Free tools Windows power users keep installed
One-click scans. No signup required.
iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
Choose Trilium when you want a self-hosted application server with browser access and client synchronization; choose Joplin when Markdown, offline-first clients, multiple sync destinations and optional end-to-end encryption matter most; choose Obsidian when you prefer a local-vault workflow and accept its hosted first-party Sync service. These products solve “self-hosted notes” differently. The deciding questions are where your data lives, which component performs synchronization, what encryption protects, how portable the notes are and how much server administration your homelab can absorb.
What “self-hosted” means for these three apps
A self-hosted documentation system can mean several things. You might run the note application and its synchronization service on your own hardware, keep files locally while syncing through a self-managed storage target, or simply keep a local copy and use a vendor-hosted service for remote devices. Trilium, Joplin and Obsidian occupy different points on that spectrum.
Do these 3 things before closing this tab:
1Scan for outdated or missing drivers - takes under a minute2Repair Windows errors before they cause bigger problems3Fix the driver behind crashes, sound loss and screen glitches- Trilium provides a server designed for synchronization and browser access, while also offering local desktop use.
- Joplin is an offline-first Markdown client. Its applications can synchronize with hosted services, self-managed services and a local filesystem.
- Obsidian uses local vaults. Its official Sync product is a vendor-hosted service, not a self-hosted server.
That distinction matters in a homelab. Running a server introduces certificates, network exposure, upgrades, backups and restore testing. A local-vault application reduces server administration but does not automatically provide a self-hosted synchronization endpoint.
At-a-glance comparison
| Product | Primary data and service model | Synchronization choices | Encryption documented by the project | Organization and collaboration |
|---|---|---|---|---|
| Trilium Notes / TriliumNext | Server-centered personal knowledge base; notes are stored in a database-backed hierarchy. It can also run locally. | Desktop clients synchronize with a central Trilium server. The server provides browser and mobile frontends. | Server synchronization should use a valid HTTPS/TLS certificate. The product’s data model and local/server protection must be secured as part of deployment and backup planning. | Hierarchical notes, relations, labels, revisions, templates, web clipping and API access. The project FAQ describes Trilium as single-user; real-time multi-user editing is unsupported. |
| Joplin | Offline-first Markdown notes and to-do applications with selectable synchronization backends. | Joplin Cloud, Nextcloud, S3, WebDAV, Dropbox, OneDrive or a local filesystem are listed in the official guide. | Optional client-side end-to-end encryption (E2EE) protects synchronized Joplin data. The master-key password cannot be recovered if forgotten. | Personal notebooks and notes in the clients. Joplin Server Business is a separate paid, self-hosted organizational product with teams and notebook collaboration. |
| Obsidian | Local vaults on the user’s devices. | Official Obsidian Sync is hosted by Obsidian. The reviewed documentation does not establish a first-party self-hosted server. | Sync offers end-to-end encryption or standard encryption for remote vaults. Sync does not encrypt the local vault; losing the E2EE password makes the remote data unusable. | Local-vault knowledge management. The evidence here does not establish a complete collaboration feature comparison. |
Trilium: the integrated self-hosted server
How the architecture works
Trilium is the most directly server-oriented option in this comparison. Its server guide describes a deployment useful for synchronization and browser access, with web and mobile frontends available from the server. Desktop clients synchronize against that central instance rather than treating an arbitrary folder as the synchronization authority. The official installation guide recommends Docker as the deployment path: Trilium server documentation.
#1 Best Overall
- Entry-level NAS Personal Storage：UGREEN NAS DH2300 is your first and best NAS made easy. It is designed for beginners who want a simple, private way to store videos, photos and personal files, which is intuitive for users moving from cloud storage or external drives and move away from scattered date across devices. This entry-level NAS 2-bay perfect for personal entertainment, photo storage, and easy data backup (doesn't support Docker or virtual machines).
