bitfarm-Archiv vs Mayan EDMS

bitfarm-Archiv

Strengths

• +Strong price-performance ratio with no license fees
• +Support described as top and helpful
• +Fast and accurate document retrieval with OCR
• +Searchable scanned content
• +Broad functionality with many modules
• +Audit-proof archiving
• +Versioning for office documents in Enterprise

Limitations

• −Initial complexity for new users
• −Some advanced features may require support assistance

Mayan EDMS

Strengths

• +Highly customizable and extensible
• +Strong OCR and document processing capabilities
• +Active open-source community
• +REST API with OpenAPI documentation

Limitations

• −Requires technical expertise for self-hosting
• −No vendor-managed EU/German hosting
• −No published DPA or subprocessor list
• −Limited out-of-the-box integrations beyond core features

bitfarm-Archiv

• GPL version Free No time limitNo restrictions for private, business, or educational use · Includes many Enterprise features
• Enterprise version from about $2,500 per yearIncludes installation and professional support for one year · All plugins and tools included · No further license costs

Enterprise pricing varies based on requirements; support after the first year is a flat annual fee based on user count.

Mayan EDMS

• Self-hosted open-source Free No chargeNo licensing fees · Community support
• Self Guided $9.99 Per monthBasic support · 1 ticket per month
• Level 4 Enterprise $1,099 Per month5 tickets per month · 1 installation · Extended business hours support
• Custom Contract On request Per yearStarts at $35,000 · Custom terms

Support plans are optional; core software is free and open-source.

bitfarm-Archiv

Capture and archiving

Imports scanned paper and digital documents, including ERP output, Bulk processing with barcodes for separation, sorting, and indexing, Universal COLD printer driver for archiving print output, Audit-proof archiving

Indexing and search

Automatic document indexing, Metadata and tag search, Full-text search, including semantic search for archives with over a million documents, Hotsearch for passing selected text from other applications

Workflow and process management

Multi-level workflows, Task assignment and resubmission, Deadlines and notifications, Example use case: invoice checking and approval

Document organization and lifecycle

Document versioning, Check-in/check-out, Document lifecycle management, Contract management and revision history

Viewing and user interface

Windows client, browser-based Webviewer, and mobile interface, Direct viewing of Office files, email, PDFs, ERP documents, images, and CAD formats, Document annotation, Configurable lists, bookmarks, shortcuts, and stamps

Mayan EDMS

Capture and ingestion

Browser and server-side uploads, Watched folders, Cloud object storage (e.g., Amazon S3, MinIO), IMAP/POP3 email ingestion

Document handling

Document versions and files, PDF export, Document previews, Metadata, tags, indexes, and cabinets

Processing and automation

OCR (Optical Character Recognition), Workflow states and transitions, Workflow-triggered actions (e.g., email), Templating

Security and administration

Granular role-based permissions, Configurable authentication, LDAP and Single Sign-On (SSO) support, TOTP two-factor authentication

Integration and extensibility

Versioned REST API with OpenAPI documentation, Pluggable storage backends, SANE-compatible scanners