Best Document Management Software in 2025

Best document management software are dMACQ DMS, M-Files, Folderit, DocuWare, and LogicalDOC. Such DMS software provider companies help to create, store, manage, and access important documents online.

Supriya Bajaj
Researched and Written by Supriya Bajaj
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Jainy Patel
Reviewed and Edited by Jainy Patel
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Most Popular Document Management Software

This listing showcases software based on user recommendations and popularity. It also highlights products from our valued client partnerships.

SoftwareSuggest offers verified & unbiased user reviews based on user ratings and feedback. Our ratings and reports do not contain any paid placements. Learn more about our ranking methodology.

List of 20 Best Document Management Software

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One Of The Best Document Management Solution Providers

Product Description

This information is provided by vendor.

FileHold is designed to help organizations efficiently manage their documents in a secure and organized manner. It has features like document capture, version control, access control, workflow automation, and robust search capabilities. FileHold is feature-rich yet affordable and is ideal for organizations with 5 to... Read More About FileHold

FileHold Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Search Functionality
  • Mobile Access
  • Document Archiving
  • Disaster Recovery
  • Document Indexing
  • Integration With Microsoft Office
  • Retention Policies
  • Reporting And Analytics
  • View all Features

FileHold Express for 5 users

$ 1200

Per Year

FileHold Enterprise for 20+ users

$ 20

User/Month

4.8
out of 5 (4 Reviews)
Features
4.8
Ease of Use
5.0
Value for Money
4.8
Customer Support
4.3
Ehsan Ghasrfakhri
Lead Document Controller

Thanks to FileHold, I was able to discover the perfect software that aligns perfectly with my requirements. Highly recommended.

Read all 4 Reviews

Emergents | 2025

Product Description

TaxCycle is a comprehensive tax software designed to make filing and managing taxes easier for Canadian tax professionals. It offers a full suite of tools to handle personal, corporate, and trust returns, all with streamlined workflows and intuitive features. Read More About TaxCycle

TaxCycle Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Pdf Import
  • Client Manager
  • T4/t4a Slips
  • Refile
  • Auto Fill My Return
  • T1135 Foreign Income Verification
  • Review Tools
  • Data Monitor
  • View all Features

Complete Tax Suite

$ 2440

Per User

TaxCycle Features and Usability-Based User Satisfaction Score

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Visitor Score 2.0

Visitor Score

Out of 10

Emergents | 2025

Product Description

File Viewer Plus is a versatile software that opens over 400 file formats, allowing users to edit, convert, and preview documents, images, audio, and video files effortlessly. Its intuitive interface and batch conversion feature enhance productivity and ease of use. Read More About File Viewer Plus

File Viewer Plus Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Regular Software Updates
  • File Comparison Tool
  • Support For Over 300 File Formats
  • Hexadecimal File View
  • Document And Spreadsheet Editing
  • File Editing Capabilities
  • File Printing
  • Batch File Conversion
  • View all Features

File Viewer Plus Features and Usability-Based User Satisfaction Score

Freshness Score 9.5

Freshness Score

Out of 10

Social Score 5.0

Social Score

Out of 10

Visitor Score 4.0

Visitor Score

Out of 10

Category Champions | 2025

Product Description

This information is provided by vendor.

dMACQ Enterprise Document Management Software packs powerful functionalities to consolidate all your document and content management onto one single platform. Read More About dMACQ DMS+

dMACQ DMS+ Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • User Management
  • E Signature Support
  • Cloud Storage
  • Retention Management
  • Document Indexing
  • Workflow Automation
  • Collaboration Tools
  • Document Security
  • View all Features
5.0
out of 5 (5 Reviews)
Features
5.0
Ease of Use
4.8
Value for Money
4.2
Customer Support
4.8
islam
Manager

Highly recommend dMACQ DMS. Compared to OmniDocs, Doccept, and FileNet, we found dMACQ DMS to be much more scalable and user-friendly. I would highly recommend dMACQ DMS for mid-sized companies and large enterprises. The latest GDPR compliance update is excellent!

Read all 5 Reviews

dMACQ DMS+ Features and Usability-Based User Satisfaction Score

Rating Score 10.0

Rating Score

Out of 10

Review Score 1.0

Review Score

Out of 10

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 10.0

Social Score

Out of 10

Visitor Score 8.0

Visitor Score

Out of 10

Category Champions | 2025

Product Description

This information is provided by vendor.

factoHR is an award-winning, best HR platform trusted by over 3,500 companies and 2.6 million employees, including Tata Steel BSL, DENSO, Cycle Agarbatti, BSE, Murugappa, and many others, who have improved their productivity by more than 70%. Read More About factoHR

factoHR Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Visitor Management
  • Task Management
  • Exit Management
  • Training Management
  • Leave Management
  • Employee Database
  • Mobile App
  • Hr Analytics
  • View all Features

Core

$ 69

Per Month

Get Offer

Premium

$ 83

Per Month

Get Offer

Ultimate

$ 97

Per Month

Get Offer
4.7
out of 5 (251 Reviews)
Features
4.7
Ease of Use
4.7
Value for Money
4.6
Customer Support
4.6
Urvashi
Admin

The interface is well-designed and user-friendly. It gives HR and employees the insights they need, and the dashboard makes it easy to see everything at a glance. Highly recommend it!

