The Best Open Source Document Management Systems
This article is an overview of the best and most popular open source document management systems. Depending on your needs, you may choose which one best meets your requirements. Let’s see.
A comprehensive open source content management platform, Nuxeo provides several solutions to a business or an individual such as case management, document management and digital asset management – all in a single, integrated package. Known for its modular design and flexibility, Nuxeo offers a slew of features that cater to almost every content management need that a company may have. Nuxeo offers CMP (Content Management Platform) that allows organisations to focus on developing content-oriented applications, instead of weaving the data around the code. This allows for a modularised approach that could turn out quite handy for the business in several scenarios.
The open document management system that comes with Nuxeo contains a whole set of features, such as support for multi-formatted content, meta-data standardisation, easy navigation within the structure, and secure workflow to ensure that no data is compromised upon.
Nuxeo’s site offers more detailed coverage of its features, and can be accessed here: http://www.nuxeo.com/en/products/document-management
Alfresco is one of the most popular open source content management systems available in the market, today. This system comes with a slew of features that would possibly address the needs of multiple users with different needs and requirements. Some of the noticeable features of the system are freedom for manual customisations, support for portable devices, web-based collaboration, and much more. This document management system, in particular, provides the flexibility of the cloud, and offers all the usual document storage, editing and manipulation features that are expected in a DMS. More information can be obtained from their website at http://www.alfresco.com
Though less well known than other software such as Alfresco and Nuxeo, LogicalDOC has some strings to its bow that distinguish it from its competitors.
What I like about this software is its graphical user interface, the appearance of the main console is simple and clean, also the interface appears to be essential in the contents, this fosters the user as it is not distracted by an excess of icons and / or visual gadgets.
Furthermore, unlike other products, many translations are readily available; the main of course: English, Spanish, German and French, but then there are many others.
Another peculiar aspect of the interface is the use of Google GWT (Google Web Toolkit) technology for the construction of the GUI, this makes the user interface very responsive while the transfer of data to and from the server is limited to the maximum.
Also the availability Free Apps for Android and Apple devices (iPhone and iPad) is an interesting feature IMO, as a few open source document management software offer this option (especially for free).
Lastly, it is worth mentioning the full-text search engine.
This is different from the search engines used by the other document management system as it not only allows to search on the content on documents for exact words, but is able to locate documents on terms similar to those specified by the user in the search form.
The complete list of features can be found at http://www.logicaldoc.com.
Though not open source like other software in this list, Comindware Tracker is a well-known, robust and worth a glance document management system. The solution stands out from its competitors thanks to the capability to manage all your project related documents along with the various other essential documents that a company possesses that also in a single place. It is a tool to ensure better employee engagement and productivity.
The document management system by Comindware allows you to upload documents that you want to work on. You can share these documents either with selected team members or a Project team or with everyone in the company. As soon as you upload a document, Comindware Tracker allows you to start a discussion right away by adding people whom you want to involve in the discussion. The Comindware team network allows you to work with different versions of the document so as to ensure that none of the documents circulated are outdated and there exist no duplication of the same document. You are informed on all document updates and new discussions and can therefore benefit from this solution to manage your documents online.
If at all there is a need for an open source-based document management system written purely in PHP, then OpenDocMan would just be what the doctor will have ordered for. This free DMS comes with web-based access, automated installation and several upgradable features. It is flexible enough to accommodate any pre-existing business rules that the company may have.
The document management features that OpenDocMan provides to its users include centralised storage of documents and files, access to restricted features, change tracking and history features, support for a wide range of file types, automated workflow, metadata fields for all files stored in the system to allow better management, physical storage on server for all related documents, quick browsing and access features with sorting filters, as well.
If this is not enough, OpenDocMan requires very little resources for operation, and can run on low configurations, too.
Plone is another state-of-the-art open source content management system (CMS) that provides or comes loaded with some powerful features. The latest version of the system is v4, which offers some really cool features such as better memory efficiency, support in handling massive file sizes, etc. It also works off Python and NoSQL to make for a very good user experience.
With over 340 core developers and more than 300 solution providers worldwide, one has no choice but to go with the claims that Plone makes, when it says that the latest version of Plone is 50 % faster than its predecessor. A better understanding of Plone’s flexibility can be achieved by simply visiting their website: http://plone.org/
LifeRay takes the concept of content and document management to a whole new level, altogether. This open source platform offers web-based content management through a portal. Liferay offers several worthwhile features, such as a unified central location for all kinds of media, support for mounting multiple content repositories from other service providers, support for user-defined content categorisation, one-click page creation, user-defined workflow, live page editing and scheduling features, etc.