Best Document Management Software

Document management software relieves you from the pain of walking to the fax machine every day with a disarrayed stack of documents. The cloud-based technology allows employees to download, bulk upload, store and retrieve files anywhere-anytime, centralizing data in one place for hassle-free and authorized access. It handles tagging, categorizing, and rating files to ensure they are always ready for retrieval. The document management software filters the right documents from an ocean of digital using robust search engine features that facilitate smart search. Keeping track of updated and original documents becomes less taxing as version control tools allow you to save every version of the uploaded files. With the software, unauthorized access is always off the list as it uses machine-intelligent permission features to immutably store audit trails. The software lets you keep your team updated with auto-synchronization tools that can be customized according to your requirements. If you are still thinking of going paperless, this is the right time. Here is a list of top-notch document management software to help you get started. Please take a look.

1566 Software

Top 10 Document Management Software

Alfresco

Alfresco

perfeature

DocuWare

DocuWare

Contact Vendor

FileCenter

FileCenter

$97 Per user

FileHold

FileHold

Contact Vendor

LogicalDOC

LogicalDOC

Contact Vendor

M-Files

M-Files

Contact Vendor

Microsoft SharePoint

Microsoft SharePoint

$5 Per month

PandaDoc

PandaDoc

$19 Per month

Revver

Revver

Contact Vendor

List of Best Document Management Software

Pricing Options

Monthly Subscription

Annual Subscription

One-Time Payment

Quote Based

Features

Electronic Signature

Version Control

Search/Filter

Approval Process Control

Document Capture

Commenting/Notes

Task Management

Collaboration Tools

File Sharing

Audit Trail

Compliance Tracking

Alerts/Notifications

Activity Tracking

File Recovery

Archiving & Retention

Offline Access

Document Generation

Drag & Drop

Secure Data Storage

Content Management

Document Storage

Forms Management

Email Management

Document Classification

Document Review

Tagging

Company Size

Self Employed

Small Business

Medium Business

Enterprise

Google Drive

Store, share, and collaborate on files and folders from your mobile device, tablet, or computer.

   5.0

 (1 Reviews)

Google Drive is a widely-used cloud storage and file synchronization service that offers a seamless way to store, access, and manage files online. Its standout feature is the integration with Google Workspace, including Docs, Sheets, and Slides, facilitating real-time collaboration and editing. Google Drive provides generous free storage space, with additional options for expansion, making it acce... Read more about Google Drive

Free Trial

NA

Pricing Type

$12 Per month

Location

United States

Amploo

All-in-one collaborative tool for SMEs

   5.0

 (1 Reviews)

Amploo provides a comprehensive document management solution that simplifies the storage, organization, and sharing of files within an organization. With features like version control, secure access, and easy search functionality, users can efficiently manage important documents. The platform facilitates collaboration by allowing teams to work on shared documents in real time, enhancing communica... Read more about Amploo

Free Trial

30 Days

Pricing Type

$4 Per user

Location

United States

iCloud is a cloud storage solution from Apple that allows users to store and access their data across all Apple devices seamlessly. With iCloud, users can back up photos, videos, documents, and apps, ensuring that important files are accessible from anywhere with an internet connection. It offers 5GB of free storage, with additional storage options available for a monthly fee. One of iCloud's stan... Read more about iCloud

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Microsoft SharePoint

Simple sharing and seamless collaboration software

Microsoft SharePoint is a collaborative platform widely used for efficient teamwork within organizations. It helps people share and manage content, knowledge, and applications for seamless collaboration. With features like document storage, version control, and easy access, SharePoint simplifies file management. It enables teams to create, edit, and share documents in real-time, fostering collabor... Read more about Microsoft SharePoint

Free Trial

30 Days

Pricing Type

$5 Per month

Location

United States

Microsoft Publisher

Desktop Publishing Software

Microsoft Publisher, part of the Microsoft Office Suite, is a user-friendly desktop publishing software tailored for creating professional-looking documents. It stands out for its ease of use, making it ideal for beginners and small businesses. Publisher offers a variety of customizable templates for brochures, newsletters, flyers, and more, streamlining the design process. Its integration with ot... Read more about Microsoft Publisher

Free Trial

30 Days

Pricing Type

$$6 Per month

Location

United States

Microsoft 365

Get productivity apps, security, and storage with Microsoft 365.