Read all 251 Reviews

factoHR Features and Usability-Based User Satisfaction Score

Rating Score 9.4

Rating Score

Out of 10

Review Score 10.0

Review Score

Out of 10

Freshness Score 10.0

Freshness Score

Out of 10

Social Score 9.1

Social Score

Out of 10

Visitor Score 8.0

Visitor Score

Out of 10

Enabled
Most Reviewed

Software by Docuware

Product Description

DocuWare is a cloud-based software that helps you save a lot of time you spend on handling paperwork. This software also saves you from losing your papers and documents. It helps you get all your documents in one place, easily controlled. Read More About Docuware

Docuware Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Document Capture
  • Electronic Signatures
  • Reporting And Analytics
  • Optical Character Recognition (ocr)
  • Template Management
  • Audit Trail
  • Collaboration Tools
  • Indexing
  • View all Features

Basic

$ 225

per month per user

Get Pricing
2.0
out of 5 (1 Review)
Features
3.0
Ease of Use
2.0
Value for Money
1.0
Customer Support
3.0

Contenders | 2025

Product Description

This information is provided by vendor.

LogicalDOC is a high-performance document management program that offers the power of enterprise document management to companies and organizations of any kind and size all around the world. Read More About LogicalDOC

LogicalDOC Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Workflow Management
  • Email Integration
  • Ocr (optical Character Recognition)
  • Customizable Templates
  • Collaboration Tools
  • Document Tagging
  • Full Text Search
  • Document Check In/check Out
  • View all Features
4.8
out of 5 (11 Reviews)
Features
4.7
Ease of Use
4.7
Value for Money
4.9
Customer Support
4.9
Adis Kubat

I tried many DMS software before, but this one was the most helpful I've ever used! The software was very easy to install and configure. LogicalDOC provided me with easy access, quick retrieval, and overall information management. Just read the guide carefully, and I promise you won't have any problems during the installation and configuration. The well-designed interface of their applications works perfectly on mobile devices, which helped me access my account anytime and anywhere. The customer service staff is very friendly and helpful. You should definitely try it out!

Read all 11 Reviews

LogicalDOC Features and Usability-Based User Satisfaction Score

Rating Score 9.6

Rating Score

Out of 10

Review Score 3.0

Review Score

Out of 10

Freshness Score 6.5

Freshness Score

Out of 10

Social Score 9.4

Social Score

Out of 10

Visitor Score 8.0

Visitor Score

Out of 10

Contenders | 2025

Online Document Management System Software Provider

Product Description

Dropbox is an effective document management system for larger business enterprises. It has an impressive set of features and is quite easy to learn. It has become a favorable choice for many big firms. It has marvelous sharing functionality. Read More About Dropbox

Dropbox Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Mobile Access
  • Search Functionality
  • Collaboration Tools
  • Document Scanning
  • File Synchronization
  • Audit Logs
  • User Management
  • Activity Tracking
  • View all Features

Standard

$ 13

Per User Per Month

Get Pricing

Advanced

$ 20

Per User Per Month

Get Pricing
4.5
out of 5 (22 Reviews)
Features
4.6
Ease of Use
4.7
Value for Money
4.3
Customer Support
4.4
RUBI GUPTA
Accountant

Dropbox is my first choice among various softwares I have used. The impressive part about Dropbox is its ease of access, implementation and simplicity. In terms of reliability, security and cost-effectiveness too, this wins me over. As an accountant I have a thousand files and data to store but I am usually afraid i might use my files as it happened so on previous platforms, at times,the files get corrupted etc. but dropbox has been safest in this regard. The synchronisation is smooth. One can go for it.

Read all 22 Reviews

Dropbox Features and Usability-Based User Satisfaction Score

Rating Score 9.0

Rating Score

Out of 10

Review Score 5.0

Review Score

Out of 10

Freshness Score 8.5

Freshness Score

Out of 10

Social Score 8.6

Social Score

Out of 10

Visitor Score 4.0

Visitor Score

Out of 10

Software by Box

Product Description

Box Software is being opted for by many firms for its document management because of its simplicity and powerful attributes. It has unmatched sharing capabilities. Its best feature is highly configurable workflows. Read More About Box

Box Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • File Sharing
  • Content Governance
  • Mobile Access
  • Reporting And Analytics
  • Task Management
  • Offline Access
  • E Signature
  • Data Encryption
  • View all Features

Starter

$ 6

per User per month

Get Pricing

Business

$ 1160

Per User Per month

Get Pricing

Business Plus

$ 1980

Per User Per Month

Get Pricing
4.0
out of 5 (3 Reviews)
Features
4.0
Ease of Use
4.3
Value for Money
4.3
Customer Support
4.0
Soumi

Box can be used for storing large files, videos, and folders on the cloud and for sharing them with peers. Additionally, MS Word and MS Excel online documents can be hosted in Box, edited, and auto-saved. Box is used extensively in my organization, which is an MNC, and is very useful for remote working.

Read all 3 Reviews

M-Files helps knowledge workers to work smarter

Product Description

This information is provided by vendor.

