The verdict in three sentences
An off-the-shelf DMS (document management system) deploys fast at 25-60 EUR per user per month, but you depend on its model and limits. A custom DMS at 30,000-80,000 EUR offers fine versioning, business-tuned full-text search and per-matter access rights, with no lock-in. The choice turns on headcount, the specificity of your flows and your tolerance for vendor lock-in.
Features compared
Not all DMS handle the same legal requirements.
| Feature | Off-the-shelf | Custom |
|---|---|---|
| Document versioning | Standard | Fine, per deed |
| Full-text search | Adequate | Business-optimised |
| Access rights | Per group | Per matter/role |
| Retention / legal archiving | Vendor-defined | Custom |
| Billing/e-filing integration | Variable | Targeted |
| Export / reversibility | Often limited | Total |
| Customisation | Low | Unlimited |
5-year break-even
Where the curves cross depends on user count. Basis: off-the-shelf at 45 EUR/user/mo.
| Headcount | Off-the-shelf 5y | Custom 5y | Winner |
|---|---|---|---|
| 5 users | 13,500 EUR | 55,000 EUR | Off-the-shelf |
| 10 users | 27,000 EUR | 60,000 EUR | Off-the-shelf |
| 15 users | 40,500 EUR | 65,000 EUR | Close |
| 25 users | 67,500 EUR | 72,000 EUR | Close |
| 40 users | 108,000 EUR | 85,000 EUR | Custom |
Custom = 45,000 EUR build + 5,000 EUR/year maintenance. Above ~30 stable users, the gap flips.
Mini case study
Mr. Karim, partner at a 28-lawyer firm in Toronto, hesitates between renewing his off-the-shelf DMS (45 EUR/user/mo, i.e. ≈ 15,120 EUR/year) and a custom build. Over 5 years the off-the-shelf would cost 75,600 EUR, with no reversibility and full-text search judged too slow across his 400,000 documents. A custom DMS at 70,000 EUR (build + maintenance) gives him tuned search and total export; at this headcount, custom is near parity while removing lock-in risk.
FAQ
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What is vendor lock-in in concrete terms?
It is the difficulty of retrieving your data in a usable format if you switch tools. Always demand a reversibility clause and a documented structured export.
Is full-text search really an issue?
Yes, across hundreds of thousands of documents, slow or imprecise search costs hours. Custom lets you index by your business taxonomy.
Can we migrate from off-the-shelf to custom later?
Yes, if the export is clean. That is precisely why reversibility must be verified in the initial contract.
What maintenance budget for custom?
Allow 8 to 15% of the build cost per year for maintenance, evolutions and security. A clear contract avoids surprises.
Does GDPR impose retention rules?
Yes: retention periods must be defined and justified. A DMS, off-the-shelf or custom, must allow archiving then controlled purging.
Let's scope your project. Send us your headcount, document volume and archiving constraints, and we will compute your off-the-shelf vs custom break-even. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
