Top 10 Document Tracking Software in 2025 (FREE+PAID)

If you need to keep track of important documents, open source software can help. In 2025, many options are available for free that ensure your files are organized and secure. This article will explore the six best open source document tracking software choices you can use. Each option offers different features to fit your needs, so you can find the perfect tool. Let’s take a look at these useful programs.

Papermark

Website: papermark.io

Papermark is a secure document-sharing platform that enhances team collaboration and management of sensitive information.

Designed as an open-source alternative to Docsend, it provides customizable data rooms and granular permissions to ensure secure document sharing.

Users can easily share property documents, manage grant applications, and bolster fundraising efforts, all while retaining control over who views their content.

This functionality is ideal for teams engaging with leads from social media, allowing them to prioritize the most interested prospects.

Papermark caters to modern organizations by emphasizing user-friendliness and strong security measures.

With a user base exceeding 15,000 companies, the platform thrives on user feedback, continually adapting to meet their needs.

Transitioning to Papermark is straightforward; teams can create branded data rooms with custom domains to enhance their professional image.

In addition to secure sharing, Papermark offers built-in analytics, enabling users to track document engagement in detail.

Its self-hosting options allow for greater customization, making it suitable for various organizational requirements.

Built on a robust tech stack, including Next.js, TypeScript, and PostgreSQL, Papermark is designed for ease of deployment.

Users must meet specific prerequisites like Node.js and a PostgreSQL database to set it up successfully.

Once installed, the application is easily accessible through any browser.

As a community-driven initiative, Papermark encourages user contributions, fostering a spirit of collaboration and continuous improvement.

For those seeking a reliable and innovative document-sharing solution, Papermark stands out as a preferred choice, committed to enhancing the user experience and providing responsive service.

Explore its features and get started at papermark.io.

Papermark Features

• Document sharing
• Data rooms
• Granular permissions
• Fundraising process management
• Lead capture on social media
• Grant application tracking
• Open source platform
• Custom domains

Papermark Limitations

• Limited information on security protocols implemented for document sharing
• Lack of detailed user support resources or documentation
• Unclear performance metrics or effectiveness in real-world scenarios

Papermark Pricing

• Free: $0
• Pro: Pricing not specified
• Business: Pricing not specified
• Data Rooms: Pricing not specified
• Docsend Personal Plan: $15/user/month

Papermark Ratings and Reviews

• G2: 5/5 (14+ reviews)
• Capterra: N/A
• Trustpilot: N/A

Nextcloud

Website: nextcloud.com

Nextcloud is a powerful open-source content collaboration platform.

It provides secure file storage and sharing solutions, deployable on-premise or in the cloud.

This ensures complete control over data, minimizing the risk of third-party leaks.

Designed for both individuals and organizations, Nextcloud offers customizable and scalable options for diverse needs.

With over 400,000 deployments globally, it facilitates seamless collaboration through features like file sharing, group chat, and audio/video conferencing.

Teams can access all collaboration tools from any device, enhancing communication.

Nextcloud prioritizes data safety with advanced access controls while ensuring transparency for compliance.

The user-friendly interface supports various file formats and includes AI-enhanced functionalities for content generation and data queries.

Trusted by thousands of organizations across education, enterprise, and public sectors, Nextcloud emphasizes privacy and security, making it easy to keep data where users want it.

The platform integrates communication and productivity tools, enhancing efficiency and empowering users to work from anywhere confidently.

Nextcloud allows synchronization of files, contacts, calendars, and conversations across devices.

It features customizable data sharing options and hundreds of apps in the Nextcloud App Store, including tools for project management and video chat.

Security remains a top priority, with strong encryption methods, two-factor authentication, and a HackerOne bounty program to protect user data.

Setting up Nextcloud is straightforward; users can sign up through a service provider, self-install, or buy devices with Nextcloud pre-installed.

Whether for personal use or a comprehensive business solution, Nextcloud offers flexibility and scalability.

Explore its features to enhance data security and accessibility at home or in the workplace.