- Set Your Devices Free, Expand Your Digital World: This unified storage hub supports massive capacity up to 64TB.*Storage drives not included. Stop Deleting, Start Storing. You can store 22 million 3MB images, or 2 million 30MB songs, or 43K 1.5GB movies or 67 million 1MB documents! UGREEN NAS is a better way to free up storage across all your devices such as phones, computers, tablets and also does automatic backups across devices regardless of the operating system—Window, iOS, Android or macOS.
- The Smarter Long-term Way to Store: Unlike cloud storage with recurring monthly fees, a UGREEN NAS enclosure requires only a one-time purchase for long-term use. For example, you only need to pay $459.98 for a NAS, while for cloud storage, you need to pay $719.88 per year, $2,159.64 for 3 years, $3,599.40 for 5 years. You will save $6,738.82 over 10 years with UGREEN NAS! *NAS cost based on DH2300 + 12TB HDD; cloud cost based on 12TB plan (e.g. $59.99/month).
- Blazing Speed, Minimal Power: Equipped with a high-performance processor, 1GbE port, and 4GB RAM on Board, this NAS handles multiple tasks with ease. File transfers reach up to 125MB/s—a 1GB file takes only 8 seconds. Don't let slow clouds hold you back; they often need over 100 seconds for the same task. The difference is clear.
- Let AI Better Organize Your Memories: UGREEN NAS uses AI to tag faces, locations, texts, and objects—so you can effortlessly find any photo by searching for who or what's in it in seconds. It also automatically finds and deletes similar or duplicate photo, backs up live photos and allows you to share them with your friends or family with just one tap. Everything stays effortlessly organized, powered by intelligent tagging and recognition.
Synchronization is a client-to-server model. The desktop application connects to the central server, and the project’s synchronization guide recommends a valid HTTPS/TLS certificate: Trilium synchronization guide. In a homelab, that normally means deciding whether the instance is LAN-only or reachable through a controlled external gateway, configuring a reverse proxy or equivalent TLS termination, and keeping the certificate renewal process documented.
Why homelab operators choose it
- A single server gives desktop clients and browser users a common synchronization point.
- The hierarchy, relations and labels suit structured infrastructure documentation: for example, a top-level site note can contain child notes for hosts, services, runbooks and incident records.
- Revisions, templates, web clipping and API access support repeatable documentation workflows.
- Browser and mobile access are part of the server-oriented design rather than an unrelated add-on.
Trade-offs to understand before deployment
Trilium stores notes in a database-backed structure rather than ordinary plain-text files, according to the project FAQ. That can be useful for its hierarchy and relationships, but it changes how you plan exports, backups and recovery. A backup is not merely a copy of a folder that another Markdown editor can immediately open. Define the application-level backup or export procedure you will use, keep copies outside the machine running Trilium and perform a restore test before trusting the system with irreplaceable runbooks.
Recommended Free Tools
The same FAQ describes Trilium as single-user and says real-time multi-user editing is unsupported: Trilium FAQ. It is therefore a strong fit for one administrator or one household knowledge base, not evidence of a collaborative team wiki.
Joplin: Markdown clients with many synchronization targets
How Joplin differs from a server-centered wiki
Joplin’s applications are offline-first and identify notes as Markdown. Synchronization is selected separately from the client: the official guide lists Joplin Cloud, Nextcloud, S3, WebDAV, Dropbox, OneDrive and a local filesystem: Joplin synchronization guide.
This gives a homelab operator more control over where synchronized data resides. A self-managed Nextcloud, S3-compatible service, WebDAV endpoint or local filesystem can keep the synchronization target under your administration. You can also choose a hosted destination when operating a server is not worth the maintenance. Those targets are not interchangeable: each has its own authentication, availability, access-control and backup responsibilities.
Rank #2
- 【Build Your Own NAS & Homelab — Not Just Storage】 More than a traditional NAS, ZimaBlade 7700 is a flexible x86 mini server for building your own homelab, personal cloud, or Docker host. Perfect for DIY NAS, self-hosting, container apps, and even retro systems — not limited like typical ARM-based NAS devices.
