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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 Skeptic

Weighted verdict

Has read "revisionssicher" on every DMS homepage and a Testat on almost none. Distrusts "AI-powered capture" without a validation step, "seamless SAP integration" without a scope, and "no vendor lock-in" from a vendor that documents no export — and treats "price on request from your partner" as an answer.

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

Scored by The Skeptic

Panel median The Skeptic 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 Skeptic
Capture, OCR & indexing 2.5 of 5 2.5 of 5
Versioning, permissions & audit trail 1.5 of 5 1 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 Skeptic

Where the documentation exists it is refreshingly concrete: OCR data-capture plugins that lift a date, a number, free text or a barcode into typed fields by pattern, with defined error behaviour, plus a Windows scanner utility and an Invoice Capture application that catalogs invoices automatically. Around it, we found no public information on a validation step, duplicate detection, or XRechnung and ZUGFeRD read as structured data — and the invoice app is documented as not compatible with the Community edition, so the capture a paying buyer gets is the only capture documented. 2 3 4

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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 Skeptic

The permissions pages document administration access only: a table of users by admin role and an edit action to change each user's administration access level — rights over the tool, with no captured evidence of rights per folder, document or confidentiality. We found no public information on version history, check-in and check-out, or a log of who read or changed a document. For a product pitched at companies and public institutions, that silence is the finding. 1 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 Skeptic not rated — no public information

We found no public information on audit-proof archiving or retention: no retention schedules, no immutability of archived documents, no auditor's report, and no 'revisionssicher' or GoBD claim to interrogate. The only archiving content on the captured pages is a set of developer utilities that create ZIP and JAR archives and delete files from a ZIP by extension — compression helpers, not an archive a tax auditor would recognise. 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 Skeptic

The workflow engine is documented in more detail than most of this product: review, approval and validation workflows, serial and parallel routing, tasks assigned to groups or users, monitoring of statuses and processes, a per-node execution history with a status graph, and a native engine named OKMFlow. We found no public information on deadlines, substitutes or escalation, an API and its scope, Microsoft 365 or Outlook integration, or connectors to accounting and ERP systems — the named connectors are Bonita and Joomla. 2 9 10

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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 Skeptic

Search is one marketing phrase — documents 'can be easily retrieved with intelligent global search' — with nothing on whether that is full text or metadata, on filters, saved searches or mobile access. The only export evidence is programmatic: utilities that create a ZIP or JAR from a directory. For a buyer planning an exit, we found no public information on bulk export of documents with their metadata and versions in a documented structure. 7 8 9

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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 Skeptic

Two European elements are proven: the vendor names Open Document Management System S.L. at an address in Palma de Mallorca, Spain, and the homepage states the system 'runs on your own servers'. Everything behind that is dark — we found no public information on data residency for a cloud edition, subprocessors, a data processing agreement, or where any OCR or AI processing runs — and the captured pages give different company names, with the invoice-capture licence published by OpenKM Knowledge Management System S.L. 1 2 4

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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 Skeptic

The only public number is zero: 'If you are looking for a free cost, then "Community" is yours.' The invoice-capture documentation requires a professional edition whose price appears nowhere, and the offered path is 'Request DEMO' — a quote, not a price list. We found no public information on what the paid editions cost, per user or otherwise. 1 2 4

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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 →