Nextcloud Features

• On premise or cloud
• Customizable and scalable
• No data leaks to third parties
• Nextcloud Hub combining multiple products
• Easy access anywhere
• Powerful access control
• Infrastructure integration
• Group chat

Nextcloud Limitations

• Requires technical expertise for self-hosting and customization
• Potential for security vulnerabilities if not properly managed
• Dependence on user compliance and training for effective use

Nextcloud Pricing

• Basic Plan: €37.49/user/year
• Standard Plan: €67.89/user/year
• Premium Plan: €99.99/user/year
• Ultimate Plan: €195/user/year
• Single User: €15 per month for 500GB of secure cloud storage

Nextcloud Ratings and Reviews

• G2: 4.4/5 (123+ reviews)
• Capterra: 4.6/5 (438+ reviews)
• Trustpilot: 3.2/5 (34+ reviews)

ownCloud

Website: owncloud.com

Infinite Scale delivers secure file sharing and collaboration solutions, relied upon by 200 million users worldwide.

The platform is designed for businesses that require extensive data governance, allowing organizations to manage their data anywhere, at any time.

Users can choose to deploy ownCloud either on-premises or in a hybrid model, ensuring compliance with various regulations.

Features such as multi-factor authentication and encryption enhance security.

For smaller organizations or individual users, ownCloud.online presents a hassle-free, fully-hosted SaaS option, granting immediate access to data sovereignty without needing to manage infrastructure.

This flexibility empowers users to share files securely while retaining control over who accesses their data.

They can invite external contacts securely and eliminate reliance on slow VPN connections.

The platform fosters real-time collaboration on documents, boosting productivity and efficiency.

Infinite Scale integrates effortlessly with existing systems, promoting data sovereignty while facilitating convenient collaboration without depending on public cloud storage.

With an emphasis on security and adaptability, Infinite Scale caters to modern organizations’ needs, ensuring the protection of sensitive content.

ownCloud Features

• Secure by design
• Multi-factor authentication
• Encryption
• File lifecycle management
• On-premises deployment
• Hybrid setup
• Full SaaS solution hosted in Germany
• Access control for data

ownCloud Limitations

• Requires infrastructure management for on-premises deployment
• High data governance requirements may complicate usability for smaller organizations
• Potential security risks associated with using external contacts for file sharing

ownCloud Pricing

• Basic & free: $0
• Enterprise Plan: Starting at €1.85 per user/year
• From 5 users: 1,000GB of secure cloud storage, pricing not specified
• From 1 to 4 users: 500GB of secure cloud storage, pricing not specified
• (Note: "From 25 users" was removed because pricing was not specified, making it redundant in this context.)

ownCloud Ratings and Reviews

• G2: 4.3/5 (212+ reviews)
• Capterra: 4.2/5 (59+ reviews)
• Trustpilot: N/A

Seafile

Website: seafile.com

Seafile is an open-source file sync and share platform

designed for both reliability and performance.

It features a collaborative document tool, SeaDoc,

for easy writing and publishing, enhancing teamwork.

Users can seamlessly store, manage,

and share various file types across multiple platforms,

including Windows, Mac, Linux, iOS, and Android.

Seafile facilitates collaboration

with features like online document editing,

file locking, and permission management,

ensuring that teamwork remains efficient and organized.

It incorporates version control and event notifications

to maintain enhanced collaboration.

Known for its reliable file synchronization,

Seafile prioritizes data integrity,

allowing users to sync worry-free.

Its rapid sync capabilities make it suitable

for individuals and large enterprises alike,

managing tens of thousands of files within minutes.

The integrated SeaDoc editor supports real-time collaboration,

allowing simultaneous document editing by multiple users.

Users can trust in Seafile’s robust syncing protocols

and file history features to restore files effortlessly when needed.

With over 1 million users globally,

Seafile is a trusted solution for secure file sharing and collaboration.

Privacy is a core emphasis,

with options for creating libraries that can be securely synced and shared.

Users can selectively sync folders and manage conflicts intelligently,

and encrypt libraries with custom passwords for added security.

Features like group sharing, protected download links,

and a Markdown WYSIWYG editor improve online editing experiences.

Seafile’s highly customizable nature

allows users to contribute to its development,

making it an attractive choice for secure file management

and collaboration tools for individuals and teams.

In essence, Seafile is a comprehensive solution

for syncing, sharing, and knowledge management.

