Turn your information into knowledge

Introduction

Some of the challenges organization's knowledge management:

  • It is difficult to find the information distributed throughout the organization.
  • Organization's diverse geographical locations.
  • The work is done individually.
  • Worker's hidden skills.
  • Learned information is not being reused.
  • Information cannot be accessed from outside the office.
  • Reusing knowledge is faster than creating it again.
  • The knowledge must be stored in order to be reused.
  • Barriers to information sharing.
  • Lack of communication and information sharing.
  • Undefined organization' objectives.

Objectives

Knowledge management requires the implementation of a model that relates the processes of learning and the capturing and transfering of knowledge with everyday activities.

The capture of know-how is not, by itself enough. In some ways, appropriate attitudes must be encouraged and a culture of enterprise's mutual support must be fostered.

Learning tools and techniques should help create a favorable culture and predisposed attitudes towards sharing.

Basic characteristics of a knowledge management model:

  • Promote connectivity between systems..
  • Create a working network or practical communities to share the know-how. Identify people with common interests or disciplines.
  • Identify how to capture what has been learned to reuse it.
  • Manage the evolution of know-how.
  • Foster a culture within the organization that encourages networking between people and collaborative work.
  • Establish processes to automatically distribute the information when it occurs to those people who may have an interest in making use of it.
  • Remove barriers that prevent information from being shared.
  • Universal Access to Information.
  • Implement tools to connect people and processes.
  • Identify knowledge leaders in key locations.
  • The system must be flexible allowing it to adapt to changing processes within the organization.
  • The model must be periodically renewed.
  • Set strategies to codify the knowledge.
  • Set processes to transfer the knowledge.
  • Identify responsibilities and competencies.
  • Set processes to automatically identify information when is produced.
  • Encourage system integration.

"Capturing and transferring the know-how of the Foinaven (northern Scotland) and Gulf of Mexico bases was a key factor in reducing planned development costs by 50 million dollar".

Director of Development.

Features

Define a taxonomy

OpenKM allows you to set a single access point to all information using a taxonomy. The security model helps you to set what information users can access.

  • Simple for the user.
  • Basic functionality already built.
  • Easy and quick to deploy.
  • Helps to analyze results.
  • Simplifies processes.

Identify

Based on a Learning model and using existing data within the repository itself, OpenKM captures and identifies information for distribution and reuse.

Automatic cataloging

OpenKM allows you to automate recurring processes using automated tasks. These processes allow to reduce costs, minimize human errors as well as to discourage the users of the accomplishment of performing repetitive tasks that do not contribute to the knowledge.

OpenKM tasks are based on documents events - like a firewall paradigm concept, validate the rules and apply defined actions - helps you to automatically set your business logics. You can set rules based on events, for example move a document to a new destination, change security, apply document transformations (converting to PDF with group compression) among others. Thanks to OpenKM plug-in architecture, it is possible to make it easily extensible.

Tracking

OpenKM offers a complete and configurable audit trail. It allows you to have documentary evidence of the sequence of activities that have affected at any time a specific operation, procedure or event.

Connectivity

REST, SOAP and CMIS Webservices

Networking CIFS, FTP and WebDAV protocols supported.

OpenKM can be quickly integrated with third-party applications. There are available integrations with Bonitasoft BPM, Joomla, WordPress, Google Drive, Microsoft Office, Vtiger among others.

Modules

  • Multitenant.
  • Mail archiver.
  • Digital Signature and Cryptography
  • Integrated BPM engine.
  • Stamp ( Watermark ).
  • Reporting engine.

Knowledge base

OpenKM allows you to create one or more repositories of knowledge and make them accessible to the entire organization. You can find a practical example at https://docs.openkm.com.

The Knowledge base for example, helps you to quickly build a business directory.

Manage correspondence

OpenKM can be used to store all correspondence of the company, printed documents - through digitization processes - as well as emails, can be saved into the repository.

Create distribution channels

Automatically distribute custom information for users or groups of interest as it is produced within the repository.

Collaboration

  • Universal multi-device access.
  • Task management.
  • Calendar.
  • Forum.
  • Wiki.
  • Notes and annotations in documents.
  • Collaborative editing.

Help in decision making

Help in data consolidation for decision making (DSS Decision Support System).

Automatic reports for control.

Automatic metadata capture

OpenKM Zone OCR is a data capture and document processing. It is designed to transform streams of documents of any structure into business-ready data. Thanks to OpenKM architecture it is possible to integrate with commercial technology like Abby Flexicapture, Kofax and Cognitive Forms among others.

Advanced preview

There are available extensions for previewing AutoCAD and DICOM files. Thanks to OpenKM plug-in architecture, it is possible to make it easily extensible to other formats.

Version control

Version control is the management of changes to documents. Changes are usually identified by a number or letter code, termed the "revision number". Each revision is associated with a timestamp and the person making the change. Revisions can be graphically compared, restored.

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General inquiries

Open Document Management System S.L.

Email:
email
Phone:
+34 605 074 544 ( Spain )
Phone:
+1 800 793 8369 ( USA )
Fax:
+34 605 074 544 ( Spain )
Headquarters:
c/ Bunyola 13, 07004 Palma de Mallorca, Balearic Islands, Spain

Europe: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 19:00 pm CEST for immediate assistance. Currently it is Monday 03:06 am in Palma de Mallorca-Spain.

USA: Please call +1 800 793 8369.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EST for immediate assistance. Currently it is Sunday 21:06 pm in New York-USA.