Document management software top 10

North America. The best document management system software makes it simple and easy to manage files within a team, as well as improve workflows or work with collaboration tools.

Simply tell us your needs 2. Receive free quotes 3. Compare prices and save money. Do you currently use a document management system or software? Templafy An all-in-one document management solution. M-Files Document software that detects duplication. DocuWare Document organization moves to the cloud. Free Trial. View Deal. MasterControl DMS focused on compliance. XaitPorter Cloud-based collaboration at its best. Nicholas Fearn. AWS went down hard, yet again - here's what happened.

Apple Watch 7 vs Samsung Galaxy Watch 4: which is the best smartwatch? Can't get a PS5? Sony may try to sell you a PS4 instead. Boring's Las Vegas Tunnel is no wormhole. It is best for organizations of any size and across all major industries, from manufacturing and retail to healthcare and government. Pros : The user interface is easy on the eyes, intuitive, and user-friendly. The tool has an effective drag and drop functionality, and users can perform multiple tasks in multiple documents without leaving the main console.

Price : DocuWare offers a free trial. Editorial comments : DocuWare has an incredible administration tool, allowing you to create multiple access profiles, with rules for viewing and writing. It allows you to create several file trays for separation and organization, among other features.

However, the support leaves something to be desired. Overview : Dropbox is a cloud-based file storage and collaboration platform designed for the modern workspace to reduce busywork so that you can focus on the things that matter. Dropbox Business helps your company grow without limits while you maintain complete control over important company information and user activity.

Meant for : Dropbox Business is best suited for collaboration across a team of users. Pros : Dropbox Business provides a good amount of storage space for a business entity. It is a great collaboration tool for our team. Working on common projects, revising documents, and creating system backups can all be done with ease.

Price : A free trial is available. Editorial comments : Exporting documents can be a bit of a challenge as the tool has a significant delay.

Dropbox Business can benefit from loading and unloading a heavy document faster. Definition, Key Advantages, and Best Practices. Overview : eFileCabinet provides businesses with intelligent organization, workflow automation , secure file-sharing, and eSignature requests, all on one platform.

Meant for : This tool is ideal for content management of businesses of all sizes across industries, including accounting, construction, real estate, manufacturing, and healthcare. Pros : Offers on-premise and cloud options, giving customers the flexibility to choose the best plan for their business. Price : eFileCabinet offers three subscription tiers:. Editorial comments : A potential weak point could be the fact that eFileCabinet has no automated document assembly.

It can store, sync, and share files easily. Meant for : This tool is best suited for teams collaboratively working on real-time projects. Shareability and real-time editing features of Google Drive take professional collaboration to the next level. Its efficient built-in search engine is a highlight, allowing users to search files by type and owner. Price : Free, single users are given 15GB of storage, and they can pay for more storage billed by month.

However, one area of improvement is the categorization and sorting of documents and folders. Overview : Laserfiche provides intelligent document management and business process automation. It eliminates manual processes and automates repetitive tasks, accelerating how business gets done by employing powerful workflows, electronic forms, document management, and analytics.

Meant for : Laserfiche platform is suitable for content management of businesses of all sizes in industries such as accounting, construction, education, real estate, manufacturing, and healthcare. Pros : Laserfiche boosts efficiency with automation, optimizing the application process, simplifying case management, and eliminating paperwork for employee onboarding.

Laserfiche makes it easy to create, store, and send digital documents within the business, speeding up correspondence and making it easy to make data-driven decisions since all the information is in one place. Editorial comments : Laserfiche seems more expensive than other solutions and does not provide document assembly. Overview : LogicalDOC aims to help organizations gain control over document management by focusing on fast document retrieval and business process automation.

Meant for : Thanks to its flexibility, LogicalDOC can adapt to various needs and is best suited for small, medium, and large organizations, including banks, healthcare, mechanical industries, and medium-sized municipalities.

Pros : LogicalDOC is a very intuitive tool for planning, executing, and managing business projects. There are larger packages available with consultation. Editorial comments : The free, open-source software, while being a cost-effective option, lacks some safety and document recovery features. These are available with paid licenses. Overview : M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively.