Knowledge workers can find information faster, work smarter, and achieve more with M-Files platform. M-Files features an innovative metadata-driven architecture and embedded workflow engine. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance. Read More About M-Files

M-Files Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Scalability
  • Multi Language Support
  • Records Management
  • Document Capture
  • Version Control
  • User Friendly Interface
  • Collaboration Tools
  • Electronic Signatures
  • View all Features
4.0
out of 5 (1 Review)
Features
4.0
Ease of Use
4.0
Value for Money
4.0
Customer Support
4.0
Bhavna Vanara

M-Files is an efficient enterprise content management system designed to circumvent frustration. It comes with a variety of features such as versioning, integration, and mobile options so that files are easily found, edited, and remain secure. The workflow is simpler and faster. With M-Files, the team head can specify the people in charge of tasks so that the right representative views and approves the content before it is distributed among others. Hence, the documents automatically get sent to the next designated representative. There are many integration options with this ECM system. File integration with Microsoft Office makes the workflow process smooth and ensures that the documents are safely stored. Viewing and editing all the files directly on Microsoft Office is also possible.

Read Review

Software by FOLDERIT

Product Description

This information is provided by vendor.

FOLDERIT is an award-winning, user-friendly document management system that ensures secure, sustainable digital storage and signing. Trusted globally, it offers an intuitive interface, exceptional support, and a commitment to green energy, making paperless management effortless and eco-friendly. Read More About FOLDERIT

FOLDERIT Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Backup And Recovery
  • Audit Trail
  • Ocr (optical Character Recognition)
  • User Activity Tracking
  • Access Permissions
  • Mobile Access
  • Search Functionality
  • E Signature Support
  • View all Features

Category Champions | 2025

Product Description

Google Docs helps you gain control of all your documents so that they can be managed and utilized in the most productive manner. It provides access to any number of users to any document or file, with easy sharing attributes. Read More About Google Docs

Google Docs Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Auto Save
  • Image Insertion
  • Offline Editing
  • Commenting
  • Language Support
  • Document Sharing
  • Templates
  • Revision Tracking
  • View all Features
4.7
out of 5 (51 Reviews)
Features
4.6
Ease of Use
4.7
Value for Money
4.7
Customer Support
4.5
Tuot Nguyen Qui
User

The real-time editing and seamless sharing are incredible. Plus, auto-save and cloud access make working from anywhere effortless.

Read all 51 Reviews

Google Docs Features and Usability-Based User Satisfaction Score

Rating Score 9.4

Rating Score

Out of 10

Review Score 10.0

Review Score

Out of 10

Freshness Score 9.0

Freshness Score

Out of 10

Social Score 8.8

Social Score

Out of 10

Visitor Score 6.0

Visitor Score

Out of 10

Software by Zoho Corporation Pvt. Ltd.

Product Description

This information is provided by vendor.

Zoho WorkDrive is a collaborative cloud storage solution designed to streamline team workflows, enhance productivity, and ensure data security. Ideal for businesses of all sizes, it offers seamless file sharing, real-time collaboration, and robust privacy controls. Read More About Zoho WorkDrive

Zoho WorkDrive Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • File Recovery
  • Custom Branding
  • User Management
  • Real Time Collaboration
  • File Requests
  • Offline Access
  • Customizable Workflows
  • Notifications
  • View all Features
4.5
out of 5 (2 Reviews)
Features
4.5
Ease of Use
4.5
Value for Money
4.5
Customer Support
4.0
Julia Samofal
Marketer

We use Zoho WorkDrive as a file storage and collaboration platform. We have been exposed to various cloud storage systems, and Zoho WorkDrive stands out. One of the most impressive features of Zoho WorkDrive is its user-friendly interface, which makes it easy for non-technical users to manage files and collaborate with team members. Another great feature of Zoho WorkDrive is its seamless integration with other Zoho applications, such as Zoho Docs, Zoho Projects, and Zoho CRM. This integration allows for a smooth workflow between different Zoho apps, making it easy to collaborate and manage projects across teams.

Read all 2 Reviews

Contenders | 2025

Product Description

Microsoft SharePoint is an app-supported team collaboration software that helps a business empower its customer support team by doing time-bound ticket generation and distribution. Read More About Microsoft SharePoint

Microsoft SharePoint Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Calendar Integration
  • Knowledge Base
  • Ticket Management
  • Collaboration Tools
  • Priority And Escalation Rules
  • Multi Language Support
  • Integration With Microsoft 365
  • Change Management
  • View all Features

SharePoint Online Plan 1

$ 5

User/Month

Get Pricing

SharePoint Online Plan 2

$ 10

User/Month

Get Pricing

Office 365 Enterprise E3

$ 20

User/Month

Get Pricing
5.0
out of 5 (11 Reviews)
Features
5.0
Ease of Use
4.9
Value for Money
5.0
Customer Support
5.0
Scott Brewster
Chief Technology Officer

I really love how much Microsoft has invested in the security around M365, and SharePoint in particular. Because of regular cyber attack attempts, we locked down SharePoint and OneDrive access to only those users coming from the organization's IP address. We can lock it down so that the risk of data loss is very low.

