Are you looking for a way to streamline your business’s organization methods? Using a document management system (DMS) is a common practice when it comes to keeping your documents organized electronically. A DMS allows you to quickly and effectively organize and manage documentation to ensure that your day runs smoothly but buying and maintaining a DMS can be expensive – enter open-source document management systems. We’re going to go over what open-source DMS is as well as the top five open-source document management systems out there.
What are Open Source Document Management Systems?
A DMS acts as an electronic filing cabinet – except a lot more advanced and better organized. A DMS goes far beyond sorting documents alphabetically as a typical filing cabinet would. It tracks, stores, manages, and accesses documents at the click of a button. It not only stores digital documents but also converts paper documents into digital docs so they can be stored electronically forever. DMS can be expensive and often unnecessarily – especially since there are so many open-source document management systems available either for free or for a small fee.
The definition of “open source” in this context means that the original source code is freely available and can be used openly by anyone. You can use it as-is or modify it to fit your needs. Paired with the right agency management software, a DMS will help you streamline business operations.
Top 5 Open Source Document Management Systems
Have we convinced you that an open-source document management system may be the way to go? Here are five of the best worth considering, no matter the size of your business.
1. OpenDocMan
OpenDocMan is known for being one of the best open-source document management systems around. Not only is it free but it’s also web-based so it can be accessed from anywhere rather than just your work computer. It’s written in PHP, which is designed to comply with ISO 17025 and OIE standards for document management and used by large and small businesses as well as government agencies, educators, and individuals.
Further benefits of OpenDocMan include:
- Supports multiple operating systems, including Linux, Unix, Mac Os X, Windows 2000, Windows XP, Windows 2003, Windows Vista and Windows 7
- Supports multiple file types
- Created for both the individual user and departmental workflow
- Automated document review process
- Optional email notifications put in place before or after a review
- Controllable access control for each individual file
- Businesses can set email notifications before and after a review to keep the workflow effective
- Quick browsing option by category, department, user or by scanning the entire document
- Locating files is quick and easy
2. Kimios
Kimios is optimized to help companies with a large document flow stay organized. This is especially useful for busy departments like human resources and accounts with an abundance of documentation flowing in and out daily.
Further benefits of Kimios include:
- Fully accessible from any browser making remote access easy
- Designed to fit any web standards, providing a complete user experience
- Create and edit documents
- Upload and systemize documents
- Content and metadata are indexed for each document
- Combines multiple search criteria, creating a powerful document search engine
- Supports text, images, video, 3D objects and more
- Plenty of collaborative features, including check-in and check-out options, version control, and customizable workflows
3. Alfresco Community Edition
Alfresco Community Edition is an open-sourced version of Alfresco Content Services for those who have the capability to self-support. It is written in Java, uses PostgreSQL to store its database, and is both free and widely available.
Further benefits of Alfresco Community Edition include:
- Ideal for developers who want to work with the latest Alfresco features in non-critical environments
- Compatible with Windows and Unix operating systems, but not restricted to them
- Offline and mobile app features make remote access easy
- Collaboration with tools such as task lists, version tracking, and team sites
- Easy to modify and extend the Alfresco software according to your company’s needs
- Keep track of employee performance
4. LogicalDOC Community Edition
Similar to Alfresco Community Edition, LogicalDOC Community Edition is the open-source document management version of LogicalDOC. Although this version does not come with the same features as the paid LogicalDOC version does, it is free of charge and offers its own range of benefits.
Further benefits of LogicalDOC Community Edition include:
- Web-based system making remote access easy
- Integrated address book contacts to keep track of new and existing clients
- Compatible with mobile apps on both iOS and Android
- Tag documents with TagCloud
- Document version control
- Internal messaging system allows for easy communication with collaborators
- Files can be checked in and out with an option to email or download review tickets
- Multilingual full-text indexing
- Dropbox integration
- WordPress explorer component
5. OpenKM Community Edition
OpenKM Community addition is another free version of OpenKM. It is accessible via the web making remote access easy and is a great option for businesses with few users and non-critical data.
Further benefits of OpenKM Community Edition include:
- Available for use across a wide variety of operating systems, including Windows Server, Linux Mint, Red Hat, Fedora and CentOS
- Upload/download documents via zip files
- Runs on a Java platform
- Share documents via web and email
- Exposed API functionality for CMIS, SOAP and Rest
- Can be accessed via mobile devices
- Can be integrated with any TWAIN scanner
- Messaging/chat within the software
- Extract metadata from files
While there is a range of open-source DMS out there, we included some of the best available, regardless of the size or complexity of your business. It is not necessary to spend an arm and a leg on a DMS. There are plenty of options available that are not only highly effective and efficient at keeping your documents organized but also free of charge.
