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possibilities document management with Alfresco

Question asked by thk on Jan 19, 2015
Latest reply on Jan 21, 2015 by thk
Hello,
Our organization (25 employees) needs a new document management(mainly for MS-Office-documents, PDFs). It`s mainly about documents for meetings. Each meeting is about one of several main subjects (there are about 7-8 main subjects). In a meeting are participating several other organizations. For each meeting in general at least one document by each of the eight organizations is generated. Apart from that there is a protocol of each meeting. So altogether at least nine documents per meeting. There are about 10-12 meetings per month.

Now the documents should be sorted as well by meeting as by date(year/month) and documents should be searchable by subject and organization. That means  several views and categorizations should be possible. The documents are not further processed, they should only be filed.

I tried it first with the means of the Windows Explorer. All documents of a meeting was sorted in a folder and the folders was sorted hierarchically in year folder/month folder (Disadvantage: you have to create the year folders/month folders manually).
Now I also wanted to display the documents sorted by subject or organization.

I tried two possibilities:
1. Working with tagging (by subject, organization) of the documents + creating an additional folder structure by subjects and organizations in which stored search queries (by subject, organization) are filed:                                                                                                            

     Disadvantages:
        - for each new meeting first the documents must be tagged
        - only documents, no folders can be tagged
        - Moving of the original documents has the result that the stored search queries don`t find anything anymore

2. All documents of a meeting was sorted in a folder and the folders are sorted hierarchically in year folder/month folders + creating an additional folder structure by subjects and organizations, in which Windows Shortcuts of the respective documents are filed.

     Disadvantages:
        - For each new meeting new shortcuts must be created manually
        - Moving of the original documents or of the Shortcuts leads to the non-functioning of the shortcut

Offers Alfresco here more comfortable methods to configure several views (e.g. the automatically creation of folder structures/categorizations when new meeting documents are available)?

Is it worth the effort to introduce a system such as Alfresco (Community-Version) for our purpose?

Thanks in advance for advice.

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