Top 10 Free and Open Source Document Management System for Electronic File Storage

Top 10 Free and Open Source Document Management System for Electronic File Storage-feature image
February 6, 2024 Reviewed By : Megha Sharma .12 Min read

Summary: Discover the top open source document management systems for efficient electronic file storage. From document indexing to version control and collaboration tools, these systems offer a range of features to make your file management hassle-free. Say goodbye to cluttered folders and embrace streamlined document management with these powerful open-source solutions.

Today, every business is trying to go paperless and implement a file management system in order to fasten the processes and eliminate errors. Also, choosing a document management software purges off the risk of physical documents getting damaged, stolen and misplaced.

In the process, documents are now being stored on various electronic devices such as laptops, desktops, and USB sticks and managed by free offline document management software solutions.

Even though, it has relatively reduced the risk of physical damage but made the online documents more vulnerable to cyber-attacks. Fortunately, a free document management system can provide a secure way out.

What is Free Document Management Software?

A document management software is like an electronic file cabinet that stores all electronic documents in a centralized location. It helps in managing, storing, tracking, and accessing documents and mitigating the risk pertaining to any important document.

Also, this software allows converting paper documents into digital documents. The good news is that many of these file management systems are available for free.

Open source document management system software is also available which can be customised by businesses to meet their specific requirements.

No matter whether you own a start-up or an established business venture, document management software is a necessity for every organization.

10 Best Free & Open Source Document Management System List

Taking the factors like ease-of-use, security and seamless communication into account, here is a list of top free and open source document imaging software for small business:

  • EzeeFile


EzeeFile Document Management System creates a secure online repository of your documents no matter what the size of the document might be. EzeeFile is available both on-site and on a cloud server. EzeeFile is available as a mobile app for document storage. No wonder that it is one of the best software for documentation management.

Features of EzeeFile

  • Advanced search option which lets you search documents on the basis of keywords.
  • Enhanced integration with mail services.
  • Customizable user privilege for preventing open access to critical files.
  • Supports multiple languages.

Pricing- Price of EzeeFile document imaging program is available on request.

Bottom line- EzeeFile document organizer is an online repository which securely saves all your documents no matter how large they are.

Pros and Cons of EzeeFile

  • EzeeFile is an OCR (Optical Character Recognition) enabled tool
  • You can easily index your document with EzeeFile
  • Supports e-signature in documents
  • EzeeFile offers only mail support
  • Available on Windows operating system only
  • LogicalDOC

Free offline document management software

LogicalDoc is a free document management system that provides various important tools that helps in managing files and documents easily and efficiently.

Features of LogicalDoc

  • Multilingual support
  • Metadata & templates
  • Document searching
  • Bookmarking
  • Multiple format conversion
  • Barcode recognition

Pricing: LogicalDOC’s community version provides a free file management system which especially help small businesses and startups. For medium-sized businesses, professional version is ideal, the price of which is available on demand.

Bottom line: LogicalDoc is one of the best document management solutions that features an easy-to-use interface and requires no training to use it. All you need to do is drag and drop a file that you want to store. It allows you to store documents of any size and type via a secure centralized repository.

Pros and Cons of LogicalDoc

  • Ensures easy collaboration on any file to boost productivity
  • Documents are hosted in cloud, so you can access it anytime and anywhere
  • LogicalDOC offers an e-form to collect data and limit the paper usage
  • Works with over 35 languages
  • Lacks backup options for documents
  • LogicalDOC offers a limited set of features in community version
  • EisenVault

Free open source document management system software

EisenVault enterprise document management system is cloud-based and is suitable for all the different types of sectors. The best part of EisenVault is that it can be used by professionals with diverse job roles.

Features of EisenVault DMS

  • Digital document storage
  • Google docs integration
  • Indexing and search abilities
  • Online editing capabilities
  • Document audit trails

Pricing: EisenVault provides three price plans:

Small Enterprise₹2,31,000 per organisation/year for 99 users
Medium Enterprise₹4,95,000 per organisation/year for 250 users
Enterprise₹9,90,000 per organisation/year for unlimited users respectively

Bottom Line: Since EisenVault software is cloud-based, it does not require any software installation and lets you access your documents from any device and anyplace. It is not only compatible with all web browsers but is also available for both iOS and Android users.

Pros and Cons of EisenVault

  • EisenVault offers both cloud-based and on-premises DMS
  • It has the backup and data loss recovery option
  • Two-factor authentication for increased security and privacy
  • Does not have any option to place a file in different folders for easy navigation
  • Some features doesn’t work in mobile devices like file versioning, previewing, etc.

