12 BEST Document Management Software in 2025

Document management system is a cloud-based automated solution for creating, organizing, sharing, and securing business documents and files. It enables you to track your document version without any hassle. This cloud storage system provides faster reviews and approvals workflow for different stakeholders located at multiple geographical locations. It allows you to easily access your business documents from tablets and smartphones.

After spending over 110 hours researching, I have reviewed 39+ document management systems and carefully selected the top ones, including both free and paid options. This comprehensive and well-researched guide offers an in-depth look at each system’s features, pros and cons, and pricing. If you’re looking for trusted insights, my article will provide all the details you need to make an informed decision. Don’t miss out on discovering the ultimate tools that can transform how you manage documents. Read more…

BEST Digital Document Management (Control) Systems

Name	Zoho WorkDrive	Smartsheet	OnlyOffice	Icedrive
Public Sharing	Yes	Yes	Yes	Yes
Free Trial	15-Days Free Trial	30-Days Free Trial	30-Days Free Trial	14-Days Money Back
Mobile Apps	Yes	Yes	Yes	Yes
Local File System Sync	Yes	Yes	Yes	Yes
Group Permissions	Yes	Yes	Yes	Yes
File Conflict Management	Yes	No	Yes	Yes
Digital Rights Management	No	Yes	Yes	No
Cloud Storage Without Local File System Sync	Yes	Yes	Yes	Yes
Platforms	Windows, Mac and Linux	Windows, Mac and Linux	Windows, Mac, Linux, Android, and iOS	Windows, Mac, Linux, Android, and iOS
Link	Learn More	Learn More	Learn More	Learn More

1) Zoho WorkDrive

Zoho WorkDrive is an excellent online file storage and collaboration platform for teams and businesses. I particularly appreciate how it supports both in-office and remote work scenarios, making it a great option for hybrid teams. The tool makes it simple to create, share, and collaborate using a centralized console. It is not just a storage platform. In fact, it offers file versioning, advanced search, and team organization, which are essential for managing tasks efficiently. Over the course of my evaluation, I found that its ability to provide quick access to information helps you stay on top of your work and make informed decisions faster.

Zoho WorkDrive allows you to share, manage, and secure files efficiently. It offers a Smart Search for instant file retrieval and unlimited version history to restore documents. With WorkDrive Snap, asynchronous collaboration is streamlined. The tool is great for syncing cloud files directly to your desktop and integrates with over 5000+ applications. Custom branding and MFA ensure your data’s safety and professionalism.

Features:

• Team Folders: I can collaborate seamlessly with my team using Team Folders, which are perfect for sharing files and ensuring real-time updates, helping streamline workflows and centralize document management.
• File Collection Templates: This helps you create custom templates for organizing data, enhancing workflows, and collecting documents in a structured manner, which is helpful to teams managing large projects.
• Advanced Data Security: I consider it essential to have GDPR and HIPAA compliance for sensitive data. This solution helps you avoid risks with secure storage, tailored for enterprise needs.
• Zoho WorkDrive Integration with Apps: Zoho WorkDrive integrates with Salesforce, Slack, Jira, and Gmail, allowing you to create custom workflows. It is great for businesses aiming for streamlined cross-platform operations.
• Zoho WorkDrive Admin Console: Zoho WorkDrive’s Admin Console allows you to monitor user activity, manage data access, and ensure compliance. This is one of the best tools for centralized control.
• Scalable Storage: It is great for businesses looking for flexible storage. With tiered plans from 1TB to 5TB and beyond, Zoho WorkDrive scales effortlessly to meet enterprise needs.

Pricing:

Zoho WorkDrive is an online file storage, sync, and collaboration platform. Plans start at $2.5/user/month, with a 15-day free trial available. Ideal for team productivity.

Visit Zoho WorkDrive

15-Days Free Trial

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2) SmartSheet

Smartsheet is a document management system I reviewed, and I found it to be an ideal tool for teamwork. It is a solution that automates repetitive tasks such as sending alerts and managing updates. As I carried out my evaluation, I noticed its encryption methods (256-AES and TLS 1.2) were both reliable and secure. Smartsheet connects seamlessly with tools like Google, Salesforce, and Slack. Its templates for marketing and multi-file format support are helpful to project management. In my experience, the Check-Out and Check-In features are great for keeping tasks organized.

