Best Document Management Software
Are you planning to invest in a document management system to get rid of the document disarrays? If so, then do not miss the following list of top DMS solutions. After a thorough review and rating process, GoodFirms have come up with a comprehensive list of best document management software (DMS) that can help you organize, capture, secure, and access all your business documents without any hassle. Browse the following handpicked list of top Document Management tools and use the filters for the features, pricing, and deployment method, read the reviews and even compare the products to pick the right document software.
List of the Best Document Management Software with Reviews.
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Turn manual document processes into efficient digital ones with Adobe Document Cloud – featuring the world’s leading PDF and e-signature solutions. Connect to your PDFs from anywhere and share them with anyone. With Acrobat Pro, you can review a report on your phone, edit a proposal on your tablet, and add comments to a presentation in your browser. You can get more done without missing a beat ... read more about Adobe Document Cloud
Entry Level Price$12.99 Per MonthFree Trial14 DaysCategory Focus60% in Document Management Software -
Paperwork will help you sort all your papers by turning them into searchable documents. It's simple: just scan and forget. Looking for a specific paper? Just type in a few keywords and tada! You can search across your PDF files too! Paperwork stores everything under a single directory, which makes backing-up your documents easy. This folder can also be synchronized on many computers with tools lik ... read more about Paperwork
Entry Level PriceFree versionFree TrialAvailableCategory Focus100% in Document Management Software -
Okular supports many formats, including PDF, EPub, DjVU and MD for documents; JPEG, PNG, GIF, Tiff, WebP for images; CBR and CBZ for comics; and many, many more. Multi-platform, fast and packed with features, Okular allows you to read PDF documents, comics and EPub books, browse images, visualize Markdown documents, and much more. ... read more about Okular
Entry Level PriceContact vendorFree TrialN/ACategory Focus50% in Document Management Software -
Lower your compliance risk and improve customer experience through faster and more secure client onboarding process. For SMEs: client portals with e-signature, on-boarding automation and compliance tools. We empower companies to design and deploy their own client sign up processes which include secure forms, KYC/AML checks, contract signing, payment facility and client portal setup. Our GDPR das ... read more about MyDocSafe
Entry Level Price$20 Per MonthFree Trial30 DaysCategory Focus50% in Document Management Software -
36Software's expert team will show your technical writers how to generate multiple variations of your product guides, training materials, maintenance manuals, and any other documents out of a single master with SmartDocs' powerful conditional text capabilities. Your proposal writers will never again waste precious time searching for approved content to create a new proposal. SmartDocs' auto ... read more about SmartDocs
Entry Level PriceContact vendorFree TrialN/ACategory Focus50% in Document Management Software -
PSPDFKit is the leading framework for displaying and annotating PDFs in your iOS and Android apps and even on the Web. It supports blazingly fast PDF viewing, adding annotations, and filling out forms. Our battle-tested code is trusted by Box, Dropbox, Evernote, and hundreds of other companies. Benefit from a solid, tested codebase and incorporate all those advanced features into your own applicat ... read more about PSPDFKit
Entry Level PriceContact vendorFree TrialAvailableCategory Focus50% in Document Management Software -
ARC (NYSE: ARC) We help companies find the right solutions and bring their graphic designs and visual communications to life. With 140 digital print centers in North America and International locations, we pride ourselves on top quality production with the goal to delight our customers every time. ARC also specializes in document scanning, mobile applications for digital document access, and manag ... read more about ARC Archives
Entry Level PriceContact vendorFree TrialN/ACategory Focus50% in Document Management Software -
Encodian Vertr is a user-friendly modern SharePoint Online app that can convert 100+ file types and merge files with perfect fidelity. Create PDFs and other file types with ease at a click of a button. - Convert common file types to PDF or PDF/A - Cross convert file formats e.g. Word to PNG - Merge multiple files to PDF - Apply text watermarks - Copy metadata - Copy permissions - Remove ... read more about Encodian Vertr
Entry Level PriceContact vendorFree Trial30 DaysCategory Focus35% in Document Management Software -
Our company is a tight-knit family of about 50+ dedicated individuals, we prioritize in having a laser focus on everything, especially customer satisfaction, and empowerment. Our mission is to simplify and enhance the daily lives of our valued clients, ensuring that every interaction with our products is seamless and every challenge is met with ease. We take immense pride in catering to our cus ... read more about Docupile
Entry Level PriceContact vendorFree TrialN/ACategory Focus100% in Document Management Software
Buyer’s Guide
Introduction to buyer's guide for Document Management Software
The view of a traditional office often consists of filing cabinets, microfiche systems, drawing cabinets, folders, and shelves,often meant to store valuable information about the business like accounts, business contracts, employee’s payroll, security compliances, and policies, etc. The documentation type varies as per industry.
