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Document Management (DMS)

OpenKM

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Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: not determined

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by OpenKM · www.openkm.com

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OpenKM: AI-assisted analysis on whats-best.ai OpenKM: AI-assisted analysis on whats-best.ai (dark)

Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

OpenKM at a glance

Vendor
OpenKM
Headquarters
Not stated on the vendor’s pages as of 3 Nov 2026
Data hosting
Not stated on the vendor’s pages as of 3 Nov 2026
Free plan
Not stated on the vendor’s pages as of 3 Nov 2026
Panel verdict
The AI panel rates OpenKM 2/5, the mean of 6 judges. OpenKM, a document management system whose captured pages carry a Palma de Mallorca address, is strongest on document workflows, scored 4-6 on a native OKMFlow engine documenting review, approval and validation steps, serial and parallel routing, task assignment to users or groups, monitoring, and per-node execution logs with graph views. how scores are made
As of
Vendor pages captured 3 Nov 2026; evaluated by the panel 4 Nov 2026. all sources

OpenKM alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Data Protection Officer

Weighted verdict

Knows the DMS ends up holding personnel files, health certificates and customer contracts in one place. Asks where the cloud edition stores them, which AI provider reads them during capture, who the subprocessors are, and how GDPR deletion is reconciled with retention duties.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Data Protection Officer

Panel median The Data Protection Officer This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Data Protection Officer
Capture, OCR & indexing 2.5 of 5 2.5 of 5
Versioning, permissions & audit trail 1.5 of 5 1.5 of 5
Audit-proof archiving & retention 1 of 5 0.5 of 5
Document workflows & integrations 2.5 of 5 2.5 of 5
Search, retrieval & exit 1.5 of 5 1.5 of 5
European sovereignty 2 of 5 2 of 5

Capture, OCR & indexing

How this is scored

How documents get in and become findable: scanning and email intake, OCR, classification and metadata extraction, and whether incoming e-invoices (XRechnung, ZUGFeRD) are read as structured data rather than as pictures.

0 — Not a document intake tool: files cannot be uploaded or captured into the product as documents.

3 — Upload, drag-and-drop or scan import with full-text OCR; email intake, document types and field extraction are basic or not described.

5 — Scanner or app capture and email intake, full-text OCR, and document types with metadata fields, some filled automatically (date, sender, amount or similar).

8 — AI- or rule-based classification and field extraction with a validation step, XRechnung and ZUGFeRD read as structured data, mailbox and Microsoft 365 intake, and duplicate detection documented.

10 — Capture is engineered and shown: classification and extraction trainable per document type, validation queues, e-invoice validation against the standard, intake channels listed with their limits, and where AI processing runs (location, model provider) stated.

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The Data Protection Officer

The documented intake is a Windows scanner utility plus built-in OCR data-capture plugins that extract date, number, string and barcode values from OCR text by pattern, and a Professional-edition Invoice Capture application that catalogs invoice PDFs automatically. We found no public information on XRechnung or ZUGFeRD being read as structured data, on email or Microsoft 365 intake, on duplicate detection, or — the question I must ask as data protection officer — on which provider or processing location reads documents during capture. 3 4 2

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Versioning, permissions & audit trail

How this is scored

Who may see and change which document, what happened to it, and whether earlier states can be recovered: version history, check-in and check-out, role- and attribute-based rights, and an audit trail of reads and changes.

0 — A file drop without users or history: anyone with access sees and overwrites everything, by the vendor's own description.

3 — Version history and folder or workspace permissions; check-out, roles and an audit log are basic or not described.

5 — Version history with restore, users, roles or groups with rights per folder or document type, and a log of who changed or accessed documents.

8 — Check-in and check-out, metadata-driven permissions (by department, client or confidentiality), an audit trail covering reads, exports and deletions, single sign-on and directory sync (Entra ID, LDAP) documented, and administrators' own actions logged.

10 — Access is provable: the audit trail is tamper-evident and exportable, permission changes are themselves versioned, field-level rights and need-to-know access for HR or legal records documented, and the log retention period stated.

