u/VagueScorpio

I am looking for a free, open-source free would be great, for a dms, or cms. Possibly something completely different. I'm not sure "what" type of software system I should be looking for and researching.
I am looking for a software system to digitize our paper system. Specifically, our promissory notes.
I would like to be able to scan the paper P.N. into a jpg (directly into the system isn't necessary). Then, be able to create multiple fields to enter the data from the PN. Fields like: PN Number, Ticket Number, Date, Type of PN, Name, ID Number, Address, Phone Number, Total Charge, Amount Paid, Amount Due, Total Due With Admin Fee, Vehicle License Plate, and Vehicle Description. When a PN is generated we charge a 35.00 admin fee. Sometimes we waive that fee. I would like the system to be able to handle subtracting the 35.00 for the record. Then when the customer pay off the PN, I need a way to bring that total to 0.00 and show as PN paid off.
I would also like the system to be able to have the ability to show PN's Due and are Active. PN's that have been sent to collections. And be able to keep records of the PN that have been paid and the date they were paid. Also, a preferred function would be a way to separate by years. When 2026 ends, we can export all the data to a file of some sort that can be searched and read if needed later. And the current "batch" would be 2027, hopefully that makes sense. If the system keeps them all sequential but contains a way to sort by year, that would be acceptable.
There should also be a way to search anything that has been typed. I also want the ability to attach media (images and videos) to each PN record. I would also need to be able to create and print reports. Reports would be all PNs for a month. All PN due and active for a timeframe. All PNs that have been paid, or paid in a timeframe. A report for all Ticket numbers between Tickets 00000001 - 10000000. All PNs with the same name. All that type of data manipulation.
Also, I would need to be able to have users with a login/password, and the ability to assign different levels of access. Like Read-only, Editor, Admin. Those type of levels. Also, needs to be able to be stored on a shared drive. Webserver is not available. Needs to be able to open the system from a shared drive on the network.
I know I have written a lot. If anyone could recommend the type of system I should be looking at (i.e. CMS, DMS, or whatever else). And if you know of any good free, or open source free, software with the type of system I should be looking at, I would appreciate the pointing in the right direction.
Thank you for anyone that takes the time to read through this and help me out.

I am looking for a free, open-source free would be great, for a dms, or cms. Possibly something completely different. I'm not sure "what" type of software system I should be looking for and researching.
I am looking for a software system to digitize our paper system. Specifically, our promissory notes.
I would like to be able to scan the paper P.N. into a jpg (directly into the system isn't necessary). Then, be able to create multiple fields to enter the data from the PN. Fields like: PN Number, Ticket Number, Date, Type of PN, Name, ID Number, Address, Phone Number, Total Charge, Amount Paid, Amount Due, Total Due With Admin Fee, Vehicle License Plate, and Vehicle Description. When a PN is generated we charge a 35.00 admin fee. Sometimes we waive that fee. I would like the system to be able to handle subtracting the 35.00 for the record. Then when the customer pay off the PN, I need a way to bring that total to 0.00 and show as PN paid off.
I would also like the system to be able to have the ability to show PN's Due and are Active. PN's that have been sent to collections. And be able to keep records of the PN that have been paid and the date they were paid. Also, a preferred function would be a way to separate by years. When 2026 ends, we can export all the data to a file of some sort that can be searched and read if needed later. And the current "batch" would be 2027, hopefully that makes sense. If the system keeps them all sequential but contains a way to sort by year, that would be acceptable.
There should also be a way to search anything that has been typed. I also want the ability to attach media (images and videos) to each PN record. I would also need to be able to create and print reports. Reports would be all PNs for a month. All PN due and active for a timeframe. All PNs that have been paid, or paid in a timeframe. A report for all Ticket numbers between Tickets 00000001 - 10000000. All PNs with the same name. All that type of data manipulation.
Also, I would need to be able to have users with a login/password, and the ability to assign different levels of access. Like Read-only, Editor, Admin. Those type of levels. Also, needs to be able to be stored on a shared drive. Webserver is not available. Needs to be able to open the system from a shared drive on the network.
I know I have written a lot. If anyone could recommend the type of system I should be looking at (i.e. CMS, DMS, or whatever else). And if you know of any good free, or open source free, software with the type of system I should be looking at, I would appreciate the pointing in the right direction.
Thank you for anyone that takes the time to read through this and help me out.