4 open-source EDM solutions to structure your business (and their alternatives)
EDM, whether open source or not, stands for Electronic Document Management, and is part of the large ECM family ( Enterprise Content Management ).
The latter refers to the methodology and tools used to optimize the organization of unstructured content, so that it can be put to the best possible use by a company's various employees.
Indexing, filing, archiving, document retrieval... EDM has many advantages, and is becoming essential for smooth operation, productivity and collaboration within a company.
What about open source EDM? Which software should you choose, and what are the alternatives? Find out in our open source EDM comparison.
Open source EDM comparison: our selection of 4 software packages
Alfresco
Alfresco is one of the best-known open-source EDM solutions, available in two versions: Community, a free, open-source license, and Enterprise, with subscription.
It offers :
- digitization of static documents to extract the relevant information,
- document organization and versioning,
- folder synchronization for easy offline working,
- connection to the company's LDAP (directory access protocol),
- AI- and machine-learning-based analysis for data extraction,
- flexible deployment options, in the cloud, on-premise or hybrid,
- integration with applications such as Microsoft Office, Google Docs, Outlook and Salesforce.com.
According to customer testimonials, however, its weak points lie in its complexity and cost. It is therefore best suited to larger organizations.
Alfresco Content Services
Dokmee
Dokmee also offers an open-source EDM solution. This professional tool offers particularly advanced security, confidentiality and integration features.
Dokmee lets you :
- organize and manage your files,
- access a virtual office,
- automate your processes and data entry,
- sharefiles and collaborate simultaneously,
- automatically purge and deletefiles,
- generate reports,
- convert images into PDF, TIFF, JPEG files,
- add layers (stamps, electronic signatures, etc.),
- secure and protect your confidential information.
In addition to advanced electronic document management functions, Dokmee offers a scanningsolution , online form creation and page counter.
Dokmee
FlexiGED
This open-source EDM solution integrates seamlessly with your website, extranet or intranet, thanks to technology based on the Joomla! CMS.
Pulsar Informatique
FlexiGED offers :
- a flexible, modular tool that can evolve according to the company's needs,
- document management as well as business process management (online forms),
- a high degree of adaptability and customization according to needs (customized filing plan for each employee),
- a filing system based on both tree structure and tags,
- automatic backup of each new file version,
- drag&drop downloading of your files,
- e-mail notifications for collaborative working,
- rights management by user group,
- dashboards and request tracking.
FlexiGED
KnowledgeTree
KnowledgeTree is another benchmark in open source document management, much appreciated by marketing and sales departments.
Like many open source programs, it is available in Enterprise (paid) and Community (free) versions, and enables users to secure, share, track and manage documents.
Features (for the Enterprise version) include :
- several modules for seamless integration into the office environment, notably with MS Office,
- document comparison,
- electronic signature,
- interface translation in various languages, including French.
- document content search,
- workflow management,
- metadata management,
- version-controlled document repository,
- Salesforce integration.
Why choose an open source DMS?
As opposed to proprietary solutions for which you traditionally buy a license and then have to purchase updates, free or open source software has several advantages.
Advantages of an open source EDM
Open source EDM software is :
- Economical: you'll note that we didn't say free.
However, it often has a lower acquisition cost, and the price of ancillary services (customer service, etc.) is often lower because the product is open to the community, which shares its knowledge on forums, for example. - Open, i.e. the code is accessible and can be modified to suit your company's own needs and other tools.
- Scalable : as the publisher Pulsar puts it, the evolution of the tool does not depend on its profitability or marketing investment, but on its popularity with a community.
- Efficient and secure: open source developers apply all their know-how to create an efficient product that respects security and meets real needs.
Permission settings are used to manage user rights, ensuring data confidentiality.
Disadvantages of an open source DMS
- Hidden costs: in particular, you need to take into account the cost of hosting the system on your servers when it's installed "on-premises", i.e. locally.
- The need for development expertise, which requires an investment in human resources.
Open source software is particularly suited to organizations with the resources to maintain and support it in-house.
What's more, software openness is relative from one publisher to another, and can be limited in order to retain control over customers and sell support services.
- Dependence on the community: if the software loses some of its users to another solution, you'll have to change it too, or take back control of the open source license.
- Lack of intuitiveness: the aesthetics of the interface and the ergonomics of these tools are not often at the heart of developers' concerns, which can make them complex to use for the less initiated.
Alternatives to open-source EDM
EDM solutions, whether open source or not, are based either on a local network or on cloud computing, which remains the most appropriate solution for document dematerialization.
That's why SaaS (Software as a Service) EDM solutions are so attractive, thanks to their continuous access to company documentation in the cloud, wherever and whenever it's needed.
Other advantages of SaaS-based EDM solutions on the market include :
- ease of navigation and use, even without advanced technical knowledge,
- constant updating with the latest technologies and regulations.
Open source or not?
To be honest, it all depends on your human resources and business needs.
But whether you choose open source or proprietary software, SaaS mode is logically particularly well suited to dematerializing your documents.
Don't hesitate to try them out before making your choice!
Article translated from French