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  • Overview
  • Benefits
  • Features
  • FAQ
  • Price & questions

Overview

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.

Benefits

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.

Features

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.

OCR

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.

Modules

  • 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.

Tracking

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.

Webservices

REST and CMIS.

Networking

CIFS, FTP and WebDAV protocols supported.

Integrations

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

OMR

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.

Frequently Asked Questions about Document Management

What is a document management system (DMS)?

A document management system (DMS) is software that allows organizations to digitize, store, organize, search, and control access to their documents in a centralized and secure way. It replaces physical paper filing with a digital repository that ensures traceability, version control, and regulatory compliance.

What are the benefits of a document management system?

Key benefits include: up to 80% reduction in document search time, elimination of duplicate documents, version control, secure remote access, GDPR compliance, workflow automation, and significant reduction in operational costs associated with paper and physical archiving.

What Is OpenKM Community Edition?

OpenKM Community Edition is distributed as freeware (free of charge). The Professional and Enterprise Editions continue to be available with advanced features, official support, and service guarantees.

Does OpenKM support AI and machine learning?

Yes. OpenKM integrates AI natively across several complementary layers: the RAG (Retrieval-Augmented Generation) engine acts as a semantic search tool that enables natural language queries over document content with precise, source-cited answers. We also provide a MCP Server and MCP Client to connect OpenKM with external AI agents and tools, as well as a chat that lets users converse over document content — enabling summaries, extraction of relevant information and saving it as metadata, text translation, and more. It supports OpenAI (GPT-Series), Anthropic (Claude), Google / Vertext AI (Gemini), Microsoft Azure OpenAI, Mistral AI, and local/private LLMs for organizations with data sovereignty requirements.

Can OpenKM replace other document management systems?

Yes. OpenKM has a long and proven track record of successful migrations from other document management platforms, including SharePoint, Alfresco, DocuWare, Xerox DocuShare, KnowledgeTree, and OnBase, among others. Our team brings hands-on expertise in extracting, transforming, and loading content while guaranteeing the integrity of documents, metadata, and permissions throughout the entire transition process.

What is the difference between OpenKM Cloud and On-Premise?

OpenKM Cloud (SaaS) is fully hosted and managed by OpenKM — no servers needed, with automatic updates and support included. OpenKM On-Premise is installed on the customer's own servers, providing complete data control, internal system integration, and compliance with strict data residency requirements.

Price & questions

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