Document management is something that can be complex, depending on the context. The nature of work and collaboration nowadays at times requires multiple people to work on one document. There might also be a need for documents to be easily accessible to multiple people, virtually. These and more are premises upon which document management becomes somewhat intricate. Personally, I tend to at times be part of such scenarios where documents have to be managed in a specialized manner, collaboratively. Though makeshift approaches can be employed you can instead use software or platforms for that. In this article, I share with you some of them.


SeedDMS comes with a web app that can be accessed for free. It enables many users to access and share documents. From the moment documents are uploaded onto the platform, they are kept in versions of sorts. What this means is every time a document is worked on, the previous version of it is saved. Thus you will have a perfect timeline of documents before and after all the edits done over time. The platform also enables various groups to collaborate. Notifications after every change are issued. Workflows can be streamlined via authentication and access control. SeedDMS supports several languages and a feature for searches as well.


OpenDocMan is one of the leading open-source document management platforms out there. There is no limit to the types of people who can use the benefit; literally anyone. As an administrator on the platform, you can oversee lots of aspects. By the way, there are 3 levels of administrators. You can add or remove users. You can categorize users by department or some sort of categorization. You also can see access logs. Expiration of files or documents and their review can be automated. The search function is also there and notifications on changes can be automatically sent by email. The number of people that can access or use the same workflows is unlimited.


OpenKM is the third option you can consider as a document management software or platform. Uploading and downloading is optimized for large or several files at a time. There is an option to download files as compressed files. One of its uniqueness stems from having document templates to choose from. There is a feature for converting text to speech. Every user has their own recycle bin and a chest for files only they want to use or access. Users can message each other via the platform. Notification of changes by email is available as well. The search feature is present and there is a tagging system for users when making edits. Documents or files and workflows can be categorized or catalogued.

I am sure you will find this software or platform useful. Having a document management software or platform comes with several benefits. There is the ease of access and share-ability. It enables your team to operate better online e.g. remote working. As a brand, it helps you transition to a paperless office. The essence of collaborative work is streamlined thus leading to more productivity. Automation of workflows is yet another benefit. The platforms I mentioned are easy to use and do not require any specialized skillset e.g. coding. You can also use common platforms such as Google Docs, Sheets or Microsoft Teams.