Electronic Document and Records Management System for Home Use

Findo on 08/08/2019 - 19:27
Last edited 08/08/2019 - 19:29

I've been searching high and low for an Electronic Document and Records Management System (EDRMS)for home use that's reasonably affordable (<$200/year) but can't find anything. I have a fair amount of documents I want individual document IDs assigned to, e.g. legal documents related to a fencing dispute and other important documents. I want to be able to capture the author of each document, as well as sort them as different record types.

I've played around with OpenKM but find it a little hard to use. Is there anything similar to TRIM/HPE Records Manager for home use? Can TRIM be licenced for home use at a reasonable cost?

Computing

Comments

  • brokenglish on 08/08/2019 - 21:41

    Wah, first time I've heard of EDRMS.
    First page of Google search shows it's mostly used for government agencies handling big data.

    I do mine file & folder style. FREE.
    I use Everything to search on Windows, it's instant and FREE.

    For recurring documents, I sort and name everything by date. Inside I would put an empty TXT for tagging so I can search for it.
    Example, 2019-08-08 edrms home use legal battle folder:
    EDRMS legal battle.pdf
    AUTHOR Findo.txt

    If I want to find this, my search term is "2019 Author Findo".

    I used to use Tabbles which allows you to tag file and folder like Gmail would to emails.
    Not sure if license is required now, it used to be FREE for home use.

    How many exactly are your fair amount of documents? Right click > Properties?

    • Findo on 09/08/2019 - 01:13

      Probably in excess of 2000 files related to the fencing dispute alone. There’s constantly more stuff added like CCTV video recordings, email messages, scanned letters, photos, etc.

      I looked at SharePoint as well but I have no experience in setting up a SharePoint site collection for different retention policies for documents. Ugh, if only TRIM was affordable for home use.

  • Australianjim on 08/08/2019 - 22:55

    If you want to keep it simple try PaperPort. I used it years ago but now I have a similar folder system to brokenglish. I moved to Mac and couldn't be bothered buying PaperPort again for the amount of documents I had.

    • Findo on 09/08/2019 - 01:14

      I did a quick google search but couldn’t find any info on automatically assigning different document IDs for records. Can paperport handle different file types like videos, photos, PDFs, etc?

      • Australianjim on 09/08/2019 - 14:05

        As I said it's been a long time but it used to handle PDF and photos. I doubt video. It looks like nuance has sold it now so not sure how is changed.

  • elgrande on 08/08/2019 - 22:59
    +1

    Something tells me you work for the state govt.

  • mshanann on 09/08/2019 - 09:03
    +1

    I used to leverage Lucion FileCenter way back in the day …

    https://www.filecenterdms.com/filecenter-overview.html

    https://www.filecenterdms.com/filecenter-matrix.php

    • Findo on 09/08/2019 - 12:47

      Looks easy to use! Can FileCenter assign sequential document IDs and sequentially number record types?

      e.g. DGY19/01 - created 01 Jan 19 containing DOC19/000001, DOC19/000002, DOC19/000003
      MX19/01 - created 02 Jan 19, containing DOC19/000004
      RMX19/01 - created 02 Jan 19, containing DOC19/000065
      DGX19/02 - created 03 Jan 19, containing DOC19/000006

      And if I move DOC19/000006 to DGY19/01, would the document ID remain attached to the document itself?

      • mshanann on 09/08/2019 - 14:41

        I'd reach out to them … they are a small company and very responsive and should be able to answer your questions.

  • [Deactivated] on 10/08/2019 - 11:07

    Paperport 14 Pro is a document management system which is Windows only - there is a free trial - and costs $300 one off fee - goes on special often so sign up to nuance emails - Used in legal settings. Make sure you download version 14.5.

Login or Join to leave a comment
Login Join