Free Open Source Document Management Software - Its Drawbacks and Loopholes

The Electronic document management system is essential for every business- it helps you store and retrieve information whenever and wherever you want, without having to haggle around cabinets for hours together. 

The scanned versions of various documents can be easily uploaded on the Electronic document management system, wherein they are kept securely in digital format. You can organize your files using metadata and tags making it easier to track documents. 

One of the most important considerations of a document management software is the workflow; users are now able to navigate file structures and face minimal hassles while collaborating with other users. 

Furthermore, implementing an electronic document management solution can provide you with mobile access to ensure greater efficiency and more benefits for your business.

The Proprietary Document Management System is typically observed as the best option for professional applications. These programs are designed and maintained by well-known or well-established System providers in the market with the tailor-made approach. Often, the systems themselves have a recognizable brand name, simply because proprietary systems are used in so many corporate and business settings for document search, storage, security, and collaboration.

An open-source document management system can enable your organization to easily access, share and monitor all sorts of files and documents without wasting any time. But Security-conscious organizations may need to develop in their own proprietary document management system.

In an open-source system, the company is responsible for customizing the software for the users and furthermore ensuring that they implement the various updates which have been built by the open-source community. 

The open-source document management software could be the right choice for limited professional businesses since you can build and customize it to meet fewer needs and demands. This solution is free to use, modify and also redistribute. Regular inputs and constant modifications can help improve the product over time. The main advantage of open-source software is the flexibility that comes with it.

But well established Corporate organizations need Large Document Management Services with inhouse server installations to handle huge document flow, bulk record management, strong security features and many more with 24*7 onsite technical support teams and quick escalated action on problems. They are always ready to spend a huge amount for the sake of their own document management system.

Another thing is that open-source DMS has its disadvantages.

     Fewer DMS features: Even the best open-source DMS will not be equipped with all the features of a proprietary program.

     Muddy Compliance Issues: Programs in the open-source niche are less likely to meet the compliance standards of the government agencies or different business industries, unlike proprietary DMS that are mostly designed with regulatory guidelines in mind.

     Lack of technical support: With proprietary document management systems, there are numerous troubleshooting options available at your disposal. But you won't find the same technical support when it comes to the open-source document management system.

     Unresolved Problems: While your free Document Management Software may have a discussion forum where one can ask questions and request new features upgradation and bug fixes, several of these inquiries can go ignored for weeks or months at a time. So unless you have someone on your staff who can dive into the source code and handle the fix in-house, you might be out of luck.

Obviously, the pros and cons of every digital solution present out there, go hand in hand. It is on you to identify what works for you and what doesn't and accordingly make a choice. If you are looking for the best proprietary  Electronic document management system and still have a lot of queries, then don’t hesitate to reach out to the experts at IKON BPS for all your needs.