Documentation is an integral part of not just your business, but it also plays a crucial role in your personal lives. Today, with digitization taking over the world, it has become necessary to that you be able to access your documents at your fingertips. This has resulted in the boom of document management software – a digital home for the safekeeping of all your documents. In this article, you can check out five document management software free of use for all your needs in 2024.  

OpenKM

OpenKM is one of the most popular free document management software which is ideal for personal use or by small businesses and it includes a wide range of features. This software is known for its various automation features which makes it really easy for the users to store, organize, and access their various documents. Users can easily control and track the life cycle of every document. This software is compatible with different types of files, such as text, HTML, PDF, JPEG, XMS, etc.

Key Features

  • Automatic cataloging.
  • Extensions are available for advanced previewing of AutoCAD files. This can be extended to other formats as well using OpenKM’s plug-in architecture.
  • Version control available with the ability to graphically compare the modifications.
  • Optical Character Recognition (OCR) which allow users to scan, edit, and search documents within the software.
  • Can be integrated with third-party applications.
  • Automatic metadata capture.

Pricing

OpenKM offers custom plan (open-source / quotation based). 

Availability

OpenKM

Pros & Cons

ProsCons
Cost-effective with amazing features and functionalities.Outdated interface.
Can be easily integrated with other systems.User access can be sometime difficult to setup.
Several automation features are available.Lack of sufficient technical support.

OpenDocMan

With OpenDocMan, users can easily access their documents from anywhere and at any time. From allowing users to easily search for documents to offering access control over who can access the documents, this software is one of the best free document management software to use in 2024. Whether you are looking for a software that offers and easy-to-use interface or one that offers top-notch security features, OpenDocMan offers all this and more. You can easily search for your documents by adding custom metadata-like tags for document categorization, setup automated emails whenever documents are created or edited, and perform various other functionalities.

Key Features

  • Automated document review and file expiration process.
  • Email notification options.
  • Easy search of documents by author, department, category, etc.
  • User access control and departmental control for every file.
  • Multiple language support.
  • Add any type of file to the system.
  • Ability to create custom document properties as per your business needs.

Pricing

OpenDocMan offers various pricing plans ranging from a free plan with basic features to paid plans starting from $99 per month with advanced features.

Availability

OpenDocMan

Pros & Cons

ProsCons
Advanced search options.Outdated user interface which needs to be improved.
Can be easily integrated with various third-party applications.
Create temporary documents which will be deleted based on your choice of expiration date.

OnlyOffice

If you are looking for a free document management software that is ideal for use by businesses of all sizes, then OnlyOffice is a great option. It offers a wide range of services, making it easier for the users to manage and edit their documents. One of the reasons why this software is immensely popular is because it offers a built-in document creator which can be used to various file types, such as word documents, spreadsheets, audio and video files, etc. You can use this open-source software on intranet-based servers as well as the internet.  

Key Features

  • Ideal for teamwork with real-time collaboration between team members.
  • Integration with external cloud storage solution.
  • e-Signature.
  • Version control.
  • Excellent customer support available 24/7.
  • Compliance tracking.

Pricing

OnlyOffice offers a free plan with basic features and paid plans starting from $20 per admin per month with advanced features. It also offers an Enterprise (On-premises) plan which starts from $6,550 per server for lifetime. 

Availability

Onlyoffice

Pros & Cons

ProsCons
Allows easy access to documents even on devices with low storage.User interface is not well designed.
Excellent collaboration tools.Free plan requires manual backup instead of automatic backup and restore.
Compatible with Microsoft Office formats.

Hightail

Hightail is another free document management software that enables its users to store and shar file securely as per their business needs. It includes all the necessary features and functionalities that you would expect from a reliable document management software. From sharing large files to collecting feedback to keeping your team organized, you can do all this and more with the help of Hightail. Another key USP of this software is tat it allows users to upload audios and videos as well and highlight specific parts in them and add real-time comments.

