Fully scaleable document management system

DocuWare is a software aimed at small and medium-sized companies for integrated document management and audit compliant electronic archiving.  DocuWare automates business processes and workflows by electronically managing and sharing documents regardless of their format or source..

With DocuWare you can scan and store documents into a central document pool with one single step. Your digitised documents  can be indexed directly at the Ricoh multifunction device and stored in a  DocuWare filing cabinet. This makes the documents readily available, where and when needed to all authorised users; one search quickly locates related documents.

DocuWare is a Windows based Client Server application which can be accessed with a Desktop Windows Client or through a browser using the Web Client. The DocuWare document management system is also available as cloud based system with complete functionality to its on-premises model.

Index Automatically using Barcode & Forms 
Speed up and simplify the capturing and storage of documents with Barcode & Forms. With instant reading of barcodes and text, your documents can be automatically pre-sorted, indexed and stored. For example, you can scan and store invoices in one operational step: attach a barcode label to the first page of every invoice and scan all your documents in one batch together. Each new barcode identifies a new document. DocuWare reads out the barcode number as an invoice number and uses it for the whole indexing and storage process. This also allows the document to be uniquely identified – throughout the entire company – across departments and systems. Easy and accurate processing saves time and money.

With DocuWare Import, you can easily and efficiently import documents directly into your DocuWare system. The module works in the background monitoring selected folders in your file system or network to automatically move all incoming files into DocuWare, where they can be indexed as needed.

DocuWare Import was developed for companies that process large volumes of documents. 

Intelligent Indexing  
DocuWare Intelligent Indexing transforms document indexing into an efficient process, helping save time and eliminating the need for filing documents by hand. DocuWare’s Intelligent Indexing is a web-based service  that automatically captures the most important metadata from your scanned documents.The system quickly learns from feedback, so that recommended index words for known document types can be automatically and reliably assigned. 

Mobile apps and web clients connect remote, authorised users from home, from the field and while traveling. 

DocuWare file cabinets can be accessed directly from smartphones or tablet devices. You can load documents, view them on-screen and forward them in the workflow. A special stamp feature has been integrated for this.  

  • Easy installation, administration and operation 
  • Task lists, email notifications, and reminders keep processes moving forward 
  • Audit compliant document authenticity 
  • Tracked and logged access allows everyone to stay up to date 
  • Reduce paper handling expenses from filing times to file cabinets and office space to offsite storage facilities 
  • Direct access to all information via Web browser 
  • Archive management 
  • Increase business process efficiencies


System Requirements

System Requirements for DocuWare Version 6.8

The following requirements exist for the DocuWare setup:

  • The current user must have local administrator rights on the computer
  • NET 4.5
  • Windows Installer 4.5

DocuWare Server and Clients run on the following operating systems:

  • Windows Server 2008 (at least SP2, 32/64 bit)
  • Windows 7 (at least SP1, 32/64 bit)*
  • Windows Server 2008 R2 (64 bit)
  • Windows 8 (32/64 bit)*
  • Windows 8.1 (32bit/64bit)
  • Windows Server 2012 (64 bit)
  • Windows Server 2012 R2 (64-bit) 
  • Windows 10 (32bit/64bit)

* Due to an IIS restriction by Microsoft, client operating systems are only suitable for installing DocuWare servers if the DocuWare installations are extremely small, such as those with only one user.

For Web-based applications, the following browsers are supported:

  • Internet Explorer 10 -11
  • Firefox 38 and later
  • Chrome 43 and later

(DocuWare configuration only with versions of Chrome that support Silverlight. Support will probably end in mid-2015.)


  • Microsoft SQL Server 2005 and later
  • Oracle 11g and 12c must be installed on a separate machine
  • MySQL 5.0 and later

Special requirement for DocuWare Desktop:

  • If DocuWare Desktop is used on a computer with Windows Server 2008, "Desktop Experience" must be installed.
Special requirements for Connect to Outlook

Special requirements for Intelligent Indexing as local Installation:

  • In combination with DocuWare from version 6.1 on
  • The Windows Server 2012 R2 operating system is recommended
  • Separate server machine with:

Quad-core processor (e.g. Intel Core i5)


Hardware Requirements 

These requirements are valid for DocuWare Services only! Any additional external application on the same machine require additional resources.

