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Looking for a good open source document management system with full text indexing

Posted on 2014-01-25
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Last Modified: 2014-02-08
Hi Team,

  I have spent most of the past days looking for an open source document management system that can do full text indexing (particularly of MS office documents).

 I have downloaded the community edition of LogicalDoc but after playing with it the past 12 hours, I wasn't quite happy with its indexing features.

Short of me having to download and install and test many other DMSes out there, i am curious to know this Forum's experience...i.e. technical users who have good technical feedback instead of me just google searching "best open source Document Management System" which i have done and I just got lots of *mostly* marketing material.

Which product have you guys used and anything you can recommend?

Thanks and regards,
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Question by:rleyba828
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Joe Winograd, EE MVE 2015&2016 earned 2000 total points
ID: 39808746
We'd have to know a lot more about your requirements for any recommendations to make sense. I worked in the high-end DMS arena for 20 years and we would send out an 8-page questionnaire just for starters, and then take weeks to truly understand an organization's requirements. In your case, we don't know if you're looking for a DMS to use just for yourself, or for a small, medium, or large business. There are many, many issues: How many users? How many existing docs? How many new docs coming in per day/week/month? You say "particularly of MS office documents", but how about PDFs? If so, is OCR needed for image-only PDFs? Are there paper docs where scanning/imaging is needed? If so, that leads to many more questions, which I won't even mention here.

Since you've spent most of the past days Google searching, I'm sure you've found all of the available open source DMS solutions, such as Alfresco, LetoDMS, and OpenKM. I've run all three in sandboxes or the cloud with good results, but have never deployed any to production, so can't give you feedback on performance in a prod setting.

Alfresco compares favorably to SharePoint. Here's an EE thread from a few years ago that may be helpful in looking at Alfresco vs. SharePoint (of course, things have changed in both products since then):
http://www.experts-exchange.com/OS/Microsoft_Operating_Systems/Server/MS-SharePoint/Q_25458146.html?sfQueryTermInfo=1+10+30+alfresco

Note that some of the data in that thread is even older, such as the accepted solution of:
http://www.cmswire.com/cms/enterprise-cms/sharepoint-vs-alfresco-a-platform-perspective-004549.php

So you'll want to look for updated info. Many folks (at EE and elsewhere) speak highly of it and there's an active support community for it. Alfresco is moving strongly to the cloud with its Alfresco Cloud version, while the Alfresco One version is an on-premise product (I don't know which you're looking for). It meets your open source requirement, as it is licensed under the Lesser Gnu Public License (LGPL) v3:
http://wiki.alfresco.com/wiki/Open_Source_Licensing

It also has an optional Index Server, which, based on your opening comment, may interest you, but it is available only in Alfresco One (on-premise):
http://www.alfresco.com/products/one/modules

All of that said, if all you're looking to do is index and then search for documents (mostly MS office docs), that's a different story. Regards, Joe
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Author Comment

by:rleyba828
ID: 39844715
Hi Joe,

   Thanks very much for your lengthy evaluation above.   In the past several days, our head office has mandated us to use the same system they are....which is Microsoft Share Point.  It is not exactly what our team had in mind, and I would have very much preferred an open source solution, but  that's how things are.

  I have been reading about alfresco and looks quite interesting.  I will try to read up more on it, for future evaluation.

Thanks and regards.
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LVL 55

Expert Comment

by:Joe Winograd, EE MVE 2015&2016
ID: 39844888
You're welcome. Good luck with your SharePoint project! Regards, Joe
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