10 Best OpenKM Alternatives in 2024

OpenKm is an ECM software that is more like a management solution for companies struggling with creating, storing, and managing digitized documents. The software allows organizations to mitigate the risks associated with poor document handling and asserts to bring their lost productivity back. 

OpenKm claims to be an integrated and comprehensive solution to its users since it offers the following functionalities. 

With OpenKm, you can:

1. Control information assets with the help of a repository. 
2. Collaborate on different projects with your team.

We believe regardless of the software’s capabilities and its promises there remains a gap between what it has to offer and what the users in the market require. Which is why we’ve compiled a list of the best OpenKM alternatives based on many parameters like features, reliability, and ease of use. 

Let’s get right into it, then.

List of 10 Best OpenKM Alternatives 

dox2U

This software is an all-encompassing solution to all your document management-related problems and one of the best alternatives to OpenKM. dox2U is a cloud-based DMS that allows you to digitize documents and manage them effortlessly. It is a highly configurable and cost-effective solution for businesses of all sizes. 

Pros of Using dox2U: 

• The biggest advantage of opting for Dox2U is that it is a SaaS solution that promotes pay-as-you-go plans and that too without heavy upfront investments. 
• It is a service based solution which implies you can eliminate the need to host your own infrastructure. 
• Information retrieval is made possible in seconds with the help of content and filter-based search capabilities. 
• Advanced search feature for an even easier retrieval process. 
• A digital workspace for your team to collaborate. 
• Ability to keep a tab on activities performed on documents with Audit Logs. 
• Single shared repository of all documents to break down information silos. 
• Control levels of access and rights of users with Granular Access Control.
• Lifetime free plan for the team with limited requirements.

Cons of Using dox2U: 

• The ease of operations it will bring to your organization could become addictive.

Google Workspace

This one is obvious, we all have been using Google Workspace for a long time, and it surely is a great OpenKM alternative that helps teams create and collaborate seamlessly with the help of different tools like Google Drive for file storage, Meet for team conferencing, Chat for easy collaboration and more. 

Pros of Using Google Workspace: 

• Very easy-to-use, probably wouldn’t require training. 
• No technical knowledge is required. 
• This a very cost-efficient option for companies who are just starting

Cons of Using Google Workspace: 

• Information siloes are created since storage on Google Drive creates virtual walls. 
• Functionalities and features are very basic and might not be a solution in the long term. 
• Not the best solution for a distributed workforce. 
• Lacks must have security controls. 

Dropbox

From a storage folder to a cloud-storage service, we have seen Dropbox go from 0-50 quickly in the last few years. It is, as people believe, a smart digital workspace that allows you to: 

1. Store all your files in a single place, 
2. Integrate with other tools like Slack and Zoom, 
3. Share your content securely with third parties 
4. and collaborate on documents via Dropbox Paper.

Pros of Using Dropbox: 

• The biggest advantage of choosing Dropbox over others is that you can start for free. 
• You can access your content anywhere since you have desktop and mobile software versions. 
• It’s easier to use as compared to other document management solutions. 

Cons of Using Dropbox: 

• The biggest drawback is you lose access to your content as soon as you get away from the internet. Although you can mark the files that you often need to access them without the internet; regardless it remains a big downside for many.
• Dropbox Paper isn’t integrated with the Dropbox app. 
• Free package means limited storage space and restricted functionality. 
• The organizational structure of the app is not the best. 
• As soon as you decide to upgrade to a paid version, you might start feeling it’s expensive. 
• Not the most ideal alternative to manage paper-based documents.

Box

Box is a cloud-based document management solution that allows businesses and companies to store and manage their paper-based documents easily and set up a more efficient system. Box is also found useful by companies in automating regular business processes and collaborating with teams effortlessly. 

Pros of Using Box: 

• Secure file sharing with guests is the biggest benefit of using Box. 
• Box allows you to invite users to documents and work simultaneously on the same without creating different versions of a singular document. 
• Another advantage is you get a 14-day free trial to assess if the software is the right one for you. 

Cons of Using Box: 

• Restricted document control features. 
• Inefficient version control. 
• The customized package could be expensive. 
• Appropriate to set up workflows and automate regular business processes. Not really recommended to manage paper-documents per se.

