EDMS pricing, published, with the variables that move it

EDMS by Sibasi is priced as a deployment, not a per-user subscription. Basic Deployment starts from USD 5,000 and delivers a governed repository with metadata, search, versioning and access control. Standard Deployment starts from USD 25,000 and adds workflow automation, audit trails, Outlook and Teams integration and mobile access. Premium Deployment starts from USD 65,000 and adds AI classification, records management and retention, digitisation and migration, and integration with your line-of-business systems. Final pricing depends on scope — how many departments, how many processes, how much paper there is to digitise and how many systems to integrate.

No, and that usually works in your favour. Microsoft 365 or SharePoint licences are bought in your own name, from us or any partner you choose. Most organisations that need an EDMS already hold them: Microsoft 365 Business Premium, E3, E5 and the non-profit and academic equivalents all include SharePoint. Because the platform is already licensed, there is no second per-user subscription for the document system — which is the structural cost difference against a standalone EDMS product charged per user per month, indefinitely.

The deployment price covers design, configuration, deployment, setup, training and a warranty period. After that, annual maintenance and managed service is optional and priced separately — it covers platform administration, enhancement hours, support with defined response targets and a quarterly service review. Organisations with internal Microsoft 365 capability often take support only; organisations without it usually take the managed service.

A Basic Deployment typically goes live in four to six weeks. A Standard Deployment with workflow automation typically runs eight to fourteen weeks. A Premium Deployment with AI processing, records management and integrations typically runs three to six months. The largest variable by far is digitisation of existing paper records, which runs in parallel and is sized from a sample survey rather than estimated.

Yes. Backfile conversion covers preparation, scanning, quality assurance, OCR, indexing against your file plan and re-boxing or secure disposal of the physical originals. We survey a representative sample first so the volume, condition and indexing effort are known before a price is quoted. Digitisation is priced per volume and runs alongside the system deployment rather than delaying it.

They stay exactly where they are. The repository sits in your own Microsoft tenant or your own data centre, under your own licences, and the documents, metadata and version history remain yours and remain accessible. The configuration, file plan and documentation are handed over to you as property, not licensed to you. There is no proprietary repository to extract data from and no export project to fund.