For any business, documentation is an integral part of their routine activities. Some documents also carry the legal weight, so it is essential to store them safely. Any error in filing the document or misplacing vital documents can incur a big financial loss to the business. Also, it consumes a lot of time to re-process and re-generate the lost documents. This is where Document Management Software plays an important role.
The traditional method of document management involves filing paper bills, receipts, employee details, manually. The formula has worked for all types of business, but there are some serious risks associated with manual document management.
What are the most common challenges in manual documentation?
- Takes a lot of space: The manual document filing takes a large amount of space. Once a business owner starts growing his business, it becomes a big headache for business owners. It is even frustrating when someone has to hunt down a file from this heap of files.
- Risk of damage and misplacement: The risk of damage and misplacement of paper documents can’t be ignored with the manual documentation process. Regardless of robust manual documentation practice, the paper documents are prone to damage and misplacement.
- Time-consuming: It is the biggest obstacle in manual documentation. The employees have to suffer their present work and have to focus on filing or finding documents manually. It can take anywhere from a few minutes to hours to hunt down a single file, which may consume an employee's valuable time.
- Difficult to make changes: It is hard to implement changes with paper documents. So every time someone wants to make a change, they have to make a copy without destroying the original copy. It means there are more documents and more filing processes.
- Low Security: A confidential file in the cabinet can be easily accessed. If there is no duplicate copy of the file, gathering all documents from different sources could be a mammoth task.
It is for the above reasons, businesses of all sizes and types can invest in a document management software.
What is Document Management Software?
A document management software (DMS) is a system that helps to track, manage, and store documents and minimize the usage of papers. Most are efficient in maintaining a record of the various versions created and modified by different users. The document management system is also referred to as an electronic filing cabinet. The software works in tandem with scanners; it converts paper documents into digital versions. It helps with the capture, storage, retrieval, control, sharing, and tracking documents, no matter whether those documents are in paper or digital format. .
Besides offering the advantage of going paperless, the features and functionalities of document management software are critical to effectively running a business. A document management solution also behaves as a collaboration tool that allows team members to communicate through a single platform.
What are the advantages of Document Management Software?
- Easy to locate: The paper document stored in multiple locations is often time consuming and costly to track. With document management solution, it is easy to find the document with their name, category or allocated number
- Better collaboration: When multiple people are working on a single document, and editing is continuously happening, the document management software ensures they always work on the latest copy. It eliminates the scope of conflict among workers as they all share the common document.
- Better security: Security is an added advantage with a document management system (DMS). The documents are password protected and come with other security features. Besides that, it controls the document access, like who can view or edit the document. This feature keeps unauthorized access away from the confidential file.
- File recovery: The centralized data management and backup feature allow the user to recover documents anytime they want, especially when there is damage to the document due to disaster.
- Easy auditing and indexing. The document management solution facilitates the seamless auditing and indexing of documents. The software users can access previous versions of the files and rectify the error. In comparison to auditing physical copies, it becomes quite comfortable with the electronic records.
