Open Source Document Managament Systems (DMS) are increasingly used in companies from different sectors
They combine the low risk of a free DMS with the benefits of a paperless office
Generally speaking, using a document management software will help you achieve significant time and effort savings when searching for a document. Moreover, you will need less expensive storage since you are legally able to destroy the original paper-based document once it is archived audit-proof. Using a DMS has many more advantages, for instance a powerful automatic text recognition (OCR) in order to enable full-text search.
You can combine these advantages with the benefits of an open source based software. From a monetary point of view, open source software is free to use and high charges for closed source solutions can be avoided. In case you still need support from an open source DMS: These costs are usually low since the creators of the software are using already existing software components. This economic advantage is passed most of times to the end user.
Another advantage of an open source document management software is the flexibility. Many companies need a custom solution for their existing ERP, so they can connect the DMS with their company software system. An open source code allows the user to adjust the DMS by himself. No expensive external tools are needed and the user has full control over his system, which results in a safe and reliable architecture.
Summing up, using an open source document management solution is especially useful for smaller and medium sized companies. Since open source software can be used for free, there is a low risk for companies when they are just starting out with document management. The need of paying a high amount of money for proprietary software is no longer given, when there are still uncertainties about how a DMS will benefit the own company. Not only companies profit from an open source DMS, but also private users who want to organize their documents at home for free.
Are you interested in the basic functions of a DMS? Take a look at our video, where we demonstrate simple actions within a system (please enable english subtitles).
The list of open source software providers for document management systems is long. Many of these are on the market for several years and are and are constantly improved. Some of these providers are:
Each of these providers has its own advantages and a field of application in which it is specialized. Due to the fact that each company has individual requirements, we do not consider a general comparison to be useful.
However, in the next chapter we will list a number of factors that will be crucial in almost every company. This should help you when choosing the right system for your company.
When choosing the optimal open source document management software, there are a lot of criteria which should be considered. Even smaller features, like a disk image, can benefit greatly, once it is an important criteria for a company. While we cannot list every possible point here, we are providing you a list of aspects which are crucial in nearly ever company. If you are looking for an open source DMS, you should consider the following key points among other things.