Selfhosted
A place to share alternatives to popular online services that can be self-hosted without giving up privacy or locking you into a service you don't control.
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I second Paperless NGX. I have been using it for a few years, and it has been working great!
This is the correct and only answer :)
This ticks all your boxes. It's really good.
The killer feature for me is my networked scanner scanning directly to the paperless consume samba share and the documents just popping up in the inbox fully OCRd and pre-categorised. Pretty magical.
NB, the docs make it sound like a proper DB is optional, but it's really not. Performance was iffy for me with sqlite but is rock solid with Postgres.
This was it for me now, installed paperless-xng, set it up to scan my email folders, copied all random PDFs from my "organized" tax folder and scanned the rest.
Too bad I just happen to have that Brother printer/scanner without SMB or FTP support. So I need to go through the process of scanning on my computer first, then uploading.
If it can email you can send it to an email address and paperless can automatically grab it and archive it.
I've been digging into the settings of this printer and, sadly the only send it can do is as a fax... It's the entry model, been serving us for years very nicely. It even connects to the internet, but misses features such as email, smb or ftp. For me this looks like something an open source firmware could fix. It has enough processing power to possibly run a lightweight Linux distribution, so installing one that would enable modern communication protocols doesn't seem impossible.
Note that just because everything is digital doesn't mean something like that isn't necessary: If you depend on your service provider to keep all of your records then you will be out of luck once they ... stop liking you, go out of business, have a technical malfunction, decide they no longer want to keep any records older than X years, ...
So even in a all-digital world I'd still keep all the PDF artifacts in something like that.
And I also second the suggestion of paperless-ngx (even though I'm not using it for very long yet, but it's working great so far).
Of course. My setup now is a Proxmox server + a NAS. What I'm planning to do is to install a service for this to Proxmox, then have the files synced over NFS to the NAS, which then backs them up every night to Backblaze. And of course I need to have the paper copies too, but to be able to search, tag and archive the documents is great when you need to remember a thing X that was mentioned in a paper I got back in 2014.
I've been pretty happy with paperless-ngx, it should tick all your boxes