Suggestions for a document database that runs on Windows, offers categories, tags and full-text search for a collection of PDFs, PowerPoint and Word Documents and images?

February 23, 2012 2:22 AM

Any suggestions for a document database that runs on Windows, offers categories, tags and full-text search for a collection of PDFs, PowerPoint and Word Documents and images?

I'm looking for a document database to handle our departments research / market data / study pool. Currently we have about 3.000 files (75% PDF, 15% Powerpoint presentations, 10% Word documents, images, flash files) organized in folders via a category system.

Categories work reasonably well, but I'd like to be able to add additional labels / tags to files to make browsing / discovering things easier. I've also tried a bunch of full text indexing / search tools, which mostly work, but make it hard to browse things, don't index all formats, etc.

So I'm looking for an application, that does the following:

- (Bulk) import from a folder including subfolders
- A tagging / label system on single file-level
- Categories and sub-categories that can be defined
- Full text search
- Preferably runs on Windows

I already looked through previous, similar questions here, but mostly came up with solutions aimed at scientific research or collaboration, which isn't really what I'm looking for.

posted by starzero to Computers & Internet (7 answers total)

Portfolio might be worth investigating. I use it for images, PDFs, .docs, and .ppt. My primary use for it is to search in multiple PDFs as well as label/use categories. You can get it for stand alone and for a server.
posted by benk at 6:21 AM on February 23, 2012

I think the new version of Zoot can do this. It is single-user so some coordination is required to use the same database simultaneously with others.
posted by michaelh at 6:28 AM on February 23, 2012

Not sure I fully understand what you are after, but what about X1 Pro 7? There is a free Beta version available here. It shows pdfs and most other files in preview.
posted by TristanPK at 6:57 AM on February 23, 2012

Have you looked at document database programs designed for legal document review? Concordance and Relativity can handle all the tasks and have all the attributes you describe above.
posted by longdaysjourney at 8:44 AM on February 23, 2012

Response by poster: thanks for your answers, I'll take a look at all the suggestions today and next week and report back
posted by starzero at 2:26 AM on February 24, 2012

Papervision and their hosted online model, ImageSilo, do all of the above.

255 file formats. Import and auto-labelling from the parent directory structure. Drop down indexing, free text indexing, foldering and tagging.

There's also multiple export capabilities, works with Sharepoint, and a full audit trail.

www.digitechsystems.com
posted by mazienh at 6:17 AM on February 24, 2012

Response by poster: sorry for the late reply, testing took a bit longer than I expected due to high workload on actual projects. I've been using Zoot for a bit now and it works pretty well.
posted by starzero at 2:47 PM on March 24, 2012