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The Data Protection Officer

The captured pages document an admin permission feature that sets administration access levels per user and role, with a table of users holding administrative access. We found no public information on document version history, check-in and check-out, or an audit log of reads and changes — precisely what I need evidenced before personnel files and health certificates live in one repository. 5 6

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Audit-proof archiving & retention

How this is scored

GoBD-compliant, revisionssicher archiving: immutability of archived documents, retention schedules and deletion, tax-audit data access, and the independent evidence behind the claim — scored on what is certified and documented, not on the word "GoBD-konform".

0 — Not an archive: a file store or collaboration space in which, by the vendor's own description, documents can be edited or deleted at any time and no retention function exists.

3 — "GoBD-konform" or "revisionssicher" archiving claimed, or retention mentioned; how immutability is achieved and how retention is configured are basic or not described.

5 — GoBD-compliant archiving stated with archived documents protected against change, retention periods configurable per document type, and GoBD guidance or a sample Verfahrensdokumentation offered.

8 — An auditor's report (IDW PS 880 or comparable) published or named with its scope and date, WORM or equivalent storage described, deletion after expiry and legal hold, GDPR deletion reconciled with retention duties, and Z1–Z3 tax-audit export documented.

10 — Archiving is evidenced end to end: current Testat with scope covering the cloud and on-premises editions as sold, retention and deletion logged and reportable, long-term formats (PDF/A) enforced, and a documented procedure for the tax audit and for moving the archive without breaking its integrity.

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The Data Protection Officer

The only archiving-related documentation captured is a set of developer utilities for creating ZIP and JAR archives and deleting files from a ZIP. We found no public information on immutability of archived documents, retention schedules, deletion after expiry, tax-audit export, or how GDPR deletion would be reconciled with retention duties. 7 8

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Document workflows & integrations

How this is scored

What happens to a document after it arrives: approval and invoice workflows, tasks and deadlines, and the connectors that tie the DMS to ERP, accounting, DATEV, Microsoft 365 and the rest of the stack.

0 — Storage only: the product is described as an archive or file store with no tasks, approvals or connections to other systems.

3 — An approval, sharing or task step and a few named integrations; a workflow designer and an API are basic or not described.

5 — Configurable approval or invoice workflows with tasks and deadlines, Microsoft 365 or Outlook integration, and an API or connectors to named accounting or ERP systems such as DATEV.

8 — Graphical workflow modelling without code with substitutes and escalation, invoice workflow with ERP or DATEV handover documented, connectors for named ERP systems (SAP, Microsoft Dynamics, DATEV) with their scope, a documented REST API with webhooks or events, and e-signature integration.

10 — Workflows are a platform: versioned workflow definitions, process reporting with throughput times, a public API reference with rate limits and a sandbox, a partner marketplace of integrations with stated maintainers, and workflow history kept in the audit trail.

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The Data Protection Officer

A native workflow engine is documented with visual modelling, serial and parallel flows, task assignment to users and groups, monitoring, and a per-node execution log with a graph of the current task. Beyond a Bonita connector and Windows utilities, we found no public information on connectors to ERP or accounting systems such as DATEV or SAP, a documented REST API, deadlines and escalation, or e-signature integration. 9 10 2

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Search, retrieval & exit

How this is scored

Finding documents again and taking them with you: full-text and metadata search, saved searches and mobile access, and whether documents, metadata, versions and audit trail can be exported in documented formats when the contract ends.

0 — No search and no way to get documents out again beyond opening them one by one in the product.

3 — Full-text or file-name search and single-document download; metadata filters and bulk export are basic or not described.

5 — Full-text and metadata search with filters, web and mobile access, and documents downloadable in bulk or in their original format.

8 — Saved searches and search across versions and attachments with permissions respected, bulk export of documents with their metadata (CSV, XML or similar) and versions in a documented structure, and an import path from other DMS or file shares named.

10 — The exit is designed in: a documented complete export with schema including the audit trail, export available self-service at any time, the post-termination retrieval window and data deletion stated, and archives stored in open formats so a successor system can take them over intact.

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The Data Protection Officer

The vendor states documents can be retrieved with an intelligent global search, and the developer toolkit can package directories into ZIP and JAR archives. We found no public information on metadata filters, saved searches, mobile access, or a documented bulk export including metadata, versions and audit trail for the day the contract ends. 9 7 8

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European sovereignty

How this is scored

Who the contracting entity and its owner are, where documents and their metadata are stored and processed in the cloud edition, and who the subprocessors are — including any AI provider that reads document content. Independently sourced by the sovereignty pipeline.