Microsoft 365 is a comprehensive suite of applications developed to enhance productivity and collaboration in both personal and professional settings. This versatile software package includes familiar tools like Word, Excel, and PowerPoint, which are essential for document creation, data analysis, and presentations. Additionally, it offers Outlook for email and calendar management, ensuring seamle... Read more about Microsoft 365

Free Trial

30 Days

Pricing Type

$99.99 Per year

Location

United States

Adobe Experience Manager

Discover content management capabilities driven by powerful AI & create personalized experiences at scale.

Adobe Experience Manager (AEM) is a versatile software designed for effective digital content management. It empowers businesses to create, manage, and optimize websites, mobile apps, and forms with simplicity. AEM offers a user-friendly interface, allowing non-technical users to easily edit and update content. Its dynamic asset management feature streamlines the organization of digital assets lik... Read more about Adobe Experience Manager

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Microsoft Word is one of the most widely used word processing applications, known for its ability to create, edit, and format documents. It offers a wide range of tools for document creation, including templates, advanced formatting options, spell check, and collaborative editing. Microsoft Word allows users to insert tables, charts, images, hyperlinks, and other multimedia elements into documents... Read more about Microsoft Word

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Microsoft OneNote is a versatile and easy-to-use note-taking software that allows users to capture, organize, and share information quickly and efficiently. OneNote enables users to create notebooks for different projects, and within these notebooks, they can add text, images, audio, and handwritten notes. This flexibility makes OneNote suitable for everything from personal note-taking to team col... Read more about Microsoft OneNote

Free Trial

NA

Pricing Type

$6 Per user

Location

United States

Adobe Acrobat is a PDF editor software that enables users to create, edit, convert, and share PDF documents. The platform offers a comprehensive suite of tools for editing text, images, and links within PDF files, making it easy to modify documents without altering their original formatting. Adobe Acrobat includes features for converting files to and from PDFs, annotating and reviewing documents, ... Read more about Adobe Acrobat

Free Trial

Available

Pricing Type

$22.19 Per month

Location

United States

Google Workspace

A flexible, innovative solution for people and organisations to achieve more.

Google Workspace, formerly known as G Suite, is a collection of cloud-based productivity and collaboration tools developed by Google. It includes popular applications such as Gmail for email, Google Drive for storage, Google Docs, Sheets, and Slides for document creation and editing, and Google Calendar for scheduling. Workspace enhances team collaboration through shared calendars, documents, and ... Read more about Google Workspace

Free Trial

14 Days

Pricing Type

$136.90 Per month

Location

United States

MediaFire

File sharing and storage made simple

MediaFire is a user-friendly cloud storage service offering 10 GB of free space, expandable up to 50 GB through referrals and other actions. It simplifies file sharing by allowing users to upload files and share them via links without any registration required by recipients. MediaFire supports bulk uploads, making it convenient to store large quantities of files quickly. It stands out for its stra... Read more about MediaFire

Free Trial

NA

Pricing Type

$$5.83 Per month

Location

United States

Dropbox

Dropbox helps you simplify your workflow. So you can spend more time in your flow.

Dropbox is a cloud-based file storage and collaboration platform tailored for enterprise-level needs. It excels in providing secure storage, with advanced encryption and security protocols to protect sensitive information. The platform facilitates effortless file sharing, allowing users to collaborate on documents in real-time, enhancing teamwork and productivity. Dropbox Business stands out with ... Read more about Dropbox

Free Trial

Available

Pricing Type

$11.99 Per month

Location

United States

Dropbox DocSend is an advanced document management solution designed to help businesses share and track documents securely. This platform provides comprehensive tools for managing document distribution, monitoring engagement, and gathering insights seamlessly. With its user-friendly interface, users can easily upload documents, create secure links, and control access permissions effectively. Dropb... Read more about Dropbox DocSend

Free Trial

Available

Pricing Type

$15 Per user

Location

United States

Dropbox Business is a leading file sharing software designed to enhance collaboration and productivity for teams and organizations. This platform provides secure cloud storage, enabling users to store, share, and access files from anywhere, on any device. With features for file synchronization and version control, Dropbox Business ensures that team members can collaborate on projects seamlessly an... Read more about Dropbox Business

Free Trial

Available

Pricing Type

$10 Per user

Location

United States

Oracle Aconex

Best Construction Project Management Software

Oracle Aconex is a powerful cloud-based construction management software designed to enhance project collaboration and efficiency. It simplifies communication and document management across construction teams, ensuring seamless coordination. With features such as centralized data storage, project tracking, and workflow automation, Oracle Aconex streamlines construction processes from planning to c... Read more about Oracle Aconex

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

IBM FileNet Content Manager

A cloud-native content services solution to manage, share and collaborate on content to save employees’ time and improve customer experiences.

