Turn your information into knowledge


Utilizing a Document Management System results in a source of information about business activities that can support subsequent actions and business decisions and ensure accountability to current and future stakeholders.

Documents contain information that is a valuable resource and a critical business asset. A systematic approach to managing documents is essential for organizations and society to protect and preserve records documents as evidence of actions.

Effective Document Management will:

  • Enable you to conduct business in an orderly, efficient, and accountable fashion.
  • Support and document policy formation and managerial decision making.
  • Facilitate the effective performance of activities throughout an organization.
  • Meet legislative and regulatory requirements including archival, audit and oversight activities.
  • Protect the organization's interests and the rights of employees, clients, and present, as well as future stakeholders.
  • Provide evidence of business, personal and cultural activity.
  • Maintain corporate, personal or collective memory.
  • Allow you to deliver services consistently and equitably.
  • Provide consistency, continuity, and productivity in management and administration.
  • Provide continuity in the event of a disaster.
  • Provide protection and support in litigation including the management of risks associated with the existence of, or lack of, evidence of organizational activity.
  • Support and document current and future research and development activities, developments, and achievements, as well as historical research.
  • Establish business, personal and cultural identity.


OpenKM Document Management System helps you organize, maintain, and govern documents from managers and any person who creates or uses them in their business activities. Control and track the entire life cycle of every document with automation, notifications, and auditing.

OpenKM Document Management helps your organization in:

  • Policies and standard setting.
  • Guideline establishment and promulgation.
  • Designing, implementing and administering specialized systems for managing documents.
  • Assigning access, responsibilities, and authorities.
  • Providing a range of services relating to the management and use of documents.
  • Integration of the document management process into business systems and procedures.


Automatic cataloging

OpenKM tasks are based on document events - like firewall paradigm concept, validate the rules and apply some actions - helps you to automatically set your business logic. You can set rules based on events and for example move document to new destination, change security, applying document transformations (converting to PDF with group4 compression) among others. Thanks to OpenKM plug-in architecture, it is possible to make it easily extensible.

Automatic metadata capture

OpenKM Zone OCR is an option for data capture and document processing. It is designed to transform streams of documents of any structure into business-ready data. Thanks to OpenKM architecture, it is possible to integrate with commercial technology like Abby Flexicapture, Kofax, Cognitive Forms, among others.


Optical Character Recognition, or OCR, is a technology that enables you to convert various types of documents, such as scanned paper documents, PDF files, or images captured by a digital camera into editable and searchable data. Thanks to our OpenKM architecture, it is possible to integrate open source and commercial OCR engines.


  • Multitenant.
  • Mail Archiver.
  • Digital Signature.
  • Cryptography.
  • Integrated BPM engine.
  • Stamp.
  • Reporting engine.
  • Task Manager & Calendar.

Advanced preview

There are available extensions for previewing AutoCAD files. Thanks to our OpenKM plug-in architecture, it is possible to easily extend it to other formats.

Version control

Version control is the management of changes made to documents. They are usually identified by a number or letter code, termed the "revision number." Each revision is associated with a timestamp and the user making the change. Modifications can be graphically compared and previous versions can be restored.


OpenKM offers a complete and configurable audit trail. With it, you have documentary evidence of the sequence of activities that have affected everything in the system at any time a specific operation, procedure, or event.

Bar code reading

The barcode module supports the following formats: Codebar, Code 39, Code 93, Code 128, EAN-8 and EAN-13, ITF-14, UPC-A and UPC-A, RSS-14, RSS Expanded, Data Matrix, PDF417, QR Code, and Aztec. Thanks to our OpenKM plug-in architecture, it is possible to easily extend it to other formats.




CIFS, FTP and WebDAV protocols supported.


OpenKM can be quickly integrated with third-party application. There are available integrations with Bonitasoft BPM, Microsoft Office, Vtiger among others.


Optical Mark Recognition is the reading of ovals and check boxes on forms and documents. The Optical Mark Reader is a scanning device used for reading documents setup with OMR areas or zones.

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General inquiries

Open Document Management System S.L.

+34 605 074 544 ( Spain )
+44 208 638 8114 ( United Kingdom )
+1 646 206 6071 ( USA )
c/ Bunyola 13, 07004 Palma de Mallorca, Balearic Islands, Spain

Europe Spain: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 14:00 pm, 16:00 pm- 19:00 pm CEST for immediate assistance. Currently, it is Saturday 02:49 am in Palma de Mallorca, Spain.

Europe United Kingdom: Please call +44 208 638 8114.
Office Hours:
Monday - Friday: 09:00 am - 12:00 pm, 14:00 - 18:00 pm BST for immediate assistance. Currently, it is Saturday 01:49 am in Cranfield, Bedfordshire, United Kingdom.

USA: Please call +1 646 206 6071.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EDT for immediate assistance. Currently, it is Friday 20:49 pm in New York, USA.

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