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What is a simple document management system?

For a small NGO with little money, I am looking for a simple document management system (NOT a web-based CMS). The requirements are relatively simple:

  • Web interface
  • Free (as in free beer) or very cheap, and better if it is also open source.
  • Ability to store electronic documents (Word, PDF, ...) and scanned paper documents (in PDF / jpeg / any format)
  • Along with some metadata: name of the document, project / department to which it belongs, author, date, place, some identification code, short description, ...

Optional, but nice:

  • Versioning
  • Indexing / searching within a word / pdf / text / ... of documents

From my research on the web and other streams on SO, I have come to these 3 products:

  • KnowledgeTree (installed locally, not SAAS)
  • Alfresco
  • Nuxeo DM

With KT preference, the other 2 feelinbg like overkill for our simple requirements. I am also considering the MS Sharepoint Foundation (ex-Sharepoint Services), but that would mean buying a Windows Server license that I don't think they want.

Can someone give me some feedback on these products, especially KT? Which one would you choose (or avoid)? Is there any other suitable solution that I skipped? Any information is welcome!

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3 answers

Sorry, I don’t know KT, but Alfresco was installed and used some time ago at my old work. this is pure hell to install, but if you run it, that's great. I have never had a problem (other than installation, but maybe I was too dumb for that) and it fulfills all your requirements (optional).

EDIT:

I wrote my own litte, 1-site-10-point-tutorial for installation (on ubuntu), because the tutorial on the official wiki did not help. it is in German, but I saw that you are from Switzerland, so if you need help, I can send it to you (after I find it again ...).

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In addition to version control and interpretation of the office document (although both are planned features), Mayans EDMS can fill out the invoice.

UPDATE:

These features are added.

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You can check out this solution for NGOs and case studies at http://www.docuvantage.com/non-profit-document-management-and-compliance . You can make a free trial, and you will find it very affordable and easy for end users. It provides the necessary functionality, giving you the ability to add more as needed.

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