- Integration with other tools: The software also allows third-party integrations. Usually, the document management software (DMS) is used as a standalone program. However, there are a few software like mailing tools or reporting tools that can be used along with the DMS.
- Access data anytime and anywhere ( Cloud): The software can also be deployed on the cloud. It gives liberty to access the file from anywhere and at any time. It can be integrated with Windows, Mac, Android, and iOS devices. So users also don’t need desiccated facilities to access the data.
- Centralized data management: The centralized location makes users access them more easily, quickly, and comfortably.
How does a Document Management System work?
Invoices, balance sheets, sales brochures, payment reminder letters, email, spreadsheets, reports—all businesses create a variety of documents during the course of business.
Step 1) Template for the folder structure
Users create templates for folder structures standardized throughout the system. Then apply a list of predefined document names to files uploaded to the folder.
Step 2) Capture the document
Document management software should be able to capture data from the source. It means the user can find any document anytime or any day. Usually, a high-speed scanner is used to capture paper documents from the source. This document is later indexed based on the user's requirement. The indexing can be done through ERP screen integration, barcoding, or zone optical character recognition (OCR). The data capture from different sources may involve paper documents, emails, system-generated reports, or any other applications like CRM or ERP.
Step 3) Central document storage
Central document storage is vital for managing and retaining documents that come from different sources. The central document storage can be used for storing both dynamic and static content.
Step 4) Document retrieval and distribution
The critical step of a document management system is document retrieval and distribution. Document retrieval needs to be fast and easy. The document management system comes with the search features to retrieve a document on any keyword search. The secret to quick document retrieval lies with how well the document indexing is done.
Another aspect of DMS software is document distribution. The software should route the document to a responsible person, like sending documents to customers, vendors, and employees. It should allow users to send documents any way they want to, like email and FTP. The modern-day software allows us to automate the entire workflow. For instance, when an order appears in your ERP system, it automatically triggers a workflow in your document management system.
Step 5) Document security
Make sure the document management software is laced with all necessary security set-up to block unauthorized access to the document.
What are the essential features to look for in a Document Management Software?
- Document assembly
- File recovery
- Document storage, retention, and sharing
- Collaboration Tools
- Compatible with a wide variety of scanners
- Version Control
- Document indexing
- Offline access
- Electronic signature
- Document event log history
- Merge multiple documents into single PDFs
- Bulk file upload
- File routing and approval
- Customizable dashboard
- Automated business process workflows
- Access files securely anytime or anywhere
- Intuitive user interface
- Convenient and reliable search engine
- Controlling who can view documents and when
- Accessible via smartphone devices and tablets
- Easily integrate with the other application or tool like email automation tool or customer relationship management software
- Restricting access to documents
- Regular notification on software upgrades and maintenance
- Allow to import content from XML and MD and export to HTML MD AND PDF and so on.
- Control over the number of users log in or access
- Document creating templates
- Supports multiple languages
- Remote access ( cloud storage)
- Metadata management
- Monitoring and audit trail tools to view changes made to documents
- Data protection and scalability
- OCR ( Optical Character Recognition) conversion capability
- Audit logging
- API integration access
- E-signature integration
- Upload documents in bulk
How to implement a Document Management Software?
Depending on the type of DMS, the implementation process may vary. The user can hire a document manager to ensure the entire implementation process is upbeat and software performs well after implementation.
Step 1) Research the product
Users should research various document software available in the market, and check the compatibility of the company’s requirements with the new document software. The user can search for reviews about the software vendor and services related to the implementation of document management programs. In case the user is moving from old to the new system then he should see the data migration takes place seamlessly.
Step 2) Discuss with the team members
The software user needs to feel involved in the process. If the software is going to be used by a group of people, then ensure the team members using the new software understand the reason behind implementing it and how it can benefit the company.
Step 3) Conduct the training
If the document management software is used by the team members, then conduct a training session or share videos with them on how to use the software.