Key Features

  • Send and receive large files quickly and securely.
  • Visual project management features including dashboards that enable teams to stay on track.
  • Seamless integration with third-party apps.
  • Collaboration tools.
  • Version control.
  • Custom roles.
  • Annotation and Markup tools.

Pricing

Hightail offers various packages ranging from Lite Free which is the free plan to Pro Plan, Teams Plan, and Business Plan all of which are paid plans. These paid plans start from $12 per month and go up to $36 per user per month. 

Availability 

HighTail

Pros & Cons

ProsCons
It offers a wide range of features at an affordable price.It has a slow learning curve.
It is one of the best software for sharing large files securely and quickly.There is limited space for messaging.
Easy to upload multiple files.Sometimes downloading a file can be confusing, especially for those who are no aware of the software or too tech-savvy.

Confluence

Confluence is a good free document management software for small businesses. You can either use the software’s basic word processor to create your original documents or you can also take advantage of the numerous templates it offers to create specific type of documents. Similar to the other free document management software listed in this blog, Confluence also offers several features and functionalities which makes it easier for the users to store and access their documents. 

Key Features

  • Unlimited spaces and pages that will allow teams to create and organize as much content as required.
  • Capacity of 2GB file storage.
  • Structured content tree which makes it easy to find the required content.
  • Seamless integration with third-party apps. 
  • Version control enabling tracking and viewing of page history.
  • Access to inhouse templates ranging from product requirement documents to marketing plans. 

Pricing

Confluence offers a free plan with basic features and other paid plans with advanced features. The paid plans start from $4.89 per user per month and go up to $8.97 per user per month.

Availability

Confluence

Pros & Cons

ProsCons
Offers several in-built templates.The text-based search function is not very accurate and relevant.
It offers good plugin infrastructure.Basic functionalities like page editing, copying and pasting content, etc., is often inflexible resulting in formatting issues. 
It is easy to setup notifications for the changes made in a document.Outdated interface.

How to Choose the Right Free Document Management Software?

While choosing the right free document management software, there are several elements that you need to check for. Today there is no dearth of options when it comes to a free document management software; however, not all of them will offer the best features and functionalities. Here are a couple of features and functionalities that you should look for when choosing a free document management software:

1. Cloud Access and Permissions

Cloud access is an important functionality because it will allow the users to access their documents from anywhere and at any time. You can also avoid the risk of data being lost or deleted. Also, by having the ability to add permissions, you can control who accesses the documents.

2. Security

Security is another important feature that you need to focus on while choosing your free document management software. Having the right security features will help you to protect your documents and stay compliant. Some key security features that should be included are in-transit and at-rest encryption, revision indexing abilities, comprehensive audit trails, etc.

3. Multi-source Document Input

Your free document management software should allow you to input documents from various sources, such as emails, apps, bulk uploads, scanners, etc. This will help businesses to seamlessly collaborate between various teams and work efficiently. 

4. Easy Identification of Documents

The free document management software that you choose should include key features like tagging, rating, and other categorization options. This will enable users to easily identify the required documents. 

5. Automation Features

Automation is one of the most important features in a document management software. Make sure that the software you choose offers automation features, such as sending an automatic email notification when a document is uploaded, reviewed, or modified.  

FAQs

What are the benefits of using free document management software?

There are several benefits of using a free document management software, such as you don’t need to spend too much on a physical storage space, protect your documents from getting damaged or lost by storing them on the cloud, improve and streamline your workplace by making it easier for the users to find and access key documents, improve the security of your documents through access control and designated permissions, easily integrate your document management software with other third-party apps, and more. 

Can free document management software integrate with other tools?

Yes, you can easily integrate your free document management software with other tools and apps and streamline your workflows to create more improved and efficient processes.

Can free document management software handle large volumes of documents?

Yes, there are some free document management software, such as Hightail that allow users to handle large volumes of documents. However, not all of them may offer this feature and in some cases, you may have to opt for the paid plan version of the software to meet the documents volume need as per your business requirements.

Author