management system.
“OpenKM is an open source tool that lets you manage your documents online. You can version your documents, manage users, share select documents with select users, and much more...You can upload documents in folders and share them with the users you want to, using the access-management mechanism discussed above. OpenKM also has a privilege-control mechanism for all documents; you can fine-tune the privileges each user has for a document...Once users have access to a document, they can subscribe to it, and will get a notification whenever the document is changed...Users can check out documents before changes, so that there is no confusion with someone else updating it simultaneously. Once an updated document is checked in, the new version is available to all...OpenKM also integrates knowledge management with workflow, mails, and chat too.”
"Having the right collaboration tools is a key to success, even in a small business. If you're running a small or medium-sized business, you might want to consider setting up the Alfresco open source content management system to boost document sharing, collaboration, and more. For many businesses, Alfresco functions as an alternative to Microsoft Sharepoint.
Why does a small business need collaboration, content management, and document sharing in the first place? If you do any kind of knowledge work, even in a smallish business, you're probably producing quite a bit of information. I've worked for quite a few startups and small businesses, and the amount of data that ends up trapped in email is astounding.
Alfresco does have a bit of a steep learning curve...The ultimate result, however, is worth it."
No doubt about it: All of the things that are related to document management and ECM might seem a bit confusing and complicated. If looking for answers and information on how to manage the flow of information in your business seems bewildering, because of the endless number of acronyms and new concepts, don’t worry. You’re not the only one – it’s happened to all of us.
Advances in technology keep changing the way businesses operate. In today's world, the need for printed documents has diminished as most documents can be prepared, transmitted, edited and viewed via a computer or ...
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