Step 4) Installation and configuration
Install the software and proceed to configure those features that can be immediately accessible. The user can determine the rules on granting permission to certain documents. Also, perform necessary steps like connecting and integrating document management app with mobile devices.
Unlike on-premise software, the cloud management service may not require installation and maintenance. The cloud document management system is the best option for organizations that do not prefer investing in resources for maintaining an internal data center with complicated firewall protocols and backup procedures.
Step 5) Dashboard reporting
Most document management platforms or software nowadays include data dashboards. Ensure the dashboard reflects necessary information related to document filing and storing. It can also be useful to monitor the success of software as well.
What types of business can benefit from Document Management Software?
Everyone can take advantage of a DMS system, no matter the company size or industry. A small business could use to collect a variety of electronic documents like images, PDF, media files, or an enterprise-level company managing invoices.
The businesses that may use file management software include,
- Logistics
- Education
- Healthcare
- Government
- Accounting
- Retail
- Banking
- Legal firms
- IT
- Real estate and Construction
- Hospital
- Academics and educational institution
- Production and Manufacturing
How secure is a Document Management System?
Yes, the document management system software is secure to use with necessary security measures in practice like SSL technologies, TLS protocols, two-factor authentication, strong login password, regulatory compliance, and directory authentications.
On top of that, the dashboard reports can help managers and administrators keep watch on user activities. The email notifications and advanced audit trail further strengthen the managers and administrators to control the data. The security templates in DMS with predefined security can be quickly applied to different areas. Besides that, the data backup option allows the user to retrieve any information they lost during the operation.
What are the best practices for Document Management Software?
- Include Automation: To improve the efficiency, the document management solutions automates as many processes as possible, especially those that are repetitive.
- Periodically review storage: The document management system handles large quantities of data, and the user should conduct periodic review storage. The periodic review allows a company to organize its database for optimum usability.
- Maintain consistency:Maintain consistency in naming the files and folders uploaded or created within the DMS. It is a good practice to implement consistent workflow paths for all the documents
- Regulatory compliance: It is essential that electronic document management systems meet all regulatory compliance requirements.
- End-to-end configuration: The document control software should be easily configured, updated, and maintained, to avoid reliance on costly consultants, programmers, and specialized IT resources.
- Align DMS with automation process:Business processes implement automation processes for organization’s success. Companies should ensure that their automation strategies are falling in line with the document management system.
- Implement security measures: Administrators should implement additional security measures. For example, distributing read-only content, wherever applicable and there is no back-door to access/tamper documents at a server level.
- Establish DMS ownership: It is essential that a responsible person or document manager is assigned for necessary approval or streamline any necessary workflow. Also, during any software issue, the team members can turn to the document manager.
What is the approximate cost of Document management software?
The cost of Document Management Software like Greenbox could be as low as $5/month, while high-end software like Fluix can be anywhere around $200/month. The electronic document management system may be used as a standalone solution, or maybe it comes as an add-on feature with the workflow management software. The businesses that have limited use and are looking for a budget-friendly document management tool, then samepage, and pdfFiller are some good alternatives. For those who wish to have only the basic features, then they can go for software like; Planio, ShareDocs Enterpriser or SAM9000 APM. However, enterprise level companies handling massive documents on a daily basis may prefer enterprise document management software like Fluix or Clausebase.
The flexible pricing of document management systems allows users to try the software without worrying about the financial restriction. The free and open source document management software solutions are always up to reduce the burden of additional expenses over the company.
Why refer to GoodFirms’ list of top Document Management Software?
GoodFirms surfaces the best IT solutions through its review and rating platform. It assists the companies or individuals in making the best decisions on software selection and streamlining their business operations. Well, whether it’s an in-depth analysis of software features or getting a range of pricing options on the software solution, the platforms scan all important details for consumers in the most comprehensive format.