Read all 11 Reviews

Microsoft SharePoint Features and Usability-Based User Satisfaction Score

Rating Score 10.0

Rating Score

Out of 10

Review Score 3.0

Review Score

Out of 10

Freshness Score 6.0

Freshness Score

Out of 10

Social Score 9.4

Social Score

Out of 10

Visitor Score 6.0

Visitor Score

Out of 10

Maximize Productivity for High-Performing Teams

Product Description

This information is provided by vendor.

Top document management software that delivers cutting-edge sales collateral, team quotes, contracts, and proposals with streamlined workflow management. It manages your document conversion and delivery with high-end indexing, messaging controls, and application integration. Read More About PandaDoc

PandaDoc Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Mobile Access
  • Template Library
  • Notifications
  • Custom Fields
  • Content Library
  • Collaboration Tools
  • Role Based Permissions
  • CRM Integrations
  • View all Features

Essentials

$ 35

Per Month

Get Offer

Business

$ 65

Per Month

Get Offer
4.3
out of 5 (4 Reviews)
Features
4.5
Ease of Use
4.3
Value for Money
4.8
Customer Support
4.3
Shamilamin
C.e.o

PandaDoc offers a user-friendly interface with drag-and-drop functionality, making it easy for users to create, edit, and customize documents. Users can access and sign documents on the go through the mobile app, improving flexibility and accessibility.

Read all 4 Reviews

Online Document Management Software Provider for Every Business

Product Description

This information is provided by vendor.

Zoho Docs is an online document management software in India that allows users to easily store files in the cloud, and the ability to share and access documents from anywhere, anytime. Read More About Zoho Docs

Zoho Docs Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Audit Trail
  • Activity Dashboard
  • Integration With Other Zoho Apps
  • Document Scanning
  • File Sharing
  • User Permissions
  • Encryption
  • Offline Access
  • View all Features

Free

$ 0

Forever

Get Offer

Standard

$ 3

User/Month/Billed Annually

Get Offer

Premium

$ 5

User/Month/Billed Annually

Get Offer
5.0
out of 5 (2 Reviews)
Features
5.0
Ease of Use
5.0
Value for Money
4.5
Customer Support
5.0
Raghav Arora
Consultant

Zoho Docs is a cloud-based storage system. It's actually a virtual drive that stores documents. These documents can be shared among different team members. Zoho Docs is used to manage all documents, files, sheets, and trackers.

Read all 2 Reviews

Contenders | 2025

Product Description

Google Workspace is a suite of cloud-based productivity and collaboration tools developed by Google. Formerly known as G Suite, it includes popular applications such as Gmail, Google Drive, Google Docs, Sheets, Slides, and Calendar. Google Workspace is designed to streamline communication and collaboration within organizations,... Read More About Google Workspace

Google Workspace Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Google Sheets
  • Google Slides
  • Google Tasks
  • Google Chat
  • Google Endpoint Management
  • Google Appsheet
  • Google Docs
  • Google Calendar
  • View all Features

Starter

$ 6

Per Month

Get Pricing

Standard

$ 12

Per Month

Get Pricing

Plus

$ 18

Per Month

Get Pricing
4.7
out of 5 (13 Reviews)
Features
4.6
Ease of Use
4.5
Value for Money
4.4
Customer Support
4.1
Benjamin Oku
CEO (Chief Executive Officer)

Google Workspace is very easy to use and helpful for work. It has tools like Gmail, Docs, and Drive, which make teamwork and file sharing simple. Everything is well-organized, and one can access it from anywhere. It's great for both small and large teams.

Read all 13 Reviews

Google Workspace Features and Usability-Based User Satisfaction Score

Rating Score 9.4

Rating Score

Out of 10

Review Score 3.0

Review Score

Out of 10

Freshness Score 7.5

Freshness Score

Out of 10

Social Score 9.1

Social Score

Out of 10

Visitor Score 6.0

Visitor Score

Out of 10

File Sharing and Feedback tool

Product Description

Share files, get feedback, and take projects from concept to completion. Keep all project files and feedback in one easy-to-access place. Read More About Hightail

Hightail Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Contact Management
  • Document Analytics
  • Sales Forecasting
  • Content Management
  • A/b Testing
  • Calendar Integration
  • Automated Follow Ups
  • Sales Pipeline Management
  • View all Features

Software by Adobe for Document Management

Product Description

This information is provided by vendor.

Adobe Document Cloud is the best document management solution provider, offering comprehensive and powerful software to process and manage all your documents in the simplest and most useful way. Using this, you can convert your documents into PDFs. You can share, edit, and do much... Read More About Adobe Document Cloud

Adobe Document Cloud Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Cloud Storage
  • Pdf Creation
  • Audit Trail
  • Form Creation
  • Document Sharing
  • Pdf Editing
  • Automated Document Routing
  • Collaboration Tools
  • View all Features

Acrobat Pro DC

$ 14

Per Month

Get Offer
4.5
out of 5 (4 Reviews)
Features
4.8
Ease of Use
4.3
Value for Money
4.3
Customer Support
4.3
Satnam Singh

If you send a PDF to an email and the data is already submitted, such as when you do not have much time to confirm with the client, it will be very quick and helpful.