IBM FileNet Content Manager is a powerful enterprise content management (ECM) solution designed to manage, store, and retrieve large volumes of content effectively. It enables organizations to handle complex documents and streamline content-related processes, enhancing productivity. The software integrates digital content with business processes, allowing for efficient workflow management. Its rob... Read more about IBM FileNet Content Manager

Free Trial

Available

Pricing Type

Contact Vendor

Location

United States

Oracle Fusion Cloud HCM is a comprehensive human resource management software designed to streamline HR processes and enhance employee engagement. This cloud-based platform offers a wide range of features, including talent acquisition, performance management, and workforce planning, enabling organizations to manage their human capital effectively. With its user-friendly interface, HR professionals... Read more about Oracle Fusion Cloud HCM

Free Trial

Available

Pricing Type

$0.01 Per user

Location

United States

IBM Enterprise Content Management is a robust document management software solution designed to help organizations efficiently manage their digital content and workflows. This platform provides tools for capturing, organizing, and storing documents securely while ensuring compliance with regulatory requirements. IBM ECM offers advanced search capabilities, enabling users to locate and retrieve doc... Read more about IBM Enterprise Content Management

Free Trial

Available

Pricing Type

Contact Vendor

Location

United States

IBM Content Manager is a comprehensive document management software solution that allows businesses to capture, store, manage, and secure content across the enterprise. It helps organizations maintain control over their digital assets by providing centralized storage for documents, images, videos, and other business-critical files. IBM Content Manager features advanced search and indexing capabili... Read more about IBM Content Manager

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Primavera Unifier Accelerator is a robust budgeting software designed for project-intensive industries like construction, engineering, and facilities management. It provides an array of budgeting tools that enable organizations to manage costs, track expenditures, and control project budgets efficiently. Primavera Unifier’s customizable workflows allow users to set budgeting parameters, approve ... Read more about Primavera Unifier Accelerator

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Box

Secure collaboration with anyone, anywhere, on any device

Box.com is a comprehensive content management solution offering various features. It provides robust security with identity and access management controls, device security, and content protection. Box Shield helps prevent data breaches through classification-based security controls and intelligent threat detection. The platform includes Box Governance for managing document retention and dispositio... Read more about Box

Free Trial

14 Days

Pricing Type

$15 Per month

Location

United States

WatchDox Virtual Data Room is a secure document management and sharing software designed for businesses that need to manage sensitive information. It provides a cloud-based solution for storing, sharing, and collaborating on confidential files with an added layer of security. With WatchDox, users can control document access by setting permissions for viewing, editing, and downloading, ensuring tha... Read more about WatchDox Virtual Data Room

Free Trial

Available

Pricing Type

$15 Per month

Location

United States

Drupal

Open Source CMS Platform

Drupal is a versatile open-source content management system (CMS) widely used for building websites and applications. With a robust framework, it empowers users to create, organize, and manage diverse digital content seamlessly. Drupal's flexibility allows developers to tailor websites to specific needs, supporting everything from blogs to enterprise-level platforms. Its modular architecture facil... Read more about Drupal

Free Trial

NA

Pricing Type

Free

Location

United States

Autodesk Construction Cloud

Construction management software that is your single source of truth for every project.

Autodesk Construction Cloud is a comprehensive construction management software designed to enhance collaboration and efficiency in the construction sector. With a user-friendly interface, it offers a range of features to simplify project workflows. The platform facilitates real-time collaboration among team members, allowing seamless communication and updates on project progress. Robust document ... Read more about Autodesk Construction Cloud

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Document Management Software Buyer's Guide

Every day businesses and companies have to share a lot of data and information among each other or in between the organizational employees. This can seem to be a pretty tough task if the documents are recorded and shared using traditional methods which are mostly pen and paper-based. This is because it increases the chances of mistakes while risking the efficient functioning of the firm.

To recover from this, various companies have started digitally recording and storing the documents, but that also has a demerit. Many large companies and businesses often have to undergo a lot of turmoil while searching for a previously used report among the heaps of others. This is where document management software can prove to be beneficial. Starting from document creation, tracking, storing, and archiving, the simple yet compelling software can offer numerous benefits for reducing time wastage and thereby increasing productivity. In this guide, we will understand every single aspect of the Document Management System bit by bit. So, let’s start now.

» What is the definition of document management?

The document management definition simplifies it as an act of capturing, monitoring, and storing electronic documents in the likes of word files, PDFs, and images of paper-based information. Document management, through its centralized storage, allows you to enjoy greater security, convenience, access controls, hassle-free search, and information retrieval.

» What is Document Management Software?