More and more companies are adopting paperless concepts, and the document management solutions are giving wings to it. It helps to speed up the manual documentation task and boost the overall efficiency of the business process. The document management software is applicable in almost all areas. The choice differs from the business point of view and budget. The Goodfirms suggest that you verify the complete list of best document management software that spans various business segments regardless of their business size and budget.
Comparison of Document Management Software: Dropbox Business, DocuSign, M-Files, Evernote Business and Zoho Doc
Feature | Dropbox Business | DocuSign | M-Files | Evernote Business | Zoho Docs |
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Company Background | Developed by Dropbox Inc., a cloud storage and file synchronization service provider known for its user-friendly interface and collaboration features, catering to individuals and businesses. | Developed by DocuSign Inc., a digital transaction management platform specializing in electronic signature solutions, used by businesses for document signing, workflow automation, and contract management. | Developed by M-Files Corporation, offering intelligent information management solutions for businesses, focusing on document management, metadata-driven classification, and process automation. | Developed by Evernote Corporation, known for its note-taking app, offering Evernote Business as a collaborative workspace for teams to capture, organize, and share ideas, documents, and projects. | Developed by Zoho Corporation, providing a suite of cloud-based business software solutions, including Zoho Docs for document management, collaboration, and productivity, integrated with other Zoho apps. |
Target Audience | Teams and businesses | Businesses needing e-signature capabilities | Businesses with complex document management needs | Individuals and teams for note-taking and information management | Businesses and teams for collaborative document editing and storage |
Pricing | Paid plans start at $15/month per user | Paid plans start at $10/month per user | Paid plans start at $10/user/month | Paid plans start at $3.99/month per user | Paid plans start at $1/month per user |
Focus | Secure file storage, sharing, and collaboration | Electronic signature and document workflow management | Intelligent document management and automation | Note-taking, information organization, knowledge management | Collaborative document editing, online storage, and file management |
Features | File syncing, version control, team workspaces, mobile access, security features | E-signatures, document routing, pre-filled forms, audit trails | Metadata management, document classification, automated workflows, AI-powered insights | Note-taking, web clipping, document annotation, research tools | Online document editing, real-time collaboration, file sharing, mobile access |
Strengths | User-friendly interface, robust file sharing and collaboration features, strong security | Streamlined e-signature process, integrates with various business tools | Powerful document management capabilities, automates workflows, AI-powered features | Excellent note-taking and information organization tools, multi-platform access | Affordable, real-time collaboration, integrates with Zoho ecosystem |
Weaknesses | Limited document management features compared to M-Files | Primarily focused on e-signatures, not a comprehensive document management system | Steeper learning curve compared to some options | Not ideal for complex document workflows and collaboration | Limited features compared to some dedicated document management systems |
Integration Capabilities | Integrates with various third-party applications, including productivity tools, project management software, collaboration platforms, CRM systems, and workflow automation tools, through APIs, webhooks, and integration partnerships. | Integrates with business applications, including CRM, ERP, HR systems, accounting software, cloud storage platforms, and productivity tools, through APIs, connectors, and integration partnerships to streamline document workflows. | Integrates with CRM, ERP, ECM, BPM, HR, and other business systems through connectors, APIs, and integration frameworks, enabling seamless data exchange, automation, and collaboration across enterprise systems and applications. | Integrates with business productivity tools, project management software, note-taking apps, calendars, email clients, and cloud storage platforms through APIs, connectors, and integration partnerships to enhance productivity and collaboration. | Integrates with other Zoho applications such as Zoho CRM, Zoho Projects, Zoho Mail, Zoho Calendar, and Zoho Analytics, as well as with third-party applications through APIs, webhooks, and integration partnerships for seamless data exchange and workflows. |
Best for | Teams and businesses needing secure file storage, sharing, and collaboration | Businesses requiring electronic signatures and document management workflows | Organizations with complex document management needs and automation requirements | Individuals and teams for note-taking, research, and information organization | Businesses needing collaborative document editing, online storage, and basic document management |