Read all 4 Reviews

Software by Docuphase

Product Description

Docuphase is a document management solution with highly configurable workflows. It has the ability to gather, process, store, and share documents in the best possible manner. It has a simple and easy user-friendly interface. It helps you become paperless. Read More About DocuPhase

DocuPhase Is Tailored For

StartUps

SMBs

Mid-Market

Enterprises

Features

  • Customizable Dashboards
  • Version Control
  • Search And Retrieval
  • Backup And Recovery
  • Task Management
  • E Signature
  • Workflow Automation
  • Data Encryption
  • View all Features

Basic

$ 250

Per Month

Get Pricing

document-management-software-guide

In the digital age, managing paper documents is increasingly complex and time-consuming. Document management software addresses this pain point by offering an organized, secure way to store and track electronic files. Our curated buyer guide for the best document management software helps you streamline processes, enhance productivity, and reduce handling costs. 

This guide, tailored to suit all individuals and businesses, features in-depth analyses of top-performing solutions, their functionalities, benefits, and potential pitfalls. We take the ambiguity out of choosing the best platform and find the best document management program for your specific needs.

What is Document Management Software?

Document management software is a digital tool designed to create, store, organize, manage, and track documents, both paper and electronic. This software simplifies document-related processes, offering features like version control, collaboration tools, and access control, which greatly enhance efficiency, security, and compliance within an organization. 

Document management covers the entire lifecycle of documents, involving their creation, review, modification, storage, retrieval, and eventual disposal or archiving. It extends beyond physical paper documents to encompass electronic files and data. Thus ensuring effective organization, accessibility, and compliance throughout the document's journey.

What are the Types of Document Management Software?

The term ‘document management software’ or EDMS (Electronic Document Management Software) encompasses various software, each specific in its usage and functions.

The best Document Management Software for small businesses is generally used to denote any electronic management system that handles the organization and preservation of digital and sometimes even physical documents. However, various online document management solutions exist, depending on their categories. Let’s explore the various types of online document management solutions.

types of document management software

A) By Deployment: Types of Document Management Software

Based on how the software is deployed, web-based document management solutions are of the following types:

  • Client-Server Based

    A client server-based top document management software solution is recommended for companies that require robust security due to the contents of their documents (for example, legal offices, government agencies, etc.).

    This legal document management solution is hosted on the client’s server and goes through the intranet instead of the Internet. So, the interface can be more customized to the organization's needs, leading to better integration with other frequently used software.

  • Web-Based

    This kind of enterprise document management solution is hosted on the internet. So, while customizability options may not be as extensive as those available with a client-server-based electronic document management software, the additional features and portability of a web-based DMS system make it a desirable option.

    Web-based document management solutions also tend to be on the lower side when document management tools come to costs. With web-based document management software, you can access important files from anywhere worldwide.

  • Database Packages

    Here, the electronic document management software for small businesses is integrated with the database that the organization is making use of. In such a case, the organization would have to pay the licensing charges for the database. However, the company can use this arrangement to create sophisticated integrations when all the information on the cloud document management solutions is stored in the same database.

  • Cloud-Based Packages

    The cloud-hosted document management software is similar to the web-based version, but the data is stored on the host’s servers, i.e., on the cloud rather than on the user’s server. The organization can use the cloud document control software on the host’s server by paying a monthly or yearly subscription fee.

B) By Function: Types of Document Management Software

Based on the kind of organization and the types of documents or information that they want to store and protect, there can be various types of document management solutions:

  • Record Management Systems

    This kind of DMS manages specific records of an organization. Record management systems are great for helping the company maintain records for risk and compliance policies. A document management solution increases the accountability of the organization.

    It saves time by enabling the members to find the correct information quickly while redundant records are easily and safely eliminated. When the relevant compliance policies maintain records, litigation risks are minimized.

  • Workflow Management Systems

    Workflow management software systems monitor a defined task and its processes sequentially. They also help to automate routine tasks. These systems help in document management by directing the proper documents to the appropriate person or system. Depending on the workflow phase, different members may need different documents at various points.

    A workflow management system makes document management solutions easier for organizations.

  • Content Management Systems

    This specialized document management solution is useful for any organization that needs to post blogs or provide a service that deals with a lot of content. A CMS allows users to publish directly to the web.

    IT Document management program enables you to structure and polish your content, and some even give you insights on optimizing the content for your audience.

    With a web-based CMS such as WordPress, you can quickly write, edit, and publish content to your media and share it on other social media platforms from anywhere you are. As one of the best document management tools, it is excellent, especially for companies with remote teams or workers, as is often the case with companies dealing with content.

  • Enterprise Content Management Systems

    These systems are a more specialized version of content management systems. Document management solution is geared towards managing a particular organization's entire content life cycle. Therefore, it has a broader scope and encompasses various facets not limited to content management. These are web content management, asset management, workflow management, data discovery and manipulation, and many others.

    An ECMS reduces data storage costs and makes document management more cost-effective. Like record management systems, ECMS helps in regulatory compliance. This kind of top document management software for small businesses also has robust security features, such as sensitive data filters to redact sensitive data to share documents without revealing confidential information.