Seafile Features

• Open source file sync and share platform
• Built-in collaborative document editor
• Comprehensive cloud storage features
• Supports various file types
• Clients for multiple platforms (Windows, Mac, Linux, iOS, Android)
• Online document editing
• File locking and permission management
• Version control and file histories

Seafile Limitations

• Limited support for certain file types may affect compatibility
• Reliance on user understanding of permission management and version control could lead to accidental data loss or mismanagement
• Potential concerns about open-source security vulnerabilities compared to commercial platforms

Seafile Pricing

• Pro edition for up to 9 users: $100
• Additional users (10+): $480 for the 10th user, $48 per user for each additional user thereafter
• 12 users: $244
• 249 users: $11,952
• 250 users: $11,000

Seafile Ratings and Reviews

• G2: 4.4/5 (43+ reviews)
• Capterra: 5/5 (7+ reviews)
• Trustpilot: 3.5/5 (1379+ reviews)

Mayan EDMS

Website: mayan-edms.com

Mayan EDMS is a developed document management system born in 2010, designed for scalability to handle vast amounts of documents daily.

It serves hundreds of thousands of users across various industries, including aerospace, military, banking, and research.

Trustworthy in sectors such as government, NGOs, and academia, it offers secure and reliable solutions.

As an open-source platform with commercial support, it provides a range of professional services—from basic help to advanced migration assistance.

Key features include document versioning, fine-grained permissions, and customizable workflows.

Users can manage multiple document versions while enforcing tailored access controls.

Integration is simplified with a comprehensive REST API, and all functionalities are accessible via a user-friendly web interface.

Mayan EDMS emphasizes preserving essential contextual and business information of documents.

Users can utilize features like optical character recognition (OCR), file previews, labeling, and electronic signing.

Its workflow system and role-based access control ensure robust security and organization of documents.

To begin, using the official Docker image is recommended, requiring at least 2 GB of RAM for efficient operation.

A wealth of documentation aids users in installation and usage, making it accessible for all.

Mayan EDMS also nurtures an active community through forums, contributing to its ongoing improvement.

For those looking for a scalable and effective document management solution, Mayan EDMS represents an attractive and free choice.

Join the premier open-source platform to experience streamlined document management firsthand.

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Mayan EDMS Features

• Long period of uninterrupted active development
• Scalable for hundreds of millions of documents
• Active installations in hundreds of thousands
• Comprehensive array of professional services
• Self-guided support
• Basic, advanced, and SLA support
• Migration assistance and training
• Insane scalability

Mayan EDMS Limitations

• Dependency on continuous active development for long-term reliability
• Potential complexity in managing a large number of documents and users
• Requires technical expertise for REST API integration and system configuration

Mayan EDMS Pricing

• $9.99 USD/month
• $59 USD/month (with yearly plan)
• $99 USD/month (with yearly plan)
• $599 USD/month (with yearly plan)
• $1,099 USD/month (with yearly plan)

Mayan EDMS Ratings and Reviews

• G2: N/A
• Capterra: N/A
• Trustpilot: N/A

OpenDocMan

Website: opendocman.com

OpenDocMan is a free, web-based document management system designed to optimize document management while meeting ISO 17025 and OIE standards.

Built in PHP, it features an intuitive interface that caters to various file types, allowing organizations to enhance their document handling capabilities without overhauling existing processes.

A key strength of OpenDocMan is its flexibility, enabling businesses to maintain their operational rules. It supports multiple file formats and has a comprehensive user management system, allowing IT personnel to assign tailored access rights to team members.

The user-friendly design facilitates easy document uploads and tracking.

Key functionalities include revision history, automated document reviews, and fine-grained access controls, ensuring that files remain secure and modifications are carefully monitored.

Additionally, OpenDocMan offers a quick search function for document retrieval based on various criteria without the need for external indexing.

Its lightweight installation process requires minimal server resources, offering a cost-effective solution for improving document management.

Users can easily set up OpenDocMan either using Docker or manually on a web server, involving the creation of a MySQL database and configuration of file permissions.

Community engagement is encouraged, allowing developers to contribute improvements through code submissions.

Donations are welcomed to support ongoing infrastructure costs, making it a community-driven project.

OpenDocMan is suitable for any organization aiming to secure and organize its documentation efficiently.

Its features streamline document retrieval and collaboration, with compatibility for PHP versions 7.2 to 7.4, along with requirements for MySQL or MariaDB database management.

OpenDocMan Features

• Open source document management system
• Web-based access
• Fine-grained control of access to files
• Automated installation and upgrades
• Support for multiple file types
• Minimalist user interface
• Robust user management
• Centralized document storage

OpenDocMan Limitations

• As an open source software, it may lack professional support and maintenance
• Users may encounter bugs or issues without guaranteed timely updates or resolutions
• Complexity in implementing additional features or integrations due to reliance on community contributions

OpenDocMan Ratings and Reviews

• G2: N/A
• Capterra: N/A
• Trustpilot: N/A