Features:

• Centralized Document Storage: SmartSheet provides a unified platform to store and organize documents, ensuring files are secure and retrievable from a central repository, helpful to streamline file management.
• Team Folders: I can efficiently collaborate with my team using Team Folders, which are great for organizing shared documents. This may help streamline communication and ensure everyone accesses the latest files.
• Version Control: I aim to manage document revisions with SmartSheet’s version control, helping you avoid confusion by ensuring access to the most updated files and retaining a complete history of edits.
• Granular Permission: It helps you control file access with essential permission settings, a great way to ensure sensitive files are viewed only by authorized users.
• Cloud-Based Accessibility: This solution allows you to access and edit documents securely from anywhere, a perfect option for enhancing real-time collaboration across teams.
• Document Workflows: It automates repetitive tasks like approval reminders, which is one of the best ways to reduce manual effort and speed up processes.
• Support for Various File Types: This feature is great for accommodating diverse teams, as it supports traditional and modern formats, helpful to handle any type of document seamlessly.

Pricing:

Smartsheet is a dynamic workspace that empowers teams to manage projects, automate workflows, and rapidly achieve goals. Plans start at $9 a month. Enjoy a 30-day free trial. No credit card is required.

Visit SmartSheet >>

30-Days Free Trial (No Credit Card Required)

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3) OnlyOffice

OnlyOffice is a comprehensive document management and collaboration platform that provides remarkable features for creating, editing, and sharing documents. Over the course of my evaluation, I found its integrated office suite impressive in delivering seamless document workflows. It is an ideal solution for businesses looking for a complete document management system that combines office productivity tools with robust collaboration features.

OnlyOffice offers a powerful document management system that enables teams to work together efficiently on text documents, spreadsheets, and presentations. The platform provides real-time collaboration capabilities with version control, commenting, and review features. It supports multiple file formats and offers both cloud-based and on-premises deployment options, making it flexible for different organizational needs.

Features:

• Integrated Office Suite: OnlyOffice provides a complete office suite with document editors for text documents, spreadsheets, and presentations, eliminating the need for multiple applications and ensuring seamless document creation and editing.
• Real-Time Collaboration: The platform enables multiple users to work on documents simultaneously with real-time editing, comments, and suggestions, which is essential for maintaining efficient team workflows and reducing revision cycles.
• Version Control and History: OnlyOffice maintains detailed version history for all documents, allowing users to track changes, compare versions, and restore previous iterations when needed, ensuring document integrity and accountability.
• Advanced Security Features: The platform provides enterprise-grade security with encryption, access controls, and permission management, helping organizations protect sensitive documents and maintain compliance with industry standards.
• Multi-Format Support: OnlyOffice supports a wide range of file formats including DOCX, XLSX, PPTX, PDF, and more, ensuring compatibility with existing document workflows and third-party applications.
• Cloud and On-Premises Deployment: The platform offers flexible deployment options, allowing organizations to choose between cloud-hosted solutions or on-premises installations based on their security and infrastructure requirements.
• Integration Capabilities: OnlyOffice integrates with popular cloud storage services, CRM systems, and project management tools, providing a unified document management experience across different platforms.

Pricing:

OnlyOffice offers flexible pricing with cloud plans starting at $20 per admin per month. On-premises solutions are available with one-time licensing. A 30-day free trial is available.

Visit OnlyOffice >>

30-Days Free Trial

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4) Icedrive

Icedrive provides remarkable features for collaborating on and sharing files. Over the course of my evaluation, I found its smart caching system impressive in delivering fast and easy file access. It is an ideal alternative to Google Drive, offering zero-knowledge encryption that keeps your information safe and only available to you.

It is a free cloud storage tool that makes you feel like you are using a physical hard drive. You get all the features for file hosting services like edit, delete, upload, open, etc. It is one of the best cloud storage platforms that comes with a smart cache control operation that helps you access your files immediately upon installation without waiting for syncing.

