The document management open source available in the internet market is growing each day. Since it is open source one can modify it whenever they want. A business must always try to invest in document management software open source because it has lots of advantages, besides there are few drawbacks too. One must choose the document management software open source based on the document management software reviews. Maintaining the documents in paper can be very time consuming and can occupy a lot of space in your cabin. They are uneasy to handle too. But with open source document management it becomes easy and one has to be careful in choosing them. The document management software reviews really play a very vital role in all centralized database.
The benefits of document management open source are as follows:
- It is not time consuming
- It is easy to access
- One can change or modify the code whenever they want
- It is reliable in nature
- It gives you an open knowledge
There are few drawbacks too, which are as follows:
- Bugs cannot be fixed very easily because they are open source.
- Since they are open source, open communication among the software geeks is normal in the forums. In such cases, if a new comer enters into the forum and tries to join them, then they wouldn’t appreciate it sometimes. It is slow in speed
- There are lots of possibilities of being hacked. If they are open to software developers, then it is open to hackers as well.
The following are the reasons as to why the open source software for document management is useful for your business:
Rapid search option: A person will be able to easily locate or search for a file even if there are thousands of documents. It is programmed in such a way that it helps you to sort the files and hence making the search faster. You can do a full text search in case you are not able to find a specific document. Even if you have misplaced it somewhere or you have moved it to some other location or if you renamed the file, you can still make a clean search.
Controlled file distribution: In older systems, anyone could access the files with much ease. It even had the chances of getting stolen. With the use of software, the administrator can set passwords for viewing and distributing the files. He or she can give access or set limits to few people for accessing the files. You can even send the scanned files to other departments through mail if required.
Reduced memory capacity: It does not need bulk amount of paper to store the data. Lots of paper documents can make your cabin look crowded and messy. But with this software and a computer, it stores in the database which is in digital form.
Recovery features: If there is any sudden natural disaster or unexpected calamities like fire or water, then your paper documents can easily get damaged and there would be no recovery for it. But if it is software, then everything is maintained properly and files can be managed. You can have an extra back up of all the files with the help of external storage devices. In this way you will not have to worry about your data being lost.
Money and time: The software is affordable and can be even used for small firms. It helps you in saving a lot of money and time because you will not have the need to hire more employees.
The open source software associated with document management allows you to organize files and helps in managing the business very easily. People before used to sort the files, process the files and distribute them manually. But since the software is introduced, the work load has been reduced to a greater extent.