Mayan EDMS
Open-source electronic document management system with OCR and metadata models.
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What is Mayan EDMS?
Mayan EDMS is an open-source document management system (DMS) designed to help organizations store, manage, and retrieve digital documents efficiently. It provides a centralized platform for handling records, reducing manual administrative tasks, and improving workflow automation. The tool is widely used by government agencies, healthcare providers, educational institutions, and businesses to comply with data retention policies and streamline document processes. Mayan EDMS addresses challenges such as fragmented document storage, lack of version control, and difficulty in accessing critical records, offering a scalable solution for managing digital assets in a secure and organized manner.
How it works
Mayan EDMS is a web-based document management system built with Python and Django, licensed under Apache-2.0. It enables users to digitize, organize, and manage documents through features like metadata tagging, access controls, and workflow automation. The tool is particularly suited for environments requiring strict compliance with regulatory standards such as GDPR or HIPAA. Its primary purpose is to replace paper-based record-keeping with a secure, searchable digital archive. By centralizing document storage, Mayan EDMS reduces risks associated with physical document loss, unauthorized access, and inefficient retrieval processes. Mayan EDMS supports document versioning, audit trails, and customizable workflows to track document lifecycles. It integrates with external systems via REST APIs and offers role-based permissions to ensure data security. Features like document indexing and full-text search enhance usability, while its modular architecture allows for plugin extensions to add functionality such as digital signatures or barcode scanning.
How to use it
- 1Install the software on a server or cloud platform, ensuring Python 3.8+ and PostgreSQL are configured. 2. Set up user roles and permissions through the admin interface to define access levels. 3. Upload documents via the web interface, assigning metadata such as titles, tags, and categories. 4. Utilize the search and workflow tools to automate tasks like approval processes or document retention. Practical tips include regular backups, enabling two-factor authentication for security, and customizing templates for recurring document types to improve efficiency.
What it can do
- electronic document management
Use cases
Assumptions and limitations
Assumptions
- source: https://gitlab.com/mayan-edms/mayan-edms
- license: Apache-2.0 — free to use
- privacy: Self-hosted — you control your data
Limitations
- Limited out-of-the-box support for advanced document formats like PDF/A or CAD files
- Requires technical expertise for customization and integration with legacy systems
- Scalability may demand additional infrastructure investment for large datasets
- Lacks built-in collaboration tools compared to commercial DMS alternatives
- User onboarding may require training due to the complexity of configuration
Understanding the result
Open-source electronic document management system with OCR and metadata models.
Tool details
- Clearly flagged when a network request is needed.
- No account, no sign-up, and no tracking of your content.
- Powered by (Apache-2.0).
- Built with
- (https://gitlab.com/mayan-edms/mayan-edms)
- License
- Apache-2.0
- Runs locally
- No — requires a network request
- Verification
- Not yet verified
- Input
- Query
- Output
- Text
Built with https://gitlab.com/mayan-edms/mayan-edms. OpenToolVault provides the discovery and browser interface while crediting the original project maintainers.
- Built with
- License
- Apache-2.0
Open-source project
OpenToolVault is an independent directory. We are not affiliated with or endorsed by this project.
References
- / — GitHub Repository
Upstream project · GitHub
- Apache-2.0 License
Upstream project
Frequently asked
What types of documents can Mayan EDMS handle?
Mayan EDMS supports common document formats such as PDF, DOCX, XLSX, and TXT. It can also store scanned images and multimedia files, though advanced formatting may require additional plugins. The system is optimized for text-based records but can accommodate binary files through its storage backend.
How does Mayan EDMS ensure data security?
The tool uses role-based access controls (RBAC) to restrict document visibility based on user roles. Data is encrypted at rest using PostgreSQL's native encryption features, and HTTPS is enforced for data in transit. Administrators can configure audit logs to track access and modifications, though third-party security tools may be needed for enhanced monitoring.
How do I set up a document retention policy?
Navigate to the 'Settings' menu in the admin interface, then select 'Retention Policies.' Define rules based on document types and dates, specifying actions like automatic deletion or archiving. Test the policy using the 'Simulate Retention' tool before applying it to live data.
How does Mayan EDMS compare to commercial DMS solutions like SharePoint or M-Files?
Mayan EDMS offers open-source flexibility and lower costs but lacks the out-of-the-box collaboration features of SharePoint. M-Files provides advanced metadata management and AI-driven classification, which Mayan EDMS can replicate via custom plugins. Both tools support workflow automation, but Mayan EDMS requires more technical setup for complex integrations.
What should I do if users cannot access documents after a server migration?
Verify that the PostgreSQL database has been correctly migrated and that file storage paths match the new server configuration. Check the 'Permissions' section in the admin panel to ensure user roles have valid access rights. If issues persist, review the 'Logs' dashboard for error messages related to file retrieval or authentication failures.