Laserfiche

Another OpenKM alternative is Laserfiche. The software makes the process of document handling a very stress-free process. It helps you keep up with your pledge to go paperless by allowing you to collaborate with team members and digitize your entire paper-based document management system. With Laserfiche, you can also automate your business’s workflows. 

Pros of Using Laserfiche: 

• Efficiency is boosted, and processes are automated easily. 
• Suitable for teams of all sizes. 
• Integration helps maintain transparency of operations. 

Cons of Using Laserfiche: 

• The packages are paid, and no free trials are available. 
• For additional storage requirements, one will need to pay additional charges.

Nuxeo

Another widely used OpenKM alternative is this content services platform that offers several functionalities, one of which is Document Management. You can leverage Nuxeo for almost everything related to documents. It is good for everything, from creating, storing, and managing digitized versions of the information to setting up workflows. 

Pros of Using Nuxeo:

• Easy retrieval of documents. 
• Sharing of access with guests and those working within the organization. 
• Document version controls to avoid duplication and editing potentials. 

Cons of Using Nuxeo:

• You will have to get your staff trained. 
• It could be an expensive alternative to other available options. 
• The biggest disadvantage is that it is a single-tenant hosted service. Meaning thereby one will have to reach out to the platform’s support for deployment and stay engaged with them for a seamless experience.

Microsoft OneDrive for Business 

Like Google Workspace, Microsoft OneDrive is a widely used software that helps teams and individuals store, manage and share documents without worrying about security. With Microsoft OneDrive, you get the power to access your content from any device and any place, share documents with others, work together simultaneously on projects, sync cloud storage with devices, and a lot more. 

Pros of Using Microsoft OneDrive:

• Your data is always secured with Microsoft OneDrive, even when you share it with others. 
• The information is accessible easily, no matter the device or the geographic location. 
• You can prevent your employees from syncing your corporation’s confidential information on their personal devices. 

Cons of Using Microsoft OneDrive:

• Privacy concerns have been raised by users quite often. 
• Content could be auto-deleted as soon as an account becomes inactive. 
• There are some major character limitations of the software.

Confluence

8th on the list of 10 best OpenKM alternatives is Confluence. The software solution is highly reliable and comes in handy at every step of document handling. Confluence presses upon the importance of going transparent and avoiding information siloes and thus offers a system that eliminates the same and provides an easy flow of information within the organization. 

Pros of Using Confluence: 

• Ease of collaboration. 
• Ability to control access rights and keep tabs on users’ activities on shared documents. 
• Free plans for teams are subject to a few conditions. 

Cons of Using Confluence: 

• You need to create in-house plugins. 
• Could be an unrequired complication for small teams with limited requirements. 
• You might need to host your own infrastructure. 
• The software is not exclusively focused on document management and thus lacks the capabilities that are required to manage paper-based documents efficiently.

Contentful 

As the name suggests, this software manages everything related to content. It creates a single document repository, organizes it for ease of use and navigation, and with integration, offers several other features that one needs for document management. It’s like a three-tiered cake. 

Pros of Using Contentful: 

• 24/7 support. 
• Easy-to-use and user-friendly interface. 
• Free plan available for a team of 5 people. 

Cons of Using Contentful:

• The solution might not be feasible for professionals with a lot of documentation, like lawyers, medical professionals, and accountants. 
• Appropriate for individuals or companies looking for a solution to create or manage digital documents; lacks capabilities required for efficient management of paper-based documents.

Office 365

Another comprehensive solution to document handling challenges that companies face today is Office 365. Undoubtedly it is a virtual workspace with every tool needed for a team working from different offices and parts of the world. 

Pros of Using Office 365: 

• Ability to create documents from anywhere. 
• You get collaboration tools for improved productivity. 
• Ability to integrate other Microsoft apps. 

Cons of Using Office 365:

• Inability to access documents without the internet. 
• You might have to check if the software is compatible with your devices or not. 
• Est for creation and management of digital documents and not the most ideal alternative to deal with paper-based documents.

Concluding Remarks

With this, we conclude our list of the 10 best Openkm alternatives. Each of the above-featured softwares has unique capabilities and offerings; it is up to you to decide which ones you need to reap the most from this investment. The smart thing to do would be to go for alternatives that offer free trials and packages so that you can be sure of your choice. dox2U is one such solution that provides a lifetime free plan; why not start from there?