PROCERGS modernizes statewide document management with Alfresco
PROCERGS replaced costly, inflexible legacy document management technology with Alfresco, gaining a modern, open-source platform that delivered better performance, lower costs, and internal autonomy. Today, Alfresco serves as a secure, centralized repository supporting tens of millions of documents, hundreds of concurrent users, and long-term scalability across multiple state agencies.
The Challenge
PROCERGS develops technology solutions for the state executive branch. Its mission is also to provide digital solutions that transform public services and improve the citizen experience.
PROCERGS was dissatisfied with the high costs associated with its existing document management technology. Compounding the problem, the technical support available at the time failed to resolve several critical issues.
To address these challenges, PROCERGS sought a more modern solution that would offer better performance, more reasonable pricing, and effective support. One key requirement was that the new solution be based on modern, open-source technology, allowing the organization to read and understand the source code and enabling its internal team to resolve future technical issues independently.
Another important requirement was the ability to implement internal changes and interface customizations within the system. After conducting a market analysis of several ECM solutions and completing a proof of concept with Alfresco by Hyland, the organization selected Alfresco to replace its legacy technology.
Concurrent users interacting with the repository
of total stored data
Systems integrated with Alfresco
Solution
Alfresco is built on open standards, including vendor-neutral universal formats, APIs, rules, and protocols that enable interaction between different systems. This makes the platform highly integrable and customizable to meet the organization’s business needs.
The project was designed so the platform would serve as a central repository, storing documents from solutions used by various state agencies, such as the Department of Motor Vehicles (Detran), Civil Police, State Department of Public Revenue, and the State Department of Health, as well as systems developed by PROCERGS itself.
Although the repository contains documents from multiple state agencies, it enforces strict access controls by system and user. These controls restrict document searches and access exclusively to authorized users, eliminating the possibility, for example, of a Detran employee accessing documents belonging to the Civil Police.
As a result, Alfresco functions not merely as a content repository, but as a powerful document management platform offering version control, upload and download capabilities, and management of all file formats.
Currently, 68 systems interact with the Alfresco repository, generating an average of 185,000 new files per day. This equates to approximately 600 million files stored and 515 TB of total data volume.
Documents can be easily retrieved using Alfresco’s search engine through keywords or a unique ID. The system automatically assigns metadata—such as creation date and author—to further streamline search and retrieval.
The use of open standards was one of the most important premises of the project, along with having the interfaces implemented internally by the organization. As a result, we are building a single repository, independent of where the information originates or which system manages it.
Results
implement, maintain, and evolve solutions that integrate directly with the platform, reducing reliance on external vendors. The solution’s durable and sustainable architecture has been proven over time, with PROCERGS using Alfresco as its central document repository for more than a decade. Alfresco also enables the organization to store very large volumes of content while supporting more than 650 concurrent users with robust, permission-based access controls.
By connecting all systems to a single, centralized repository, PROCERGS has optimized daily operations, eliminated document duplication, and increased the overall reliability and consistency of information across the organization.