Features:

• File Versioning: I could rely on File Versioning to maintain previous file versions, which helps you revert to earlier iterations when needed. This is essential for tracking changes efficiently.
• Virtual Drive Integration: Icedrive allows you to mount cloud storage as a virtual drive on your computer, providing one of the easiest ways to access files seamlessly as if they were stored locally, avoiding manual syncing.
• Client-Side Encryption: Icedrive provides the most effective zero-knowledge encryption. It ensures files are encrypted on your device before uploading, which is essential for maintaining confidentiality and security.
• Document Viewer: It includes a built-in document viewer that allows you to preview popular file formats without downloading them. This is a great way to enhance workflow efficiency and save time.
• Advanced Sharing: This enables secure file sharing with password protection and expiration dates, which is the best way to ensure that documents remain accessible only to the intended recipients.
• Intelligent Caching: It utilizes an intelligent caching mechanism that helps you access frequently used files quickly while minimizing local storage usage, which is a great option for ensuring efficient document retrieval.

Pricing:

Icedrive offers Plans start at $3.99 a month for 150GB Storage. 20% Discount on Yearly Payment.

Visit Icedrive >>

Lifetime Free Basic Plan with 10GB Free Storage

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5) DocHub

DocHub is a comprehensive document management and PDF editing platform. Over the course of my evaluation, I found it excellent for streamlining document workflows and enhancing productivity. This application lets you edit, sign, and share documents seamlessly without switching between multiple tools. It uses advanced security measures, which is one of the best ways to ensure secure document handling and compliance with industry standards.

It allows you to efficiently manage PDF documents with tools like electronic signatures, form filling, and real-time collaboration. DocHub’s customer support is accessible through multiple channels, ensuring help is available when needed.

Features:

• PDF Editing and Annotation: I can say that DocHub’s PDF editing capabilities are one of the best ways to modify documents efficiently. It allows you to add text, images, and annotations directly to PDFs, avoiding the need for additional software.
• Electronic Signatures: With DocHub, I could aim to enhance document processing using legally binding electronic signatures. It helps you reduce turnaround times by eliminating the need for printing and physical signatures, a great way to accelerate business processes.
• Form Creation and Filling: It is essential to streamline data collection. DocHub’s form creation and filling features offer a solution with customizable templates and automated field detection, perfect for efficient document processing.
• Cloud Integration: This may help unify your workflow. DocHub allows you to integrate seamlessly with Google Drive, Dropbox, OneDrive, and Box, a great option for smooth document synchronization across platforms.
• Real-Time Collaboration: It might be helpful to enhance teamwork. DocHub’s real-time collaboration features enable multiple users to work on documents simultaneously, ensuring structured and efficient workflows.
• Document Templates: One of the easiest ways to speed up document creation is using DocHub’s extensive template library. It allows you to customize templates for the most effective document standardization.
• Advanced Search: A good idea to locate information quickly is through DocHub’s advanced search functionality. It helps you find specific content within documents using keywords and metadata for the most effective document retrieval.

Pricing:

DocHub offers a free plan with basic features. Pro plans start at $8/month per user with advanced functionality and unlimited documents.

Visit DocHub >>

Lifetime Free Basic Plan

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6) bit.ai

Bit.ai is a smart document management system that helps firms manage information across projects, teams, and departments. During my research, I found that this tool makes it possible to create unlimited workspaces with ease. It is important to organize your documents into folders and subfolders, and Bit.ai offers a simple way to do this. The themes provided by this program are excellent for giving your documents a new and modern design.

Bit.ai, founded in 2016, is a multifaceted tool great for managing and creating content. It supports 100+ file formats and offers 1GB of free storage. Users benefit from seamless integration with Tableau, Box, Airtable, Figma, and Dropbox. Additionally, Bit.ai provides templates catering to various sectors, including Marketing and Education, and ensures your data’s security with 256-AES and TLS encryption, compliant with GDPR and PCI standards.

Features:

• Scalable Workspaces: It is best to use Bit.ai’s scalable workspaces to organize projects across teams. This allows you to maintain efficiency, whether you’re managing a small group or a large organization.
• Universal Search: Bit.ai’s universal search feature is perfect for quickly locating embedded content and documents. It helps you save time by providing all you need in one place.
• Advanced Sharing: Bit.ai enables advanced sharing options like trackable links and password-protected documents, which are great for secure sharing and keeping control over sensitive information.
• Interactive Smart Documents: I can seamlessly create interactive “living” documents with Bit.ai, which are perfect for integrating videos, images, and other rich media. This may help boost team collaboration.
• AI Genius Writer: Bit.ai’s AI Genius Writer is a great solution for content creation. It helps you generate templates, brainstorm ideas, and streamline research, saving time and effort.
• Real-Time Collaboration: I aim to collaborate with my team in real time using Bit.ai, which allows me to work together effortlessly, regardless of location. It’s one of the most effective ways to enhance productivity.
• Customizable Templates: This feature provides hundreds of pre-made templates for SOPs, meeting notes, and tutorials. It is a great way to make content creation both fast and professional.