  • Document Imaging Software

    This electronic document management program captures, reprints, and stores document images. A document management program makes it easier for organizations to preserve copies of old physical documents that are important.

    This way, the physical copies of old documents can disintegrate or be removed to reduce unnecessary clutter, but the company retains the images that can be stored safely. Therefore, document imaging systems can be pretty handy.

What are the Benefits of DMS Software?

The best document management software has become a pivotal tool for establishments of all sizes. Knowledge-base software offers a wide range of benefits, helping streamline operations and enhance productivity. Here, we'll explore the key benefits of the document management solution.

benefits of document management software

  1. Backup and disaster recovery

    Document management solution providers are like an anchor for organizations amid data crises and unexpected situations. Document management software companies set up a secure and central place for digital documents, acting as a safety net against unpredictability. It may be from natural disasters, device failures, or security violations.  

    One key feature of the document management platform is its ability to track the version control of all your documents. Organizations may easily restore prior document versions to fix errors or recover data interrupted by unexpected events.

  2. Reduced paper usage

    Top document management program does eco-conscious practices by significantly reducing paper consumption. Through the digitization of documents, organizations can substantially curtail the need for physical copies, whether through printing, photocopying, or extensive document storage. This translates into immediate cost savings, as you'll use less paper and ink.

    A more ecologically friendly and sustainable business strategy is also aided by document management software. Moreover, the decrease in paper consumption streamlines document retrieval procedures because digital documents can be shared, retrieved, and searched rapidly.

  3. Workflow automation

    Document tracking systems are at the forefront of workflow optimization, offering advanced automation capabilities. Businesses can design and implement custom workflows for tasks such as document approval, routing, and collaborative efforts. Automated notifications and reminders guarantee that tasks are completed on time. 

    On the other hand, the inclusion of audit trails enhances accountability and transparency. This streamlines business processes, accelerates decision-making, and minimizes the potential for errors. Thus improving overall productivity and the quality of customer service, as your team can devote more time to strategic activities.

  4. Centralized File Repository System

    Web-based document management programs create a centralized file repository where team members can safely store, manage, edit, and access documents.

    The document management solutions maintain a consolidated database of all vital files in one central unified place so that all documents are structured and organized.

  5. Time and Cost Efficiency

    Managing documents is a time-consuming activity that requires a large employee base. Automating tasks related to document management leads to a dramatic increase in output and saves time, money, and effort in the long run.

  6. Accessibility

    Cloud document management software tools enhance mobility by ensuring team members can access documents from any geographical location and remain productive on the move.

    Most modern electronic document management solutions are compatible with a range of devices such as tablets, personal computers, and mobiles – all required is a working internet connection.

  7. Security of Documents

    DMS systems are beneficial platforms as they promote the utmost safety of sensitive documents – only authorized users can open, view, and access files. This prevents essential company information from reaching the wrong hands and keeps documents safe from data thefts and fraudulent activities.

  8. Calamity Repossession

    The risk of any calamity always haunts the organization's owners and employees. Once the calamity comes, the document management software risks document loss. However, the above risk can be eliminated with the help of document scanning software for PCs.

  9. Document Sharing System

    One of the many advantageous web-based document management programs features is that they promote seamless, quick, and effective document sharing between team members allowing them to collaborate in real time. This ensures a smooth flow of information and allows for better work performance at the workplace.

  10. Third-Party Integrations

    The best part about EDMS software tools is that they come with robust integrations with third-party applications and are entirely compatible with various other organizational systems and applications.

What are the Features of Document Management Software?

features-of-document-management-software

  1. Enables Access to the Latest Versions of All Documents

    There can be cases where there are multiple versions of a single document due to rectifying errors or omissions. Document management software alerts every member of the availability of the latest version, thus ensuring accuracy in business operations.

  2. Easy PDF Document Editor

    Usually, PDFs cannot be edited directly, but with the document management system features, you can add text, textboxes, customizations, and notes. You can rectify the typo errors in the PDF without making any changes to the document converted into PDF.

  3. Supports White-Labelling

    The document management solutions support white-labeling and thus enable you to set the look and feel of your brand. You can apply suitable colors, themes, and logos to your documents to make them look more authentic and professional.

  4. Enables Audit-Trail

    One of the many document management program features is to keep a detailed audit log, including the names of the users of a document and the date and time at which the file was accessed or edited by any user. The document management solution also retains the data of all activities performed on the document.

  5. Supports Bulk-Uploading

    Instead of the time-consuming process of uploading all the documents one after another, with the help of the best DMS software, documents can be uploaded in bulk simultaneously within a few minutes.

What Are The Common Document Management Software Applications?

Document workflow software applications are essential tools for modern establishments. They provide a structured and secure digital system for creating, storing, managing, and tracking documents. Four main types of document management tools are frequently used today. Let's see in detail:

applications-of-document-management-software

  1. Case management

    Over time, businesses accumulate a vast amount of data, which can be a struggle to manage efficiently. This is where case management software comes into play. DMS software handles a range of tasks, from gathering and storing data to streamlining workflows. Businesses and employees can access case details swiftly, which enhances decision-making and optimizes routine processes.  