0 — Proven non-EU on every dimension the evidence covers: non-EU contracting entity and non-EU storage of documents, with no EU or on-premises option stated.

3 — One European element proven: an EU contracting entity, EU data centres for the cloud edition, an on-premises edition, or a published DPA, with the rest of the chain unstated.

5 — EU contracting entity and EU data centres stated for the cloud edition, or an on-premises edition, with a DPA offered; the subprocessor chain (hosting, AI processing, support) is unstated or partly non-EU.

8 — EU entity, documents and metadata stored in named EU data centres, subprocessor list with locations published, AI processing location disclosed, an on-premises or private-cloud option offered, and certifications (ISO 27001, BSI C5) published.

10 — Sovereign end to end and evidenced: European ownership, EU entity, every processing location and subprocessor European, customer-controlled keys or on-premises operation available, and certifications with their scope published.

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The Data Protection Officer

The copyright notice names a Spanish limited company at a Palma de Mallorca address and the platform is described as running on the customer's own servers, giving me an EU entity and an on-premises option; note the captured pages give two different Spanish entities, as the Invoice Capture licence names OpenKM Knowledge Management System S.L. We found no public information on where documents and metadata are stored in any hosted deployment, on the subprocessor chain, on a published data processing agreement, or on who processes content during the automatic cataloguing. 1 2 4 9

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Pricing transparency not rated — the vendor publishes no price

How this is scored

Whether a buyer can compute the cost of a given number of users, storage and modules — including cloud versus on-premises licensing, maintenance, implementation partner fees and price increases — from public pages alone.

0 — No public prices at all; every quote comes from sales or a partner.

3 — A public "from" price or one priced edition, per user or flat.

5 — Prices per user or per edition public for the main editions with the billing period stated and the main inclusions listed.

8 — Every edition and module priced publicly, storage limits and overage stated, on-premises licence and maintenance terms given, onboarding priced, and contract term and notice period published.

10 — Complete cost computability: a configurator or price list covering users, modules, storage and deployment model, partner implementation priced or bounded, and price-increase terms on a public page.

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The Data Protection Officer

The Community Edition is publicly stated as free and downloadable, and a demo can be requested from the vendor. We found no public prices for the professional edition or modules, storage limits, on-premises licence and maintenance terms, implementation partner fees, or contract and notice terms. 2 1

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European sovereignty — proven facts

0 of 6 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Hosting location Not determined — uncited Report an error
Hosting options Not determined ⚠ unverified — uncited Report an error
Open source Not determined ⚠ unverified — uncited Report an error
Data processing agreement Not determined — uncited Report an error
Transfer impact assessment Not determined — uncited Report an error

Questions about OpenKM

Is OpenKM European?

Not determined: the vendor’s pages as captured do not say where OpenKM is based.

Where does OpenKM store data?

Not stated on the vendor’s pages as of 3 Nov 2026.

Does OpenKM have a free plan?

Not stated on the vendor’s pages as of 3 Nov 2026.

What are the best alternatives to OpenKM?

As of 4 Nov 2026, the panel rates AMAGNO (3.5/5), PaperOffice (3.5/5) and Doxis (3/5) highest among the other 21 Document Management (DMS) products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is AMAGNO (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: OpenKM alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (10)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor page www.openkm.com Checked 3 Nov 2026 Details →
  2. 2 Open-source licence page — found from the homepage www.openkm.com Checked 3 Nov 2026 Details →
  3. 3 Capture, OCR & indexing — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  4. 4 Capture, OCR & indexing — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  5. 5 Versioning, permissions & audit trail — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  6. 6 Versioning, permissions & audit trail — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  7. 7 Audit-proof archiving & retention — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  8. 8 Audit-proof archiving & retention — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →
  9. 9 Document workflows & integrations — found from sitemap www.openkm.com Checked 3 Nov 2026 Details →
  10. 10 Document workflows & integrations — found from sitemap docs.openkm.com Checked 3 Nov 2026 Details →