Document management system open source

dMACQ DMS is a file management software that comes with efficient and practical document management tools under a single platform to assist individuals, teams and businesses.

Features of dMACQ Document Imaging Software for Small Business

  • Advance PDF manager
  • Machine Learning features
  • Contract management module
  • Document version control
  • Indexing & metadata structuring
  • Analytics engine (dMACQ VisualDMS)

Pricing: dMACQ DMS provides a free trial and the price is available on request.

Bottom Line: dMACQ DMS is feature rich software that merges all your document and content management in a single platform. This cheap document management software acts as your centralized data warehouse, which allows both automated and bulk data upload.

Pros and Cons of dMACQ

  • dMACQ ensures robotic process automation, so there are limited chances of error
  • Built-in collaboration features
  • Supports Google Drive and Office 365 integration
  • Document configuration is a bit tedious with dMACQ
  • ShareDocs Enterpriser

Document management system software

ShareDocs Enterpriser is a enterprise document management system that brings all the file management functionalities under a single platform. Its specialised OCR engine helps businesses seamlessly browse documents or specific parts in documents and provide quick results.

Features of ShareDocs

  • Version Control
  • Audit Trail
  • Document Indexing
  • Universal Viewer
  • Inbuilt OCR
  • Archiving & Retention
  • LDAP Integration

Pricing: It provides a free trail and prices for different plans are available on request.

Bottom Line: One of the most secured DMS, ShareDocs Enterpriser comes with inbuilt OCR engine which helps you search inside the documents stored in it.

Pros and Cons of ShareDocs

  • ShareDocs offers auto data entry of the document
  • Offers local storage and AWS S3 bucket storage for secure document storing
  • Offers API integration for businesses
  • API is only available with its pro version
  • Laserfiche

File management system

Laserfiche is a one-stop for best document management software that can be used as an electronic document keeping repository. It provides a robust infrastructure to organise all important files, folders and documents systematically. Laserfiche enables quick storage and retrieval and sharing of documents.

Features of Laserfiche

  • Application integration and sharing
  • Document storage
  • Electronic signature
  • Document delivery
  • Messaging system
  • Email management

Pricing: Laserfiche offers a free version and its plan rates are available on request.

Bottom Line: Another DMS that made to this list is LaserFiche. It acts as an electronic file cabinet that allows you to organize and store all your digital documents.

Pros and Cons of Laserfiche

  • You can easily deploy and run the software without any IT knowledge
  • Creates automated workflows without advanced technical knowledge
  • Offers cloud-based document and records management modules
  • Supports extensive file formats
  • There might be a lagging issue with large files
  • You can only preview PDFs and images in apps for document storage. You have to download files in other formats to view them.
  • OpenDocMan

Document management software

OpenDocMan is a popular free document management software for personal use that can function seamlessly on different operating systems, being cloud based.

Features of OpenDocMan

  • Document Indexing
  • 100% web-based interface
  • Unlimited Media Types
  • Supports All Servers
  • Lightweight

Pricing: It provides a free plan along with three paid subscriptions for Enterprise, Cloud and On-Prem. The price of Enterprise and On-Premise editions are available on request, while its Cloud plan is available for₹5,678per month.

Bottom Line: Since it is fully web-based, the file management system is compatible with the MySQL5 DBMS. In addition, OpenDocMan also provides auto installation and periodic auto updates to keep up with upcoming processes.

Pros and Cons of OpenDocMan

  • Supports every possible file type
  • Offers an automated document review process
  • Quick search button to locate your document
  • It’s a multi-language supported platform
  • Software design is a bit outdated
  • Only mail support is available
  • Mayan EDMS

Opensource document management system

Mayan EDMS is an intuitive and efficient document management software that runs on Django web framework. It offers a central electronic document storage repository for quick and precise storage, retrieval and management of important files and documents.

Features of Mayan EDMS

  • API Documentation
  • Supports All File Formats
  • User and Group Management
  • Efficient Dashboard

Pricing: Mayan EDMS offers two plans; professional and community. The professional edition provides users dedicated support and additional features. 

Bottom Line: Mayan EDMS offers a state-of-the-art document organizer for a secure and efficient document management and storage.