DocuWare Services

  • CPU 2 * 2,0 GHz minimum, 4 * 3,2 GHz recommended
  • RAM 4 GB minimum, 8 GB – recommended
  • Hard disk

- minimum 5 GB hard disk space

- SSD recommended

- documents should be stored on a separate internal hard drive or external storage system


  • DocuWare Internal Database: 

CPU: minimum 2 * 1,4 GHz, recommended 2* 3,2 GHz

RAM: minimum 1 GB

Hard disk:
  • MySQL, SQL Server, Oracle: 

System Requirements of database vendor must be followed

  • DocuWare recommends the use of Microsoft SQL-Server as Database system for Systems with more than 1 Million documents (without fulltext index) or with more the 200.000 document pages (with fulltext index). 
  • MS SQL or MySQL 64 Bit recommended when using Workflow Manager
  • In larger installations we recommend to use a dedicated machine for the database


  • DocuWare Fulltext Service (required for searching in the fulltext of the documents):

minimum 1 * 1,4 GHz, recommended 2* 3,2 GHz

RAM: minimum 1 GB, recommended 2 GB

  • In larger installations we recommend to use a dedicated machine for the fulltext. 


DocuWare 6.8, all Server- and Web Components including the Internal Database on one machine (Windows Server 2012 Standard), without Fulltext

  • Minimal Requirements:

CPU: 2 x 2,0 GHz (DocuWare Services) + 2 x 1,4 GHz (Internal Database) = 4 x 2,0 GHz

RAM: 4 GB (DocuWare) + 1 GB (Internal Database) = 5 GB

  • Recommended Resources

CPU: 4 x 3,2 GHz (DocuWare Services) + 2 x 3,2 GHz (Internal Database) = 6 x 3,2 GHz

RAM: 8 GB (DocuWare Services + 1 GB (Internal Database) = 9 GB

DocuWare 6.8, all Server- Web Components including Microsoft SQL 2014 Standard Version on one machine (Windows Server 2012 Standard), with Fulltext

  • Minimal Requirements:

CPU: 2 x 2,0 GHz (DocuWare Services + 2 x 1,4 GHz (MSSQL 2014 Standard) + 1,4 GHz (Fulltext)= 5 x 2,0 GHz

  • RAM: 4 GB (DocuWare Services) + 1 GB (MSSQL 2014 Standard) + 1 GB (Fulltext) = 6 GB
  • Recommended Resources:

CPU: 4 x 3,2 GHz (DocuWare Services) + 2 x 2,0 GHz (MSSQL 2014 Standard) + 2 x 3,2 GHz= 8 x 3,2 GHz

RAM: 8 GB (DocuWare Services) + 4 GB (MSSQL 2014 Standard) + 2GB (Fulltext) = 14 GB

DocuWare Desktop Apps (Scan & Import Clients)

  • CPU: 4 * 2,0 GHz minimum
  • RAM 4 GB minimum, 8 GB recommended
  • Hard disk: Minimum of 2 GB hard disk space for programs


Click above to watch our corporate video


Graham Sutton
Financial Director, Trent Barton Buses
2014-10-16, 09:59
"Sterling have supplied our group of companies with photocopiers and printers for over 11 years. Throughout those years, the level of service and … read more
Martin Mansell
Financial Director, Tex Industrial Plastics
2014-10-16, 09:58
“Tex have used Sterling Business Systems to provide and maintain our photocopiers and office printers for over twenty years. The service has been … read more
Beverly Bunting
Senior Admin Officer, NORSACA
2014-10-16, 09:57
"It was important for us to seek the services of a local established company.

We selected Sterling as NORSACA amongst other things, believes in … read more
Sally Blanchard
Office Manager, NRA Roofing & Flooring Services Ltd
2014-10-16, 09:55
"As a long standing customer of Sterling Business Systems, we did not hesitate to approach them when we needed to upgrade our copier / printer / … read more