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Open-Source Knowledge Management Software For Your Organisation: Pros And Cons

8 mins read

What is Open-source knowledge management ?

The openly accessible source mainly used for self-hosted knowledge management software is not necessarily free of charge. It is a loosely structured source shared publicly. Usually, developers access it for commercial or personal endeavors by developing a self-service online repository of information. 

Open source users can also improve or manipulate to change how they intend their program or software to work. Open-source knowledge management software is helpful for start-ups and organizations that are looking for a readily available solution to the self-host knowledge base. Open-source enables developers or programmers to customize the source code according to their business needs.

By implementing the best open-source knowledge management software solutions, you can manage access to employee information, build a knowledge base, enhance collaboration, and facilitate employee training.

Advantages of Open-source knowledge management software

  • The foremost reason people prefer open-source is the cost-benefit. Both paid and open-source self-hosted solutions are available. Partly charged offerings take care of your organization’s needs while giving you the control you desire from a self-hosted knowledge base.
  • In the case of self-hosting, you are free from any restriction the 3rd-party would impose in operation. This means you will gain complete control over your in-house software or program and secure all your data.
  • As you set everything up according to your specifications, you gain more in-depth knowledge of the database and the architectural design
  • You are free to utilize your hardware with no limit set by the eternal party. You can even plan to host extended knowledge bases for different needs as scope demands.
  • An open-source knowledge management software encourages developers to modify and redistribute it as part of their local program or software. 
  • Open-source software can become handy because you can directly integrate its software code into the tools without an API

Disadvantages of Open-source knowledge management software

  • You end up with limited support on top of the overhead of maintaining code and logic yourself add expertise required to build functionality in the absence of an out-of-the-box model.   
  • Open-source knowledge management software is not always very accessible. Customization demands a bit of cost and resources. 
  • The in-house installation, maintenance, and hosting costs are reasonable.  
  • Volunteer developers’ constant updates at the codebase may lack direction and momentum to compatibility, and your version may not work.
  • The resolution consumes productive time
  • Self-development and maintenance demand extensive resources in-house to keep the software in sync and up to the standard

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A comparative list of Open-source knowledge management softwares 

Plenty of open-source knowledge management software options is available in the market. You should evaluate the features of each to decide what software would best suit your requirements.

Here is a consolidated illustration of the pros and cons for some of the open-source KM software brands: 

1. Exo

Easy to use. OS Compliance.Mobile collaboration. Chat and file sharing.Significant learning curve.Lengthy customization.Complex user management.

2. Documize

Easy to update documents.Clutter-free content management.Protected access to content to outsiders.Unsupported loading messages.Costly subscription. 

3. CloudTutorial

SEO-friendly templates.Categories and subcategories option.Quick and smart search. Customizable pages to share data. Cost-effective knowledge base. Supports custom HTML/CSS, contact form, and diverse themes.SSL on custom domains is only available in paid subscriptions.

4. phpMyFAQ

Multiformat export, including PDF, JSON, XHTML, etc.Frontend customizable design.Social media integration.Lacking guidance to implement CMS. Existing CMS integration challenges.

5. OpenKM

Configurable mail notifications. Supports Digital signature. Multiple third-party applications integration.Copy and Move commands work differently. Old fashioned interface.Complicated user access settings.

6. ProProfs Knowledge Base

Manages information for external self-serve portal. Easy porting of content objects.Single author per content set.Collaboration restricted. Limited functionality is open.

7. FreshDesk

Reasonably robust.No limited storage, number of agents, or knowledge bases.Limited features exposed. Monthly upgrade of work.

8. Bitrix24

Super adjustable, multi pipelines, streamlined CRM.Automation and visual work process creator. Great people groups bolster.Cost matters for small businesses.CRM or PM options limitation.Limited functionality with Mobile App.

9. myBase

In-build backup and autosave, and IndexData Import/Export. Supports Javascript APIs to extend functionality.File upload issues.Costly.

10. LogicalDoc

Multilingual interface.Desktop, iOS, and Android compatible.Import from Zip Archives.Easy integration with WordPress Explorer, Joomla Explorer, and Dropbox.Weak documentation. Indexing a large number of documents consumes time.


The best way to choose after looking at the above best knowledge base management software is how well you can customize it, amend it and bring it into your organization for growth and excellence. 

Companies often have special needs and preferences where open-source knowledge management software limits. In this scenario, a hosted knowledge base solution proves a better choice. 

Using Knowmax – one of the best knowledge management software platforms to build and manage your database would be the best step forward from an open-source knowledge base.

All of these channels help customer engagement and self-service platform organizations ensure seamless customer interaction with guides and self-care support across touchpoints. This support enables consultants and clients with a seamless digital-enabled solution.

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