- 【x86 Platform — Broad Compatibility, Real Freedom】 Powered by an Intel quad-core x86 processor, it runs a wide range of operating systems and software with native compatibility. Ideal for Linux, Docker, CasaOS, and more — designed for flexibility and experimentation rather than locked-down appliance use.
- 【16GB RAM for Smooth Multi-Service Workloads】 Handle file sharing, media streaming, backups, and multiple lightweight services at once. Optimized for low-power, always-on operation — a great fit for home labs and personal servers running 24/7.
- 【Smooth 4K Media Streaming — Plex Direct Play Ready】 Stream your personal media library smoothly with Plex and similar media servers. Supports 4K playback on compatible devices via direct play, delivering a reliable home media experience without the need for heavy transcoding.
- 【Complete 2-Bay NAS Kit — Ready to Build】 Includes power supply, 16GB RAM, metal drive cage for 2 HDD/SSD, and dual SATA cables — everything you need to start building your own NAS right out of the box.
When Joplin is the better fit
- You want Markdown notes that remain understandable outside the original application.
- You need offline access on laptops or phones and synchronization when a connection returns.
- You want to choose among self-managed and hosted synchronization backends instead of adopting one integrated server.
- You prefer configuring encryption in the clients and retaining control of the synchronization destination.
Enabling E2EE without locking yourself out
Joplin’s E2EE guide recommends enabling encryption on one device, allowing the encrypted state to synchronize, then configuring the other devices in sequence: Joplin E2EE guide. Follow that order rather than turning on encryption independently on several devices.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
- Choose one device as the authoritative setup device.
- Enable E2EE in Joplin and create the master-key password.
- Run synchronization and verify that the encrypted state completes successfully.
- On each additional device, synchronize first so it receives the keys, then confirm that notes decrypt correctly.
- Store the master-key password in a secure password manager and include it in your recovery documentation.
The password has a hard recovery limitation: the guide says the E2EE master-key password cannot be recovered if it is forgotten. A server backup without that password does not restore readable encrypted content. Treat the password as part of the backup set, while keeping it protected from the same failure that could destroy the notes.
Joplin Server Business is a separate offering
Joplin Server Business is described as a self-hosted organizational product with teams and notebook collaboration: Joplin Server Business. It is a paid product with a commercial license. Do not assume that using a personal Joplin client with a self-managed sync target provides the same team features, administration model or licensing terms.
Obsidian: local vaults with hosted first-party Sync
What you get by default
Obsidian’s core model is a local vault. Your notes live on the devices where the vault is opened, and the official Sync service provides remote synchronization through Obsidian’s infrastructure. The security documentation does not describe Sync as a self-hosted server, so it should not be presented as one: Obsidian Sync security and privacy.
This can be attractive when you want a fast local workflow and do not want to operate a note server. It is a poor match for a requirement that specifically says the synchronization service must run in your homelab. Third-party file-sync methods or plugins may exist, but their current compatibility, maintenance and conflict behavior are not established by the documentation considered here; validate any such design directly before making it your production system.
Rank #3
- 【Advanced Home Data & Media Hub】For advanced home users who need phone backup, file storage, and centralized data management. Centralize family photos, 4K videos, movies, computer backups, and personal files in one place while running multiple apps for home entertainment and everyday data management. Suitable for households with growing digital libraries and multiple NAS use cases.
- 【Built for Creators, Media Servers & Advanced Apps】Powered by the Intel N100 Quad-Core CPU, 8GB DDR5 RAM, 2.5GbE networking, and dual M.2 NVMe slots, DXP2800 handles large files and heavier workloads with ease. Run Docker, virtual machines, and media server applications compatible with Plex—ideal for content creators, tech enthusiasts, and advanced home users managing 4K videos, RAW photos, personal media libraries, and multiple NAS apps.