Pros and Cons of Mayan EDMS

  • Mayan EDMS is a web-based setup, so it’s simple and easy to use
  • The security level is amazing
  • You can restrict the access of your document along with who can view your documents
  • Offers document versioning and e-signature modules
  • Lacks file type conversion options
  • There’s no option for file recovery
  • Nuexo

Free offline document management software

Nuexo is a free and one of the best open source document management system, that is available for free usage in public domains. It is compatible with multiple operating systems and provides users the platform to store and manage their important documents.

Features of Nuexo:

  • Supports All File Formats
  • Rich Metadata
  • Native Workflow
  • Storyboard Creator

Pricing: Since Nuxeo is open source dms, it provides licensing for their management services on request. The price is available on demand.

Bottom Line: One of Nuexo’s most highligted feature is its seamless integration with other productivity solutions such as Google Docs and Office 365.

Pros and Cons of Nuexo Document Monitoring System

  • You can integrate Nuxeo to with Google and Microsoft storage
  • Offer to classify, edit and audit your document
  • Offers process automation with visual workflow
  • It is an OCR-enabled software
  • There are many complaints about it’s non-friendly UI
  • No-built in documentation monitoring and tracking option
  • Open KM Community Edition

Document management software

OpenKM is a free document management system run on Java platform. It provides businesses an intuitive user interface to manage and store digital documents securely. Its community edition provides a free plan for users with an array of features.

Features of OpenKM

  • Automatic Cataloguing
  • Automatic Metadata
  • Advanced Preview
  • OCR
  • Version Control
  • Records Management
  • Workflows
  • Integrations

Pricing: OpenKM Community Edition is a completely free document management system.

Bottom Line:  OpenKM is an efficient document organizer. Open source as well as available for free, it is worth considering as it comes with a multitude of features.

Pros and Cons of OpenKM Document Monitoring System

  • Open KM can help with document policy and managerial decision making
  • With this tool, you can assign responsibilities, authorities and access
  • Open KM is an OCR-enabled tool and also supports barcode reading
  • The tool can easily integrate with Microsoft Office, Bonitasoft BPM, etc.
  • Poor technical support
  • The Layout of this software is a bit confusing

Benefits of Free Document Management Software for Windows

Having a free open source document management system for windows and other major operating systems enables businesses to manage their documents efficiently. Below are the some of the benefits of free document software for Windows:

  • Saves time and improves productivity: With document management software, you can quickly and easily search for and retrieve documents without wasting time in manually searching through physical files. This streamlines workflows, allowing employees to focus on other tasks.
  • Cost-effective solution: Document management software free eliminates the need for purchasing expensive physical storage systems or investing in complex software licenses. This makes it an affordable option for businesses of all sizes.
  • Enhanced organization and accessibility: The software allows you to organize files in a structured manner, using tags, metadata, or customizable folders. This ensures easy retrieval of documents whenever needed and reduces the risk of misplaced or lost files.
  • Improved collaboration: Document organizer facilitates seamless collaboration among team members by enabling simultaneous access to documents from multiple locations. It also tracks version control, ensuring that everyone works with the most up-to-date information.
  • Enhanced security: Many free and open source document management software options come with robust security features to protect sensitive information. Encryption, access controls, and user permissions ensure that only authorized personnel can view or modify certain documents, minimizing data breaches or unauthorized file changes.
  • Saves environment: By going paperless and relying on electronic documentation, free document management software reduces paper wastage and saves the environment by reducing paper usage.

Overall, the best free document management software offers numerous benefits for businesses. It can help with improving efficiency, saving costs, ensuring better organization and accessibility of documents, and more.


It is indeed difficult to choose the best one of the lot. However, software demos and free consultation by our experts will make decision-making easier.

FAQs on Free Document Management System

  1. Which software is used for documentation?

    Multiple document management software options are used for documentation. Some popular examples include EzeeFile, LogicalDOC, and Mayan EDMS.

  2. What is an example of a document management system?

    Document management system examples include EzeeFile, LogicalDOC, EisenVault, dMACQ DMS, ShareDocs Enterpriser and more.

  3. What are the functions of a document management system?

    Document imaging program facilitate document storage, organization, retrieval, version control, collaboration, metadata management, OCR (Optical Character Recognition), and data security.

  4. How many types of DMS are there?

    Document Management Systems can indeed be classified into different types, such as, Web-based, Server-based, Cloud-based and Data-based.

Written by Shubham Roy

Shubham Roy is an experienced writer with a strong Technical and Business background. With over three years of experience as a content writer, he has honed his skills in various domains, including technical writing, business, software, Travel, Food and finance. His passion for creating engaging and informative content... Read more

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