Considered as an innovative solution, the software helps ease the work of organizations and companies by lending a hand for sorting out documents. The Document Management Software is user-friendly and anyone without any prior coding knowledge can easily work on it. Moreover, as the files are centrally stored, this also allows easy retrieval of documents and data from any place and at any time. Thus, using the DMS Software can save time, money and wastage of resources, thereby, increasing your company’s productivity.

» What are the benefits of Document Management Software?

Now, let’s understand the various benefits the document management system provides and how they are better than the traditional methods of document storing and sharing.

› Centralized Storage

As discussed in the starting, document management systems are hardwired to store each document you upload in a single central storage. Whenever a file or document is uploaded, a specific tag and label are added to them which then divert it to a safe and a secure folder for storage. Similarly, when requested, the file can also be easily retracted by using search results or using a filter.

› Real-time Availability

The documents stored in DMS Software are automatically linked with real-time availability, notifying the users when any changes are made. This helps the employees in remaining updated, setting deadlines, getting reminders through pop-up notifications, and more. Moreover, a single document stores multiple versions of the document, eliminating the need for printout every time by automatically storing them.

› Security

Providing security to the documents and files is the most crucial aspect of a Document Management Software, as any lacuna can jeopardize your company’s working. Hence, various DMS software companies have enabled specific user entry and role-based controls.

› Sustainability

Through a single DMS software, you can tackle your every documentation requirement. Also, the use of printers, scanners, papers, inks, and other machines are reduced. This not only helps in cutting down the extra cost but also serves as a sustainable alternative against the currently used traditional methods.

» What are the features of Document Management Software?

Every Document Management Solution comes with its own set of features. Getting a brief knowledge of them can help you with further understanding of the revolutionary software. So, without wasting any more time, let’s start with our journey.

› Auto-sorting of documents

Apart from creating, editing, storing and sharing, the DMS software can help you arrange your files in a systematic manner. While ensuring centralized storage of every single report, it levels them as per priority. This helps in retrieving the information easily whenever required. Moreover, as discussed previously, the software also saves any changes that are made to the document in a single record only, curbing the need to search through a massive pile of papers.

› Permission control and document tracking

You can choose the number of users that will be having access to DMS software. Keeping a strong tap on the privacy and security of the firm enables users to access the file through a strong channel of system permission. As a security measure, many also provide IP blocking facilities. Furthermore, access controls are also offered to keep a track on the daily activities on the document so as to prevent any potential fraudulent activities.

› Quick Uploading

Uploading a large number of documents one by one is not only time consuming but can also be prone to a lot of mistakes. Hence, DMS software comes with a bulk uploading feature which can upload a huge set of data at a single time without any human interference. They are also provided with tags and indexes to help in secure storage and retrieval.

› PDF Document Editor

Uploading PDF files, making corrections and sharing has been made easy with the Document Management Systems. Thus adding texts, textboxes, comments, and adding customizations such as data and sidebar is also enabled. One can also use the online spell checkers to verify spellings and any typos.

› Audit Trail

Various DMS software also provides the option for audit trails, which when done shows the complete life cycle of a document or file, such as details on the user, date and time the data was accessed, and more.

» Before choosing any DMS Software

There are some essential factors which one should always remember before choosing a DMS Software so as to remain on the profitable side. In this list, we have compiled some of the points which can save you from any potential losses. So, let’s check them out.

› List your priorities

Analyzing the current documentation flaws that need to be addressed should be your first step before going for any Document Management Software. The applications come with a wide range of features some of which you may not require at all. On the other hand, having a list of your priorities will enable you to ask for the right customization.

› See to which buyers group you belong

Each software application has been designed to serve small, medium or large businesses and one should always choose the software depending upon their usage. Thus, in case you belong to a small business group, there is absolutely no need to invest in elite subscriptions that cater to big organizations.

› Analyze its security measures

A vulnerable document sharing software can expose the confidentiality of your business to potential hackers which can result in the jeopardizing of your business. Hence, one should adequately explore every information on the software so as to be on the safe side.

› Cross-check for the number of beneficiaries

One should also properly analyze the total number of users before subscribing the software to avoid any last time confusions. This also aids in deciding the best software as per the operational needs.

» How to choose good Document Management Software?

After all this discussion on the various aspects of the electronic document management system, it may be quite clear as to how one can choose the best document sharing software for their business. Let’s have a brief discussion on the points we earlier discussed.

› Multi-Support for Files

Data comes in different forms, which can be in Excel format, Word, PDF, Powerpoint, and many more. Hence, to maintain the efficiency of a business, going for a single document controller that supports all file formats is always the best idea to cater to all business needs.

