We give you the list of best Document Management Systems – WordPress DMS plugins, Cloud-based DMS, free & open-source DMS, and more.
If you are aware or not, your organization is capturing, storing and retrieving hundreds of documents everyday. It can be in the form of electronic files, paper documents, spreadsheets, scanned files or images.
For most organizations, this process is amazingly time consuming and burdensome. This is where the document management system has become extremely essential.
A document management system can be used to capture and store all of these documents into easy-to-find electronic documents.
According to the Association for Intelligent Information Management, document management software “incorporates document and content capture, workflow, document repositories, output systems, and information retrieval systems. Also, the processes used to track, store and control documents.”
Image Credit: Folderit
Though Document management system software are generally used to handle the organization and preservation of digital documents, they are categorized variously based on storage and function.
We will focus on both the types of electronic document management system here. Basically, the electronic document management systems are classified into four types based on how their storage methods
The on-premises solution is something where you store your documents and files on your own server on your maintenance and risk.
Many companies love this DMS mainly because they are in control of everything and not relying on any other sources. You will be completely responsible for the security of your data. This is recommended for companies that require robust security due to the content of their documents (like legal offices, government agencies, etc..)
The other positive side is that you don’t need an internet connection to use this DMS. You can even connect it to your LAN and can use it without any need for the internet.
The downside is that you need to have strong IT resources because of its higher technical demands. The upfront costs that you need to pay may also be higher compared to others.
As the name implies, the data will be hosted on the cloud by your provider and stores it’s information remotely.
Users can access the files online from any device at any time.
For small and Non-IT companies, this might be the best solution as everything will be handled by the provider itself. The pricing usually would be a monthly or annual fee, which would include all maintenance and software updates.
The downside is that you cannot work without the Internet as in the case of Server DMS. Also, if there is any problem on your provider side, that will affect your documents.
In the Database document management system, the software will be integrated with the database that the organization is using.
Database document management systems are helpful when you need to store and manage a variety of file types.
The software then stores the data and allows you to sort and search for what you need based on field queries or a range of other options.
Some examples of Database DMS are MySQL, Oracle. There are much more Database DMS in the market today.
In Web-based DMS, the documents are stored using a web browser. It is accessed through a browser and does not require any specific software to be installed to run it
Most of the Web-based DMS would be free or low cost as most of them are open-source.
The downside is that customization would not be as extensive as on-premises and also the learning curve would be quite high.
The Document management systems are also classified based on how the documents are stored and protected. Let’s explore the types of Document management systems based on their functions.
Content management systems are designed to organize, share, and publish a wide range of content to web users. A CMS allows users to publish directly to the web. Some popular CMS are WordPress, Drupal, and Joomla.
Record Management systems are usually used by an organization to maintain their specific records especially that involves transactions. These are mainly used by Government-regulated businesses like Healthcare, Corporate Welfare, etc. Record management systems are helpful to minimize litigation risk.
Enterprise Content management system also manages content just as CMS, except that it focuses on the whole process of a particular business. Therefore it has a wider scope and covers the various processes that are involved in the business, not just limited to content management.
Document Imaging systems are used to store, manage, reprint the images of the documents. They help convert physical copies to digital files so that images could be stored safely without the risk of losing it.
Repetitive processes are always a waste of time. A Workflow management system helps in automating the routine tasks to help streamline a specific workflow. They also help in getting the right documents to the right people at the right time.
Also see: Best Examples of User Documentation
Let’s see some of the premium cloud-based and In-premises document management software which will help you to better manage documents and files.
WordPress itself is a Content Management System, created primarily for blog article type of content. But it can be extended with extensions to be used as a document management system.
Helpie is primarily a knowledge management solution, where you store knowledge base content. But it can also be modified to be used as a document management solution, in which the documents are stored within a knowledge base article so that you can categorically organize your documents to easily find and use the documents.
It can also be used with file managing WordPress extensions that are mentioned below.
SP project and document manager is a fantastic document and Project management plugin which is fastly growing and being regularly updated to date. This is yet another WordPress based solution.
File Manager plugin is a premium plugin that has all the features required for document/file management. Users could create, edit and view files easily in the WordPress folder and sub-folders.
eFileCabinet is one of the best premium solutions for a Document management system. It takes care of all the process from automation to workflow creation, to customization and control.
Dokmee is an enterprise content management platform that helps you organize, secure and manage files efficiently.
They offer a free demo, but you need to contact their customer support team directly for a custom quote.
If you are looking for a completely cloud-based solution, DocuWare is the right choice for you.
The pricing works the same as Dokmee. You need to contact their team for a quote.
There are also many open-source document management software. In this article, I have chosen the best two software which would be a great solution for most business practices.
OpenKM is one of the best free and open-source document management system which manages and stores documents of any file types, anytime efficiently. It is an enterprise content management software that allows the user to turn information into valuable intellectual capital and actionable assets for the enterprise.
OpenKM Community Edition is a completely free document management system.
OpenDocMan is yet another free, web-based, open-source document management system written in PHP which can run on any server that is PHP5 enabled.
OpenDocMan is completely free.
Hope this article helps you in getting a clear understanding of the Document management system and which software/plugin would be suitable for you.
If you have any questions, please feel free to post in the comments section below about these WordPress document management plugins.
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