    Software for case management also has reporting capabilities. Perceptive reports let management spot trends make decisions, and plan tactics. Complex case solutions for finance, law, and healthcare require document management solutions.

  2. Indexing & publishing

    Indexing and publishing software is essential for large organizations, especially those handling large volumes of information. Document management solutions indexes data, making it easily retrievable, and publish it according to business needs. This feature speeds up information retrieval, saving staff time and enhancing efficiency.

    Automated indexing helps in correctly referencing documents using various factors like date, title, author, or other custom fields. Publishing tools in document management software solutions assist teams in generating and publishing documents coherently. Document management tool replaces manual processes.

  3. Contract management

    Contract lifecycle management is made more transparent and efficient with the use of contract management software. From the initial drafting to final negotiations and sign-off, each process can be handled digitally. Its capabilities extend to automating reminders for contractual milestones and deadlines. Thus ensuring no critical dates are missed.

    In addition, document control software assists in redlining and version control, ensuring that contract edits are accurately tracked and recorded. With it, businesses manage their contracts more effectively, avoiding penalty risks.

  4. Record management

    Software for records management is a digital solution that systematically captures, organizes, and preserves records after they have been created. It is essential for firms that need to handle significant volumes of records to comply with statutory requirements and industry norms. 

    This helps to ensure that official records are readily accessible and useable for corporate purposes while also satisfying the requirements for regulatory compliance. Its significance is shown by the fact that it is utilized frequently in high-stakes industries.

How to Select the Right Document Management Software?

Organizations must choose the best free and open-source document management system. With many possibilities, it's important to consider several variables to guarantee the chosen file management software meets your needs and goals. This section covers five important key features to consider while choosing a DMS.

how-to-choose-the-right-document-management-software

  1. Integration capabilities

    When picking a document management tool, an important consideration to bear in mind is its ability to integrate with your current systems and software. Your selected PDF software should ideally blend perfectly with the existing technology stack like Microsoft Office, cloud document management services, or CRM establishments.  

    The DMS should be adaptable and capable of minimizing interruptions during its deployment, making daily tasks more efficient. The product's integration ability lets your company fully exploit its software ecosystem, streamlining it.

  2. Scalability

    Scalability is another crucial element to consider when selecting a DMS. As your organization expands, your document creation needs to grow exponentially. It's essential to choose a DMS that can seamlessly scale with you.  Thus eliminating the need for frequent software replacements or extensive customization, which can be expensive and disruptive. 

    You're setting up your company for long-term growth and operational excellence by choosing a scalable DMS. Consequently, you'll save time and money while making sure your document management program adapts to your changing requirements.

  3. Accessibility and mobility

    In today's landscape, accessibility and mobility are essential considerations when evaluating a DMS. Remote work and mobile devices have become the norm. A DMS that offers cloud-based solutions or mobile apps empowers your team to access and manage documents from virtually anywhere. Thus enhancing flexibility, collaboration, and overall productivity. 

    Features like offline access, mobile optimization, and easy-to-use interfaces enable seamless work for your team anywhere and anytime. These modern, adaptable functionalities increase your organization's productivity and ability to meet contemporary workforce needs.

  4. Data security & compliance

    Data security and compliance are paramount when dealing with sensitive or regulated information. Strong security features, including encryption, access limits, document editing capabilities, and thorough audit trails, must be provided by the DMS you have chosen. 

    It should also be compliant with applicable industry standards and laws, like the GDPR for European data protection or HIPAA for healthcare. This ensures that your business is protected from potential legal problems and data breaches. Your DMS's security features must secure sensitive legal documents and retain customer and stakeholder trust.

  5. Software cost & budget

    Budget considerations play a pivotal role in DMS selection. A variety of pricing structures, including one-time purchases, subscription fees, and per-user costs, are available for DMS solutions. It's vital to ensure that your chosen DMS aligns with your budget.  

    By carefully evaluating the overall value of the DMS - considering its features, scalability, and potential cost savings against your budget - you'll make an informed choice. This ensures that your organization enjoys the full benefits of efficient and secure document management without financial strain or unexpected expenses.

Current Trends in Document Management Solutions

trends in enterprise document management solutions

  1. Cloud Computing

    The Cloud computing module is part of document management program features and is helpful for businesses of all sizes. Ease of access, reduced costs, and a lesser need for storing data on the hardware make cloud computing a hot trend. The cloud allows team members to save, edit, and access documents irrespective of time and place. With this technology, businesses do not have to worry about running short on storage space since document management software is hosted in the cloud.

    Many offer a wide range of storage spaces that can be expanded per the business's demands. Data can be efficiently shared across multiple branches. Gone are the days when businesses had to worry about physical storage because data is stored in the cloud in the software.

  2. Mobile

    With so many organizations operating remotely and requiring the workforce to access their documents on the go, the DMS is becoming mobile-friendly. The mobile DMS trend is rising exponentially. Using a mobile-enabled digital document system, it becomes easy for a salesman to show digital brochures of the latest products. Personal document management software solutions on mobile simplify the tasks of a contractor who needs to access his drawings at a work site. These drawings need not be carried to the site; they can be merely accessed via the online DMS software on his mobile.