› Quick Edit option

What’s better than Document control software which not only helps in the creation and sharing of the files but also lets the approved circle members edit them in case of any desired change. Various software applications allow both editing and adding comments to have a perfect document creation experience.

› Data Backup

The storage facility where the files are stored is also another important factor in choosing the best DMS software. Businesses need regular interaction with the information and reports. Thus, it is better to go for a software application that will give you a cloud backup. It will not only ensure the safe protection of your files but also will eliminate the need for additional servers from your end.

› Positive Vendor reputation

Reviews from previous customers who have already used the software can also help in streamlining the confusion related to the services and facilities which are offered by the claiming company. No one will ever want to know after subscribing to a DMS company, that they have been fooled with false claims. Moreover, the right balance of both positive and negative reviews usually shows that the company’s reviews can be trusted.

› Mobile Compatibility

Imagine you are far from your system but still can access and control the documents through your mobile. Wouldn’t that be great? Well, there are many DMS System applications in the market that provide mobile compatibility to their users which helps in accessing and verifying the documents and files from anywhere at any time.

› Flexible pricing structure

When a vendor forces you to choose from a limited number of subscription models then it is better to give it a go. Why pay for features which will be of hardly any use? The point is, you can tailor your own package as many elite level DMS application providers offer that privilege to their customers. Through a pay-as-you-go model, you need to pay for only those features which you require. Many buyers don’t know about such subscription models and jump directly into a decision that leads them to repent till it gets over.

› Round the clock support

Every software application comes with an obvious chance of getting malfunctioned owing to bug attacks. In this regard, it is imperative that the vendor must be able to provide support immediately to avoid compromising the security level of confidential company information.

» Questions to ask a vendor when buying Document Management Software

1. How do I get paper-based documents into this system?
2. How smooth is the transfer of the existing digital files into the software?
3. Does your document management software offer compliance?
4. Is the software cloud-based?
5. What level of security will I get for my data?
6. How easily can I search for a text/document in the system?
7. Does the system allow me to define user roles and access permissions?
8. Is it possible for multiple users to work on the same document?
9. What sort of tracking and analysis does the product contain?
10. Can the software retain different versions of the same document?
11. Is it easy to extract data from the system?
12. What is the process of taking backups?
13. Which features are unique to your software that I won’t find anywhere else?
14. Can I access the system offline?
15. Which devices does the solution support?
16. Does the software offer integrations with other tools? How simple is that process?
17. Will it be tough to upgrade to the product’s new version?
18. Are regular updates a part of my package?
19. Can you elaborate on your support services? Is it available round the clock?
20. How rapidly can you solve grievances? Are there extra costs for the same?
21. How long would the training take?
22. What is the process of software installation?
23. How do you tackle sudden system breakdowns?

» Is it worth investing money in Document Management Software?

In today’s world, every business and firm is facing cut-throat competition among others to emerge as the leader in their field. Hence, implementing renovating and revolutionary technologies can help in achieving better productivity while reducing wastage of time. Here, document Management tools can provide the best methods of sharing essential documents and information between partners, stakeholders, or employees without any discrepancies. Moreover, in a recent survey, the reports stated that companies and firms having ideal Document Management Solutions witnessed a steep increase in the companies’ operational productivity.

Equipped with innovative facilities which help creating, editing, storing, and sharing of information the software has been considered as a must to run a business smoothly stated various experts. But if a company wants to hire different individuals to complete the tasks mentioned above, then there is no doubt that the expenditure will see an increase of about 30-40%. Hence, no doubt investing in DMS Software is the best option for growing one’s business.

» How much does Document Management Software cost?

The pricing plan differs from software to software mostly depending upon the number of users, facilities and tools availed, and the duration. The lowest price for a monthly subscription of the most inferior DMS software can start from $5 and can reach a high of $199 depending upon the features and number of access given. Some software also comes with no charges, but the catch here is that they may not provide premium facilities and tools to their users. However, this is the best method to check for a service’s efficiency in delivering products and at the same time can also be used by beginners’ also.

» Conclusion

Lastly, if you are looking for a good Document Sharing Software which can provide a break-through to your company, then you must be pretty careful about it. While investing in a DMS company can be pretty thrilling, any mistake can cost your business to suffer. Hence, preparing a detailed list of the points you want the DMS software to have, including your budget, can cut down half of the tedious homework. Similarly, before choosing a particular Document Sharing Software, one should always try out the software initially for free to gain a deeper insight into the claims and the actual result before investing in it. Finding a good document sharing software will not only help you increase operational efficiency, but will also help you to reach the top.

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