Pricing:

Tool Bit.ai offers plans starting at $8 monthly, with a 25% discount for yearly payments. You can also try it out with a 7-day free trial.

Link: https://bit.ai/

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7) IncoDocs

IncoDocs is a solution that helps you manage documents digitally for exporters and trading companies. During my analysis, I found it to be one of the best tools for creating sales and shipping files in less time. It minimizes manual data entry and helps avoid delays in shipments. IncoDocs makes it possible for teams to work together in a shared workspace, which is essential for remote tasks. It also stores document templates securely in the cloud, offering a more efficient export process.

IncoDocs is a versatile document management software, founded in 2016, accessible from any device. It allows you to easily create commercial invoices and offers templates for various sales documents. The tool seamlessly integrates with Xero and QuickBooks and supports multiple file formats.

Features:

• Reusable Data Libraries: I find it helpful to use Reusable Data Libraries, which allow you to store product details and contact information. This is one of the easiest ways to save time on repetitive entries.
• Digital Signature: This great solution helps you digitally sign and stamp documents with Digital Signatures and Company Seals, eliminating printing and scanning for a seamless, paperless workflow.
• Integration: A good idea to consider its API and System Integrations, which allow you to connect with ERP, TMS, and other systems. This is one of the most effective ways to reduce manual workload.
• Document Templates: It is essential to have access to over 30 UNLK-aligned templates, including Commercial Invoices, Bills of Lading, and Certificates of Origin. This helps you ensure compliance with international standards.
• Data Synchronization: This feature helps you minimize errors by entering shipment details once in the Master File, with data automatically syncing across related documents.
• Cloud-Based Workspace: It is perfect for collaborating with team members in a shared, cloud-based environment, allowing you to access documents in real time and enhancing operational transparency.
• Secure Document Sharing: This feature is great for transmitting sensitive information to partners and clients securely, helping you avoid data breaches and ensuring efficiency.

Pricing:

IncoDocs simplifies import/export documentation, enhancing global trade efficiency. Price: $29/month, 20% off yearly. Enjoy a lifetime free basic plan. Streamline, organize, and accelerate your trade.

Link: https://incodocs.com/

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8) Templafy

Templafy is an excellent document management solution. I analyzed its features, and it impressed me with its ability to show the right content to employees based on their roles. The dashboard is easy to navigate and allows you to manage content without hassle. Over the course of my evaluation, I saw how it links DMS data directly to documents, creating faster workflows. I recommend it for businesses looking to keep their document storage accurate and reliable.

Templafy, founded in 2016, allows you to connect and combine data from the DMS, offering a cloud storage solution that ensures your access to documents from various devices such as tablets and smartphones.

Features:

• Automated Document Generation: I could compile fully-formed documents using rules-based automation and GenAI. This is one of the easiest ways to pull up-to-date content from internal libraries or third-party integrations.
• Centralized Content Libraries: Templafy allows you to access all assets in one place, which is great for building personalized libraries. This may help enhance efficiency without toggling between different applications.
• Email Signature Management: Templafy helps you create and manage email signatures in a low-code environment. It is best to roll out updates or campaigns quickly without requiring IT assistance.
• Smart Templates: I can ensure consistency and compliance by automatically incorporating visual identity, brand guidelines, and legal disclaimers into templates. This helps you save time and avoid manual errors across document types.
• Dynamic Content Integration: It is a great way to automate necessary elements by pulling content from internal and external libraries. This allows you to customize efficiently while maintaining compliance where needed.
• Real-Time Template Management: This helps you keep everything up to date with centralized template management. It might be helpful to ensure all users can access the latest versions in real time.
• User Management: It is essential to manage user profiles and access levels through a centralized admin panel. This allows you to scale and secure content management intuitively.

Pricing:

Templafy enhances efficiency in document creation and management. Contact sales team for pricing.

