Key takeaways
- Shared drives (Google Drive, OneDrive) are simple but become unmanageable beyond a few hundred files
- Traditional DMS platforms (SharePoint, Alfresco, etc.) are powerful but designed for large companies with an IT department
- Archesia combines the simplicity of a drive with the intelligence of a true DMS: semantic search, synchronisation with your existing tools, hosting in France
We are not going to pretend every business needs the same thing. An 8-person company managing 200 files does not face the same challenges as a 40-person consultancy with 15 years of document archives.
But we see most organisations go through the same stages. They start with a shared drive. It works for a while. Then volume grows, people change, and finding a document becomes a daily struggle. The question then arises: how do you move to the next stage?
Here are the three possible approaches, with their real strengths and limitations.
Shared drives
Google Drive, OneDrive, Dropbox. This is where most businesses start, and it makes sense: it is simple, inexpensive, and everyone knows how to use it.
What works well
File sharing is seamless. Real-time collaboration is effective (Google Docs, Sheets). Integration with email is native. And the cost is low, often included in a subscription you are already paying for.
Where it falls short
A drive is a storage tool, not a search tool. Once you exceed a few hundred files, finding the right document becomes an ordeal. Search only works if you know the exact file name or a keyword it contains. The folder structure relies entirely on your team’s discipline (and we know how that tends to end). And when someone leaves the company, their files remain in their personal space, often inaccessible.
A point worth noting Google Drive, OneDrive, and Dropbox are operated by American companies subject to the Cloud Act. If you store sensitive documents there (contracts, client data, financial reports), the question of data sovereignty arises. We cover this in detail in this article.
Who it is suited for
Very small businesses with a limited document volume that do not need to intelligently query their documents. If you want to look specifically at Drive vs Archesia, we have written a dedicated comparison.
Traditional DMS platforms
SharePoint, Alfresco, M-Files, OpenKM. Tools designed to structure and control an organisation’s document management.
What works well
Access rights management is granular. Versioning is automatic. Metadata enables structured filing. And these tools are proven in large companies with thousands of users.
Where it falls short
These tools were built for organisations with a dedicated IT department. Configuring them properly (libraries, metadata, views, workflows) is a project in itself. Search is still keyword-based: if your terms do not exactly match the document’s wording, you find nothing. The interface is often complex, which hampers adoption. And the total cost (configuration, training, maintenance) far exceeds the licence cost.
Who it is suited for
Organisations of 100+ people with an IT department, formalised document processes, and the time to carry out a major deployment project.
Archesia
We built Archesia to address a need that neither of the other two categories covers: accessible document intelligence, without an IT project.
What changes
Search is semantic, not keyword-based. You ask a question in plain language (“The contract signed with our packaging supplier in 2024”) and the tool understands what you are looking for, even when the exact terms do not match. Every answer cites its sources. You can also browse by metadata and collections for more structured navigation.
Archesia includes its own full DMS (storage, folders, versioning, access rights). You can use it as your primary tool, or connect it to your existing Google Drive and Gmail if you prefer to keep your current habits.
Hosting is in France. You choose the AI model that suits you. For organisations with stricter confidentiality requirements, installation directly on your own infrastructure is also possible. Learn more about the features.
Where it is not needed
If your document volume is low and you do not need document intelligence (semantic search, summaries, cross-referencing), a shared drive does the job.
Comparison table
| Shared drive | Traditional DMS | Archesia | |
|---|---|---|---|
| Search | By file name / keywords | By keywords + metadata | Semantic + metadata + collections |
| Filing | Manual (folder tree) | Manual (metadata) | Finds files regardless of organisation |
| Setup time | Immediate | Weeks to months | A few minutes |
| Training | None | Required | None (plain language) |
| Hosting | US (Google) or varies | Varies | France or on your own infrastructure |
| Company size | Small businesses | Large enterprises (100+) | All sizes |
| Beyond search | No | Workflows, versioning | Sourced summaries, document CRM, workflows, dynamic forms, PDF export |
Frequently asked questions
Can Archesia be used alongside Google Drive?
Yes. Archesia can synchronise with your existing Google Drive and Gmail. That said, Archesia includes its own full DMS: depending on your needs, you can use it on its own or alongside your current tools.
Can Archesia replace a traditional DMS?
Yes. Archesia covers document search, access rights management, document CRM, approval workflows, and dynamic forms. It can also connect to your existing tools if you prefer a gradual integration.
How much does Archesia cost?
Archesia offers several subscription tiers based on your team size and needs. Contact us for a quote tailored to your situation.
Do I need to leave Google Drive to switch to Archesia?
No. Archesia can work alongside Google Drive by synchronising with your existing files and emails. But if you want to centralise all your document management, Archesia includes its own full DMS and can also operate as a standalone solution.
Is Archesia suitable for large enterprises?
Yes. Archesia scales to organisations of all sizes. For businesses with high confidentiality requirements, installation on your own infrastructure is available, with complete data isolation.