- 【Up to 80TB for Growing Digital Libraries】 Supports up to 80TB of storage using two HDD bays and two M.2 NVMe SSD slots for family photos, movies, RAW photos, 4K videos, work files, and device backups. AI photo management supports recognition of people, objects, scenes, and locations, album organization, and duplicate photo detection. HDDs and SSDs are not included.
- 【AI-powered Home Surveillance】Turn DXP2800 into a centralized home surveillance hub by connecting compatible network cameras and storing recordings locally on your NAS. AI-powered features include Face Recognition, People Detection, and Pet Detection, helping advanced home users review important events more efficiently while managing home surveillance and personal data in one place.
- 【One data Center Across Your Devices】Keep files from desktops, laptops, phones, tablets, and other devices together instead of scattered across cloud accounts and external drives. Access, back up, organize, and share data across Windows, macOS, Android, iOS, web browsers, and compatible smart TVs—ideal for creators and advanced home users working across multiple devices.
Understand the two Sync encryption modes
Obsidian’s security page distinguishes end-to-end encryption from standard encryption for remote vaults. End-to-end encryption is the default for a new remote vault. With E2EE, the service is not intended to read the vault contents, but the password becomes critical: the documentation says that losing it makes the remote data unusable.
Sync does not encrypt the local vault. A laptop, desktop or server containing that vault still needs its own full-disk encryption, operating-system account controls and backup protection if the threat model includes device theft or unauthorized local access. Remote-vault encryption and local-at-rest protection are separate decisions.
Encryption and data-location decisions
“Encrypted” is not a complete requirement until you specify which copy is protected. Use this checklist for each product:
- Local copy: Is the database or vault protected if the machine is stolen or its disk is read offline?
- Transport: Is synchronization protected while crossing your LAN, VPN or internet connection? Trilium’s guide specifically calls for a valid HTTPS/TLS certificate.
- Remote copy: Does the synchronization service store readable content, encrypted content or only client-encrypted content?
- Keys and passwords: Where is the E2EE password stored, and can the project recover it? Joplin and Obsidian both document unrecoverable-password consequences.
- Backups: Are backups encrypted independently, and can you restore them without relying on a live synchronization session?
Joplin’s E2EE is configured across clients and its password cannot be recovered. Obsidian’s Sync E2EE protects the remote vault but not the local vault. Trilium’s documented TLS requirement protects the synchronization connection; it does not remove the need to secure the server’s database, host and backups.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Homelab deployment and operations
Network exposure
Decide whether documentation must be reachable outside your home network. LAN-only access reduces exposure but may be inconvenient for travel. External access requires an access-control design, a valid certificate, update procedures and monitoring. Never treat a login page placed directly on the public internet as sufficient security. Put the service behind a deliberately configured HTTPS gateway or VPN, limit administrative access and document how you will revoke access when a device is lost.
Rank #4
- 【DeskPi RackMate T1】It's made of aluminum alloy and acrylic frame mini chassis which you can setup your own cluster or home assistant server. For 10 inch 4U Server Cabinet (DeskPi RackMate T0), please refer to ASIN B0DPGZPTPP. For 10 inch 12U Server Cabinet (DeskPi RackMate T2), please refer to ASIN B0DT2XM22G.
- 【10-inch width】The cabinet has a width of 10 inches, which is a relatively small size that saves space while accommodating sufficient equipment. With dimensions of 11x7.8x16 inches, it is suitable for small offices, home environments, and large enterprises looking to save space.
- 【Open Design】The cabinet adopts an open design, allowing easy access to all devices inside. This design facilitates equipment installation and maintenance, aids in device cooling, and maintains optimal working conditions.
- 【8U Standard】The cabinet has a height of 8U, which is a standard unit size. With 1U equaling 1.75 inches, 8U implies a height of 14 inches.
- 【Translucent Design】Both sides are made of translucent acrylic, providing dust resistance and reduced weight. This design allows direct observation of the cabinet's interior, and users can add ambient lights for decoration.
Backups and restore tests
- Identify the authoritative data: the Trilium database, the Joplin synchronization target and client keys, or the Obsidian local and remote vault copies.
