Document Management Made Simple
KnowledgeTree® is open source document management software that connects people, processes, and ideas. Collaborate, securely store all your critical documents, address compliance challenges, and focus on providing a simple solution that works for your business.
Document Management Software For Smaller Businesses
In the past, document management was a challenge most likely tackled by larger organizations due to the sheer volume of documents they were required to manage. Document Management Software was also priced to fit larger organizations budgets.
Smaller organizations and teams are however increasingly requiring better control of their document lifecycle. Global compliance requirements, geographically dispersed teams and a desire to more effectively manage knowledge, are all challenges faced by large and small organizations alike.
As a result, the Document Management Software you choose to utilize needs to fit your organization's goals, culture, technology capabilities, and budget.
Ensuring Fit With Your Document Management Needs
A well-designed document management system is flexible enough to support both rigid workflows around document and other record creation, retention and destruction, thus ensuring that you meet your legal obligations, as well as a more loosely structured environment that may better support collaboration.
The document management system will not only store your documents but will also importantly provide you with easy access to your documents, whether this be via a powerful search mechanism, tagging and tag clouds, or an easy to use document browse interface.
A modern document management software system will allow you to share documents within your repository via email, direct web links or RSS feeds. The software will support the easy mapping of your organization or industry's standard document types and metadata (information about the documents) into the repository. The system will also provide you with a powerful but easy to use mechanism to control who accesses which documents, whether they are allowed to edit the documents and whether the documents may be emailed out of the document repository. The system will also provide your organization with access to your documents via familiar interfaces, be they web-based or from within common office productivity applications.
Document Management Software Purchasing Considerations
When selecting document management software, the following may be useful to consider:
- Is the software easy to use, presenting user interface and filing concepts familiar to users?
- Does it allow you to meet your organization's goals and fit your culture i.e. the software's workflow capabilities should have the flexibility to provide you tight control over your document lifecycle or a more loosely structured system.
- Is the software accessible from existing tools such as Web Browsers, Office productivity applications and email applications (such as Microsoft Word, Excel and Outlook), and the Windows Explorer.
- Is the software available in a form that makes best sense to your organization: whether you need the document management software installed on your own network or would like to purchase the "Software as a Service" and leverage the vendor's infrastructure.
- Document management is a long-term commitment: ascertain whether the software you choose to utilize will lock you in indefinitely, or whether you have access to the software's source code and the freedom to choose how you utilize the software.
- If you intend on installing the software on your own network, it should support the technology you already utilize within your enterprise, whether this be Microsoft Windows or Linux server software, Directory Servers and storage devices.
- The software should have lightweight, modern web and graphical user interfaces that work well over your Intranet, Virtual Private Network and even Internet, allowing your remote users efficient access to the document repository.
- The software should allow you to secure your documents in the repository, whether this is through a fine-grained but intuitive access control system, standard's based SSL/TLS encryption of communications to the server software, or the encryption of documents within the repository itself.
- The software should provide support for common tools used for the volume digitization of paper documents and integration with other devices that generate digital documents such as fax servers.
- If you intend on integrating the document management system with other software within your enterprise (for example CRM and ERP software), the software should have an ecosystem of pre-built 3rd-party application connectors and strong, standards-based integration technologies and developer APIs that support further integration (such as WebDAV, SOAP Web Services, JSON, and XML interfaces).
Document Management, Compliance & Collaboration…Sorted
Connecting People
- Work towards the same goals - create, collaborate, communicate & connect with remote coworkers with ease
- Support geographically dispersed teams by accessing KnowledgeTree from anywhere
- Customize your dashboard view to reflect what’s important to you & your role within your business
- Align security with business roles to control access & monitor document activity
- Speak the same language - professional German, French, Italian & English translations available
Connecting Ideas
- Store, share & organize your documents to fit in with the way you work
- Powerful indexing & intuitive search options ensure that you quickly find the information you’re looking for
- Cover all the bases with full text search on numerous document types
- Work on the latest material - access all prior versions of your document to avoid redundancies & replicating work
- Quickly share all your new material - import documents in bulk with ease
- Scan documents & reduce paperwork
Connecting Processes
- Cut the cost of doing business by improving your business processes & reducing human processing
- Build & sustain competitive advantage by examining processes & identifying improvements
- Map processes to business roles to get the right information to the right people
- Eliminate uncertainty – standardize working methods to get what you want from your workforce
- Improve customer service - consistent processes lead to greater predictability in customer response levels
Business Benefits
How KnowledgeTree Contributes
One of your organization's most valuable assets are its documents. They represent your organization's knowledge and memory. Contracts, proposals, emails, research papers, images and sounds files need to be secure and available when you need them. KnowledgeTree gives you the platform to manage your documents and collaborate with your co-workers for document productivity.
Sales & Marketing
| Benefits | How KnowledgeTree contributes |
Manage customer contracts
Decrease sales cycle times
Create a uniform brand perception with a shared global brand asset library
Access company knowledge
Optimize communication between marketing, sales and services teams
Reduce new employee ramp up |
KnowledgeTree connects the sales team to past proposals, contracts and knowledge resources and in the process optimizes communication to shorten sales cycles and improve win rates. |
Research & Development
| Benefits | How KnowledgeTree contributes |
Secure your research documents
Collaborate with peers
Manage your knowledgebase
Link documents |
Is your organization's knowledge safe? What happens if an employee decides to move on? Will the company knowledge be available for those people that follow? How do you manage the multiple versions when your R&D team collaborate around a new project?
KnowledgeTree provides the secure platform to look after all your documents. Your documents are safe and accessible whenever you need them. You can view previous versions, initiate workflows, link related documents and collaborate with your research colleagues. |
Manufacturing
| Benefits | How KnowledgeTree contributes |
| Implement your Quality or Environmental Management system |
Would you like to implement a quality or environmental management system in your organization? Are you currently running such a system but find managing all the documents time consuming?
KnowledgeTree gives you all the control, security, workflow and audit features needed to support the implementation of quality and environmental management systems in your organization. |
Human Resources
| Benefits | How KnowledgeTree contributes |
Provide ‘self-service’ for employee processes, such as leave applications
Collaborate around writing job specifications
Add rigor to the recruitment process
Securely manage all employee contracts
Keep all performance review templates & results safe |
Managing your people processes from recruitment to performance review is document intensive. Job specifications need to be written and maintained, resume’s collated, contracts managed, and performance reviews collated.
Whether documents are for public ‘self–service’ or restricted viewing for senior management, KnowledgeTree’s strong security model provides the ideal platform to manage human resources processes. |
Contract Management
| Benefits | How KnowledgeTree contributes |
Scan and OCR contracts
Schedule time-based alerts for contract review |
Managing multiple contracts can be a hit and miss affair.
KnowledgeTree provides the security and intelligence to make sure that your contracts are safe and that you are notified when contracts are up for review. |
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