Hey everyone! I'm currently working with a small client that has fewer than 10 employees, and they're looking for an easy-to-use document or knowledge management system to help organize their land ownership files. I've come across several suggestions, but most seem too complex for what we're after.
Here's what we're hoping to find:
**Core Requirements:**
- A simple local database (or syncable with OneDrive). We need a system that tracks documents locally (or through OneDrive) and displays a list of "events" for each land piece alongside the associated PDF files. We're looking for a standalone client that edits a database file, with no need for server setups like Bitfarm-Archiv.
**Nice-to-Have Features:**
1. We have files organized in a specific folder structure using a naming format: `[XX] [YY] [ZZZZ] - [DDDD]`, where `[XX]` is the originating organization, `[YY]` is sub-organization, `[ZZZZ]` is the land index, and `[DDDD]` is the date (YYMMDD format).
2. Files often relate to multiple parcels, so a better way to manage this than manual shortcuts would be great.
3. Built-in notes or comments on files would be a plus, as we currently use `NOTE.TXT` files for this purpose, though tagging is optional.
Since the company isn't planning on growing much, we're also looking for a one-time purchase option rather than subscription-based solutions. Any recommendations you might have would be deeply appreciated! Thanks in advance!
5 Answers
Honestly, it sounds like your current setup is working for you. Sometimes sticking with a file structure is actually the best option, rather than hopping onto a new system that may not provide significant benefits. If you are interested, think about tools that can enhance your existing workflow instead. Also, it might help to jot down the pros and cons of your current system before seeking alternatives—this will give you clarity on what’s really necessary to improve things.
Check out Docuware! It could be a good fit for what you need.
I used to use Mayanedms and Paperless but switched to Google Drive with a paid Workspace. I even set it up with n8n to auto-create my folder structure. Plus, Google Drive supports OCR which is super handy!
You seem to be torn between needing local documents and a DB management system. Most KB systems are web-based with some offline capabilities, so consider how tightly you want to hold onto that folder structure. If you're open to exploring it, using an Index CSV approach might speed things up. It’s not perfect, but it’s a simple solution and could work well. Alternatively, if your team’s techy, Bookstack in a Docker container might be something to consider.
I get that you want a database without a client-server setup, but that’s a tough one. Most options you'd find will either need some sort of cloud service with a subscription or a local client-server. For simplicity’s sake, you might have to switch to using metadata instead of sticking to folder structures. That being said, it’s an interesting challenge!
It really is complicated, yeah! Wish there was an easier way to handle all that.
Thanks for the suggestions! I’ll definitely look into those options!