Retention schedules
Associate retention rules with document types, dates, metadata, and the policies your organization has approved.
Records management and compliance
Keep important records organized, governed, and ready when they are needed.
Bring business records out of shared drives, inboxes, and disconnected systems. OpenKM gives your team one place to classify content, apply retention rules, limit access, preserve history, and retrieve supporting evidence.
Core capabilities
Put policy into day-to-day practice.
Audit history
Review document activity, workflow decisions, and administrative events when accountability matters.
Version control
Preserve earlier versions and maintain a dependable history without creating uncontrolled copies.
Role-based access
Limit sensitive information by user, group, or role and separate responsibilities where required.
Reviews and approvals
Route content for review, acknowledgment, approval, or an authorized disposition decision.
Metadata and search
Use structured fields, categories, full-text search, and saved criteria to find the right material quickly.
Practical applications
Useful wherever evidence must be kept and found.
People and legal files
Manage employee documentation, contracts, agreements, and related correspondence with appropriate access.
Finance and operations
Keep invoices, supporting documents, vendor files, and project records together with useful business context.
Policies and audits
Maintain controlled procedures, quality documentation, certification records, and evidence packages for review.
Records programs often build on document management, controlled review workflows, and connections with business systems.
A practical lifecycle
Give each document a clear path from arrival to final disposition.
Capture and classify
Import content, identify what it is, and apply the metadata needed for ownership, search, and policy decisions.
Retain and review
Keep information for the appropriate period, notify responsible users, and document review outcomes.
Dispose with authorization
When the policy allows it, route the decision through an approved process and retain evidence of responsibility.
Scope note: OpenKM provides controls that can support records governance and regulatory programs; it does not make an organization compliant by itself. Results depend on applicable legal obligations, internal policy, configuration, implementation, and ongoing operating practices. Retention design, migration, integrations, workflow design, training, customization, compliance analysis, development, and project management are professional services unless expressly included in an approved proposal.
Frequently asked questions
Important details before you choose a plan.
Does OpenKM guarantee compliance with a specific regulation?
No. OpenKM can support a compliance program through permissions, history, workflow, metadata, and retention-related controls. The organization remains responsible for its legal requirements, policies, configuration, and operating practices.
Can OpenKM manage both active documents and formal records?
OpenKM can manage documents through creation, collaboration, review, and longer-term governance. The exact lifecycle, permissions, and retention approach should be validated for your requirements.
Is retention configuration included with the subscription?
Not unless it is expressly included in writing. Policy analysis, retention design, advanced configuration, testing, and implementation are professional services.
Can OpenKM connect with other business systems?
Integration may be available through APIs, connectors, or custom development. Feasibility, scope, and pricing require technical review.
OpenKM SaaS
Build a records program your team can actually operate.
Tell us what you retain, who needs access, how audits are handled, and where the documents live today. We will help you define the appropriate software and professional-services scope.