Unlike traditional enterprise content management ECM systems or content services platforms, M-Files unifies systems, data, and content across the organization without disturbing existing systems and processes or requiring data migration. Meant for : M-Files is suitable for small to mid-sized businesses that lean heavily on paper-based processes.

Their packaging is unique. Customers can choose which features they want and can opt-out of others, making it both flexible and cost-efficient. Pros : M-Files is very safe and offers enough cloud storage. Accessing content across devices is easy. It enables easy content retrieval by using the search feature. Besides, sharing files across the team is also easy, especially when working together on the same project. Price : M-files offers a free trial.

The cost after the free trial depends on the features you need and the number of users as M-Files is focused on giving you the exact features you need. Meant for : OnlyOffice provides a platform for document management best suited for multiple educational organizations schools, higher education institutes , small and medium-sized companies, enterprises , and government organizations. Going through file after file just to find one piece of paper or a document can be a drag and reduce your output for the day.

With the steady rise of work-from-home jobs and businesses, it has never been more critical to have quick access to company docs and info from anywhere. As we mentioned earlier, looking for one piece of paper in a pile of documents can be like trying to find a needle in a haystack. Just type in your search query and watch your screen light up with options. Apart from easily retrieving documents, it also gives you options to label and tag your docs for easy organization.

As your business is growing, so will the data you collect grow with it. Worse still, as the papers continue to pile, you may end up losing track of small details. Having a DMS will prevent such trouble. Business data is sensitive. This security is not only against external threats to the business and its security, but also internally to keep the wrong info away from the wrong eyes. A good DMS will allow you to restrict file access based on user roles and function.

Certain businesses have stringent and complex compliance protocols which can be both confusing and demanding. Without the right tools to simplify the process, you are prone to making costly data entry mistakes in your business documents too. Having a DMS can help you avoid fines, license-related troubles or even criminal liability by automating document creation to follow any necessary compliance guidelines.

For example, the Sarbanes-Oxley anti-fraud law comes with strict security and policy regulations regarding documents and records. Whether your team is working remotely, on multiple projects at a time, or simply looking to reduce paper at work, good file management software will increase overall productivity. By providing a centralized point of access, organization, and storage for all your documents, everyone will be able to quickly find what they are looking for to run more efficiently.

It also means if there is a need for real-time collaboration on documents and versioning, you can do it quickly and with zero hitches. Sharing and tracking file sends, edits, and views are made simple, ultimately saving you time and allowing you to do more. Often the goal of using document management software is to reduce paper and make it easy to organize, find and share your documents when necessary. You may also be looking for extra security for sensitive information.

With lots of options out there that can be customized to suit your business needs, it's easy to get a little confused as to which option is the best fit. You may find yourself asking questions like. Remember to keep your unique business needs in mind before committing to any software. The points below will give you more insight into the general things to look out for before choosing a document management system.

Regardless of how many features any software has, it would be useless if the software is difficult to use. One of the most important elements of any software is usability. Ease of use is a huge part of the software experience and its efficiency. Because of this, be sure to take advantage of free trials where possible and let your team use the software. Apart from easy usability, you should also consider set-up and software installation. Some software have a complex set-up process and may even come with added set-up and installation fees.

Others are simple enough for you to do by yourself. Reach out and interact with the customer support team of any software you are considering to find out more about how to get set up and also how easy it is to do software updates and maintenance. The last thing you want is something that ends up taking more time to keep up and running compared to how much time it saves.

Another key aspect of good document management software is how it allows for ready file sharing and permissions. The basic function of a DMS may be reducing paper and making things easy to find, but it should also allow you to readily share files and restrict content where necessary.

This is especially important when your team is collaborating on editing a document or a project. Do you tend to have large file sizes to share? Or perhaps you handle more photo and video content than text documents? Some software comes with restrictions and limits on the kinds of files you can send and their size. For example, Hightail lets you share files up to GB in size whereas other software may limit you to just 25GB or even less.

Choose software with file sharing features that best suit the kind of documents you share. Again, if it's important knowing whether or not your recipient has received and viewed your content, be sure to ask if that customization is possible from the sales team before you subscribe to any service.

