What is the crowd's opinion of DSpace?

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Por la descripcion que haces del problema lo que necesitas es un repositorio institucional de documentos. Yo usaria Dspace que me parece una excelente aplicacion, pero para customizarlo nececitas saber Java y JSP o XSL.

How big a library are we talking about? How many users?

I've administered a couple of open source web-based document management systems (DSpace and OpenKM), but they're pretty hardcore--best for large PDF libraries, lots of users, or really intense business requirements.

The hard part with any document management system is always getting your co-workers to use them. Look for something with an easy, non-intrusive user interface.

This is not a one-person job. it is a massive undertaking.

Even if you used an open repository like DSpace (http://www.dspace.org/) you're still going to need a team of tech people to build and customize a front end, build and maintain servers, etc.

If you can get them in electronic format, then the term you're looking for is a document management system. There's a few open source ones I found such as DSpace which is being used by quite a few organizations if that counts for anything.