    The adoption of a mobile-friendly DMS is beneficial for all businesses and users. For employees with an onsite job, such as the sales, logistics, and delivery workforce, the mobility of electronic documents is a boon.

  3. Archiving

    Many private and government organizations must store their documents for the long term. Automatic archiving is an integral part of the online DMS software for business purposes and regulatory compliance. Organizations have shifted their documents to electronic format for long-term storage for the past few years. The retention problem is solved by migrating the paper documents to an electronic format. Digital records, when stored in hardware or software applications, still risk becoming outdated.    

    Many older storage tools are becoming obsolete and digital records cannot be retrieved. The document management trend is to archive electronic documents. Software developers will have to work to identify and incorporate a method wherein the records can be stored, protected, and accessed for a long time.

  4. Sharing Information Across Devices

    Businesses, based on their needs, have different document management requirements. Many companies hire remote employees, so they are looking for solutions that can be accessed from any device with an active internet connection. The team gets complete access to the system irrespective of their geographic location. Companies can cut costs, increase team productivity, and lower handling time by utilizing DMS. Along with cost-saving, businesses are implementing it to build customer loyalty. Using this technique, it is possible to collect both organized and unorganized information and deliver it across multiple platforms and processes.

    With instant access to information whenever needed, teams can store and fetch data to perform their jobs efficiently. Time spent searching for the required information is reduced to increase productivity and simultaneously provide a memorable user experience.

What is the Cost of a Document Management System?

The number of users, the distribution strategy, the storage capacity, and the features available all affect how much document management software costs. Cloud-based DMS typically incur monthly expenses, averaging between $10 and $100 per user, while on-premise systems can start at around $500 for 10 users.

DMS costs may fall within the range of $12 to $300 per month, taking into account various factors and evolving market trends. Cloud-based document management solutions usually come with a price range of $15 to $200 per user per month. Many vendors provide flexible pricing models that depend on the number of users and the specific feature packages chosen.

Conclusion

In conclusion, finding the best document management software enhances efficiency, ensures document security, and streamlines workflows in your business. Such tools incorporate key document management best practices, offering a seamless file management experience.

Before making a choice, understand your business's unique needs, ensuring the software aligns with your objectives. Don't forget to check this guide before you purchase file management software, as our experts have put great effort into curating this for you.

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FAQs

How does a Document Management Software work?

A DMS simplifies document management by making storage, organization, retrieval, version control, and secure sharing efficient. It also ensures proper access control, facilitating collaboration among teams while maintaining document security.

What is document management software used for?

DMS is utilized for managing and organizing an organization's documents. Its use can improve efficiency, simplify collaboration, provide secure access control, enhance document recovery, and mitigate the risk of document loss or unauthorized access.

Why Need an Online Document Management Software in Business?

If your business handles memos, emails, files, print-outs, files of clients, or files of human resources, forms, charts, data, figures, or finance-related data, then definitely the best document management software for small businesses will help your business a lot.

A document management software will make all the document-related work efficient and help you save time while reducing physical storage requirements.

As per the current law, the preservation of documents is mandatory for many companies. So, if a proper EDMS or editing software is selected, the above worry can be brought to rest.

From the incorporation papers of a company to its endless transactions, a company is surrounded by documents.

Documents serve as a source of information, knowledge, evidence, data, facts, figures, and whatnot. We all know how important these documents are and how essential document management software is to manage and secure files. Seeing the volume of documents and their compilation regularly, many businesses have adopted Electronic DMS Software (EDMS).

How does Document Management Software Help?

Document Management Software (DMS) serves as a digital filing cabinet, facilitating the storage, management, editing, and tracking of electronic documents and images. In tandem with scanners, it transforms physical papers into digital formats. Leveraging advanced search functionalities, a DMS swiftly locates and retrieves the desired document.

A document management software manages, stores, preserves, secures, and minimizes the risk or danger of the company's essential documents.

Document management solutions also help in digitally uploading and filing various documents. Document editing or document control software also provides scanning, editing, easy accessibility, and searching for documents. This term sometimes overlaps with the more popular content management software concept and is often viewed as the main component of enterprise content management.

What is the difference between DMS and Enterprise Content Management (ECM) Software?

DMS primarily handles the storage, tracking, and management of documents. On the other hand, ECM Software is more holistic, managing all types of content, from digital files and multimedia to emails, ensuring their accessibility and regulatory compliance.

What are the various file formats supported by the Document Management Software?

A typical document management software is tailored to work with a broad variety of file types. These can range from PDFs, Word documents, and Excel spreadsheets to PowerPoint slides and JPEG images. Make sure to confirm that the software fits with the file formats regularly used in your work.

Does Document Management Software auto-delete outdated files?

Some document management software has an auto-delete or archiving feature for outdated or expired files. This capacity can often be customized for each document type based on specific business needs and compliance regulations.

Can DMS software be used in document scanning?

Yes, a fully-featured electronic document management software offers document scanning features to help you scan your paper-based forms, invoices, and other valuable documents.

What is electronic document management software?

An electronic document management software is also known as EDMS. EDMS software is used to organize and store various types of documents online. It allows users to store digital documents.

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Last Updated: February 24, 2025