Pay attention to details like file previews, document size limits, file expiration and download notifications. Do you need to work on a document with multiple users simultaneously?

In line with collaborating on documents is being able to track all changes made to a document at different points in time. That means this is a serious productivity block in most workplaces. A good document management software will allow you to track all edits and changes done to documents. With many people making changes and edits to a document, it is possible that a big chunk of important information will get lost in the process or simply lose its meaning.

You can simply go back to the exact point in time where the change was done and pick up from there. MasterControl for example, takes versioning to another level by including time-stamped audit trails, which allows reconstruction of all events in the creation, modification and deletion of an electronic study record.

Sometimes you may not have time to get your paper records to a scanner to scan and upload. Other times you may not even be close to a scanner in the first place. This is where OCR and scan to upload functions come in handy. Scanning lets you convert your paper document into a digital format that is readily shareable or uploadable without needing to type it out.

It is the first step in digitizing any hard copy document. Your document management software should allow you to do this easily via an app.

There are already tons of apps on both the Google Play Store and App Store that let you quickly convert documents to pdfs, jpegs or soft copies simply by taking a photo. Some document management software come with mobile apps that have this added functionality, e. Apart from easily uploading your documents to the system, your software should also be able to read the text in an image and make that content editable and searchable.

The best document management systems use OCR to create metadata that will help you search for and find your documents easily later on. If your business does a lot of paper invoicing and contracts, chances are you do a lot of signing. It's not uncommon to also have letters and other official communication signed. Signatures are an important way of authenticating documents and transactions.

Be it a native e-signature feature or a third party app like DocuSign , a good software should allow you to digitally sign your documents before sending eliminating the need for printing. You should also have the option to share or send a document to another party for them to sign using the software. The whole point of a document management software is to improve efficiency and save time. One way of doing this will be reduce how much time it takes to create new documents by using templates. For files that will be used repeatedly like invoices, contracts and proposals, your software should automatically create these documents based on previous documents so that all you will have to do is just edit a few details, rather than type it from scratch.

Apart from helping you create documents quicker, your workflow should also be more automated. A workflow is simply a repeated process or pattern that helps you achieve needed outcomes in your business. For example, every invoice may need to go through accounts for approval and signatures after which it must then go to operations for follow up.

Your DMS should allow you to create an automation that lets any new invoice automatically go to the accounts manager for authorization after which the operations manager gets a notification to follow up. This eliminates down-time and speeds up processes in your business.

Be sure to take into account what your team needs and the normal processes that paperwork has to go through in your organization, so you can pick a software with the right level of customization for your business. The best business management systems allow you to customize workflows to suit the way your business operates easily and fits into your operations seamlessly. Sometimes certain information is simply off limits to some of your employees. Perhaps, you want to keep department info within a department.

Your DMS should help you limit user access to sensitive information based on their roles. Ideally, there should be an admin panel on the backend that allows you to give individual users permissions to access certain files based on their roles. Also in line with document security is making sure that your software helps you meet any necessary document compliance or requirements. Consider all necessary regulations and compliance needs for your business and see if your software makes provisions for them.

Other security features that may be helpful to look out for include file expiration dates, password protection and download notifications.

From an IT perspective, a good DMS should also come with added layers of security and encryption to protect all your uploads and defend against malicious attacks. This means things like a secure encryption and other layers of security to keep your data safe. The best document management software allows administrators to set permissions by specific groups, as well as to change permissions on the fly if you need to make an exception while keeping the default permissions settings the same.

Thus it is important for your document management software to support and work seamlessly on mobile devices. Platform: Windows and Mac. It also comes in the form of an App for smartphone users. Dokmee is one of the safest cloud-based tools to manage business files and store documents.

It will help you to manage your files. From the price, we can also get to know that it is not a low-cost document management software. Dropbox Business is just another facet of Dropbox created especially for business houses and big enterprises for easy file sharing purposes. Workfront aims to manage all your documents and document-related work. It is a cloud-based software using which an enterprise and its members immediately benefit due to decreased workload and more efficient data handling.