No matter the size of an organization, it has to go with the flow of the documentation process where we create, organize, and manage the documents that run the organization smoothly. This process is maintained by Document Management System (DMS).
DMS plays an essential role in an organization that helps to organize the documents that make it easy to find and edit the required document or information.
Several document management platforms are available in the market, which can be chosen as per the requirement in this Top 15 open-source DMS Tools in detail.
let’s take a look at the topics that are discussed in this article:
Document Management System is the process where the system and software are used to store, maintain, and track electronic documents and images. Document management system as software organizes and controls the documents across the organization.
It includes document repositories, content capture, information retrieval systems, workflow, COLD/ERM, and output systems.
DMS provides the most basic functions to impose controls, management capability, and content management.
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The key features of the Document management system are as follows:
Document Management System (DMS) helps to save lots of time in search of documents and versions, as it helps to organize the documents. Depending on the solution required, a DMS can retrieve documents using a word or phrase used in the document.
DMS also allows us to access documents remotely. It comes with an intuitive interface to store, manage, and track files in a free manner. The electronic document management software helps to get rid of storing physical documents and saves lots of storage space.
Let’s dig into the Top open-source DMS Tools.
First on the list is Bitrix24, which provides users document management solutions both on-premise and in the cloud and can move your setup to a private server whenever it is required to access its source code. It offers a complete suite of communication and management tools for the team that includes file sharing, CRM, calendars, time management, and more.
It keeps track of activities that enables us to chat individually and in groups, automate our marketing strategies, design website landing pages with high conversion rates, and manage our projects and tasks using Gantt.
The features of Bitrix24 are as follows:
Second, is Google Docs, which is the most popular free document management system that is available in the market. It is a cloud-based software that allows us to maintain all the documents on its cloud interface.
Google Docs enables us to achieve control over all the documents and manage them to give the utmost efficiency. It offers smart writing and editing the documents with hundreds of fonts and styles.
The features of Google Docs are as follows:
The next DMS tool is Igloo that enables organizations to evolve into the digital workplace. It provides features such as forums, read tracking, subscriptions, broadcasts, calendars, and Wikis.
As Igloo is an Azure cloud-based platform, it focuses on solving problems over collaboration, communication, knowledge management, culture, and engagement.
The Igloo platform provides the following best features:
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Next on the list is Kimios, which is an open-source document management system used to store, create, track, and edit documents. It offers smart digital workflow and document control. Kimios is primarily used for busy departments such as accounts, Quality services, Human Resources, etc. with documentation flowing in and out regularly.
The following are the features of Kimios:
Krystal DMS is another highly innovative web-based DMS Software that enables users to install, configure, and use the system easily. It offers advanced features such as detailed audit, multilingual support, and indexing that help the user to manage documents efficiently.
Krystal DMS allows users to manage and process valuable and sensitive documents.
Let’s check out a few features of Krystal DMS.
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Next on the list is Logical Docs, which offers various features and makes it easy to manage documents, even files, and folders. This open-source is a high-performance, intuitive document management system that provides the power of enterprise document management from medium to large organizations.
It enables users to create, coordinate, and co-author any number of documents.
The features of Logical Docs are as follows:
Mayan EDMS is also a highly in-built electronic DMS software that enables the user to run a program in Python and works on the Django web application framework. It provides highly advanced workflow management that allows users to manage documents easily.
Mayan EDMS is also available in professional and community versions.
The following are the features of Mayan EDMS:
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Next in the list is M-Files, which manages information with the help of metadata. It is an AI-based open-source document management system that can support on-premises, cloud-based, and hybrid models. This tool is used to track the document versions and can access the content efficiently.
M-Files is used for corporations who are looking for an unconventional document management system for an accessible working environment.
The following are the features of M-Files:
Nuexo is one of the most popular and open-source document management systems. It is an intelligent DMS that enables users to create and maintain any document effortlessly. Nuexo is the best platform for content services. It offers advanced features that help the user to use it easily.
The Features of Nuexo are as follows:
Next on the list is the most popular DMS tool which is Open Doc Man. It is an open-source and web-based document management software written in PHP. Open Doc Man allows the user to create custom properties for the documents. It even offers robust indexing and security features.
As it is a web-based software, it is compatible with the MySQL5 database.
The following are the features of Open Doc Man:
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OpenKM is another most popular DMS tool that integrates with all the essential document management, advanced search functions, and collaboration into easy-to-use solutions. It is similar to JAVA and works well with all browsers such as Internet Explorer, Chrome, Firefox, etc.
OpenKM allows the user to set different logics and rules to automate the process of documentation. It supports various kinds of files such as text, PDF, JPEG, XMS, office, etc.
The features of OpenKM are as follows:
Panda Docs is an open-source Document Management System that is intended for the Sales team of medium-sized and large-sized corporates. It offers functions to automate all the documents that are related to the sales process. Panda Docs helps the user to create contracts, quotes, and proposals. It enables users to make digital signatures on the document.
The features of Panda Docs are as follows:
Next comes Pinpoint from LSSP corporation, which allows users to access files and information from any web browser on any device such as a smartphone and Tablet. Pinpoint is a cloud-based DMS that can be accessed anywhere.
Pinpoint enables the user to provide an automatic filling to the document with its in-built Automated Robot Integration Explorer (ARIE). It even makes it easy for the organization to communicate with the workflows, compliances, retention policies, and Audit process.
The features of PinPoint are as follows:
The Second last tool is SeedDms, which is a free document management system with an easy-to-use web-based User Interface for small and medium-sized organizations. It is written in PHP and SQLLite3 or MySQL and runs on Windows, macOS, and Linux.
SeedDMS is an enterprise-ready document scanning software that is used to share and store documents. As it is a highly advanced User interface, it adapts easily according to the device screen size.
The features of SeedDMS are as follows:
Last on the list is Vienna Advantage, which is an enterprise-level open-source CRM/ERP with an in-built Business Intelligence system and Document management system. It is available both on-premise and cloud and is best suited for small, medium, large-sized corporate, and governments.
Vienna Advantage offers the most powerful workflow tools in the market that allows the user to design any workflow without coding and technical skill. The in-built BI includes well-designed dashboards and reports.
Also, the documents are securely integrated with ERP and CRM Solutions and provide great automation level and highly secure encryption of documents. Let’s see its features.
The features of Vienna Advantage are as follows:
On a closing note, documents are the most important assets of any organization. Storing, securing, and accessing documents requires a systematic, authentic, and easy platform to maintain. The above-listed DMS tools are open-source and provide the best features that apt with your organization. I hope you find relevant information.
Keerthana Jonnalagadda working as a Content Writer at Mindmajix Technologies Inc. She writes on emerging IT technology related topics and likes to share the good quality content through her writings. You can reach her through LinkedIn.