The Ultimate Guide to Document Management System Software

Do you often feel like documents run your office? Instead of people and ideas, everything is stored in folders on your desk, computer and network. If you struggle to manage all these documents, it’s time to look for a better way to store and access them. A document management system (DMS) can help streamline your workflow and make it easier to locate the document you need when you need it. In this blog post, we’ll take a closer look at logicalDOC – an open-source DMS solution which has garnered quite a lot of attention since its launch in 2014. Let us guide you through the key features of so you can decide whether or not it’s right for your business.

What is a Document Management System?

A Document Management System is software designed to help you store, organize and find documents within an organization’s network. DM systems require you to scan documents, upload them to the software and assign metadata such as document type, file name and keywords for easy searchability. Although most businesses use traditional folders and file cabinets to store documents, this doesn’t provide a reliable system for locating records when needed. As your organization grows, the number of copies also tends to increase. A document management system helps you to efficiently store and retrieve documents to find what you need when you need it quickly.

Why Use a Document Management System?

A document management system will allow you to store all your company documents in one place. This makes it easier to find the correct record when you need it. You can also set up alerts so that you will be notified when a document gets updated. If your employees store their papers on their computers, locating the document you need can be challenging. A DMS makes it easier for everyone to find the documents they need. You can also set up permissions so that each employee can only access the documents that are relevant to their job. Having a DMS is also helpful if you need to collaborate with other organizations or share documents with customers and suppliers. A DMS enables you to upload documents and set up permissions so that other people can view them. However, they won’t be able to edit or delete the records.


An intuitive UI that is easy to navigate – LogicalDOC has a modern and intuitive user interface designed to make it easy to navigate. Whether you are accessing the system from your laptop or desktop computer, you will find it easy to locate the documents you need to see. Document versioning – To ensure no discrepancies when multiple people are working on the same record simultaneously, LogicalDOC has document versioning. This is especially useful when creating HR documents such as performance reviews. Security – LogicalDOC has a robust security system which enables you to protect the documents in your system. Customizable fields – A DMS should allow you to customize the fields to suit your needs.

Pros and Cons

Easy to install and use – LogicalDOC is an open-source DMS solution built for business needs. As such, it provides all the features that you would expect from a robust DMS solution. – Easy to navigate – LogicalDOC has a user interface designed with the end user in mind. It is easy to navigate the system and locate the necessary documents. – Document collaboration – With LogicalDOC, you can invite people to collaborate on documents. This makes it easy to review documents and make edits if necessary. – Customizable – With LogicalDOC, you can customize the fields and user permissions to meet your organization’s needs.

High setup costs – One of the major cons of LogicalDOC is that it requires someone with technical expertise to install and configure the software. This means that you will incur high setup costs. – Limited third-party integrations – While LogicalDOC provides robust capabilities, it doesn’t have many third-party integrations. 

This means that it might not be the best DMS solution for large organizations that use a wide range of third-party apps. – User limitations – If you install LogicalDOC on your in-house server, you must designate one or two people to manage the server. This means you will only be able to use the DMS within your organization.

Who Should Use LogicalDOC?

If you are a small or midsize organization that wants to improve collaboration, you should consider using LogicalDOC. It is an affordable DMS solution with all the features you would expect from a robust DMS solution. If you are looking for a powerful open-source DMS solution, you should consider LogicalDOC. It has a wide range of integrations and supports multiple document types. As such, it is well-suited for organizations of all sizes. LogicalDOC is an ideal solution for organizations that need a robust open-source DMS solution. It has everything you need to manage documents, including security and advanced search capabilities.

The Bottom Line

A document management system is a solution if you struggle to manage documents and find the correct files when needed. A DMS will allow you to store all your company documents in one place. This makes it easier to find an accurate record when you need it. LogicalDOC is an affordable DMS solution with all the features you would expect from a robust DMS solution.

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