- Choose at least one backup destination outside the host that runs the application.
- Protect backup archives with access controls and encryption appropriate to the sensitivity of infrastructure credentials and diagrams.
- Write down the passwords or keys required to decrypt the backup. For Joplin and Obsidian E2EE, losing the password can make encrypted data unusable.
- Perform a restore into an isolated test environment. Confirm that notes, attachments, hierarchy and synchronization still work before declaring the backup valid.
Updates and certificates
A self-hosted service becomes part of the homelab’s failure domain. Schedule application upgrades, operating-system updates, certificate renewal and rollback windows. Keep a copy of the deployment configuration and record the version that produced each backup. If a certificate expires, clients may stop synchronizing even though the server process is running; renewal checks belong in the same maintenance checklist as disk-space and backup checks.
Choosing by requirement
Choose Trilium first when the server is the requirement
Investigate Trilium first if you want one self-hosted application server that provides browser access, mobile and desktop synchronization, and a structured personal knowledge base. Accept the database-backed storage model, single-user limitation and the operational work of TLS, upgrades and tested backups.
Choose Joplin first when portability and backend choice dominate
Investigate Joplin first if Markdown, offline-first clients, several synchronization destinations and documented optional E2EE are more important than an integrated wiki server. Select the backend that matches your administration capacity, then design backups and key custody for that backend rather than assuming every target behaves identically.
Choose Obsidian first when local workflow matters more than self-hosting
Investigate Obsidian first if a local-vault workflow is the priority and you are comfortable using a hosted first-party Sync service. It does not satisfy a strict requirement for a self-hosted synchronization server based on the official documentation reviewed here. If you consider an external file-sync design, validate current plugin support, conflict handling, mobile behavior and recovery before moving important documentation.
A practical evaluation checklist
Before committing a homelab documentation platform, answer these questions with the exact devices and threat model you have:
- Which clients are required: desktop, browser and mobile?
- Must the synchronization service run on your own hardware, or is a hosted endpoint acceptable?
- Do you need Markdown files that can be processed outside the application, or is a database-backed hierarchy acceptable?
- Where must encryption apply: local disks, network traffic, server storage, backups or all four?
- Who owns the E2EE password, and what happens if that person is unavailable?
- Is the system for one user, or do you need team accounts and collaborative notebook editing?
- How will you expose the service safely, renew certificates and revoke lost devices?
- What is the documented export, backup and restore path, and when was the last restore test?
- How much time can you spend maintaining the server every month?
Common mistakes to avoid
- Calling Obsidian Sync self-hosted: official Sync is hosted; a local vault is not the same thing as a self-managed synchronization server.
- Assuming a sync target is a backup: synchronization propagates changes, including accidental deletions. Keep independent, versioned backups and test restoration.
- Protecting only the connection: TLS secures transit, not an exposed host, an unencrypted local vault or an unprotected database backup.
- Enabling E2EE without key custody: Joplin’s master-key password and Obsidian’s E2EE password have documented loss consequences.
- Expecting personal Trilium to become a team editor: the project FAQ describes it as single-user and unsupported for real-time multi-user editing.
- Comparing Joplin backends as if they were identical: Nextcloud, S3, WebDAV, local filesystem and hosted services differ in administration, availability and access controls.
- Deploying before testing recovery: a successful login and a current sync timestamp do not prove that you can rebuild the system after disk failure.
Bottom line
There is no universal winner because the products make different architectural promises. Trilium is the closest match to a self-hosted personal documentation server. Joplin is the flexible Markdown and synchronization-target choice, with a documented client-side E2EE workflow. Obsidian is the local-vault option whose official Sync service is hosted, not self-hosted. Match the tool to your required data location, encryption boundary, collaboration model and willingness to operate infrastructure, then prove the choice with a backup-and-restore test before migrating your homelab runbooks.
Quick wins for a faster PC:
Scan for outdated or missing drivers - takes under a minuteDriver Scan →Repair Windows errors before they cause bigger problemsFix Now →Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