Link: https://www.templafy.com/home/platform/

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9) Bitrix24

Bitrix24 offers an excellent solution for teams needing document management software. I reviewed its features, and they are perfect for small or large teams. It supports both cloud and on-premise systems and provides source code access. This tool is helpful to store important files, including videos, documents, and presentations, for private or shared use. I found its version tracking system impressive for organizing files.

Bitrix24, founded in 2012, provides a hub for document management with 5 GB of free storage. It automatically saves documents to your account, supports multiple file formats, and offers configurable access permissions. Bitrix24 is perfect for those seeking a comprehensive, secure, and efficient document management solution.

Features:

• Real-Time Collaboration: It is essential to have seamless teamwork. Bitrix24 allows you to co-edit documents with colleagues or external users simultaneously, ensuring projects remain up-to-date and organized.
• File Storage and Sharing: A great way to secure files is by using Bitrix24’s file storage options. It helps you store and share files effortlessly while ensuring access from desktops and mobile devices.
• Version History: This feature allows you to track edits through version history, and document locking helps you avoid accidental changes during critical updates. It is best for ensuring data integrity.
• Access Permissions: A good idea to configure access rights in order to protect sensitive data. Bitrix24 helps you ensure that only authorized personnel can view and edit critical documents.
• Document Creation and Editing: I can create and edit documents, spreadsheets, and presentations in real-time with Bitrix24, which supports formats like docx, pptx, and xlsx. This may help enhance collaboration across teams effectively.
• Mobile Access: It is helpful to use Bitrix24’s mobile app to access, edit, and share documents while on the go. This is perfect for staying productive outside the office.
• Automated Document Workflows: One of the most effective ways to streamline document approvals is through Bitrix24’s automated workflows. It helps you ensure consistency and timely processing across teams.

Pricing:

Bitrix24 offers affordable plans starting at $49 a month. Avail up to 20% discount on yearly payments. Explore with a 30-day free trial.

Link: https://www.bitrix24.com/tools/communications/online-documents-and-cloud-file-storage.php

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10) Bynder

Bynder is a top-rated choice for content management. I tested its document management capabilities, and it made my workflows faster and more efficient. It is great for professionals who need to create videos quickly and deliver them to their teams. I advise paying attention to its ability to ensure brand compliance. In my experience, this tool is excellent for simplifying asset management.

Bynder was founded in 2013, is lauded for accelerating the creative content lifecycle and enabling secure file sharing, internally and externally.  It is great for organizations aiming for efficient, secure content management and collaboration.

Features:

• Digital Asset Management (DAM): Bynder helps you organize and control assets like images, videos, and documents under one system. This may help streamline workflows and ensure the most effective use of resources.
• Rich Media Support: I can confidently say that Bynder is great for managing complex file types. It allows you to handle images and videos with ease, enhancing the flexibility of document management.
• Automatic Image Tagging: Bynder allows you to automate image tagging using AI, making it easier to categorize and search files efficiently. It is best for simplifying repetitive tasks.
• Video Playback: I could use Bynder to review and collaborate on video content effortlessly, thanks to its direct playback feature. This is a great option for teams needing seamless video sharing.
• Centralized Library: It is essential to have a unified repository, and Bynder helps you maintain a secure library for consistent team access and asset organization.
• Brand Consistency: This solution is great for ensuring brand identity with tools that allow you to align materials to your brand guidelines. It might be helpful for consistent messaging.

Pricing:

Bynder offers a range of brand and digital asset management features. Contact sales team to get a pricing quote.

Link: https://www.bynder.com/en/document-management-system/

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11) FileNet Content Manager

FileNet Content Manager is a remarkable tool that allows you to retrieve valuable information from documents. I reviewed its features and found that it delivers enterprise-level security, storage, and content solutions alongside workflows that are easy to implement. I could access multiple content stores securely and noticed how it automates file classification seamlessly. This may help teams who want to collaborate faster and with less hassle, making it a superior choice for document management.

FileNet Content Manager, founded in 1982, allows you to seamlessly build and integrate content services into your business through its API. Benefiting from integrations like Salesforce, it provides templates for PowerPoint and Email.

Features:

• Content Capture and Indexing: With FileNet Content Manager, I can automatically capture, index, and organize documents, reducing manual effort. This is great for ensuring seamless access and retrieval, especially when dealing with vast amounts of data.
• Advanced Search Capabilities: FileNet Content Manager allows you to quickly locate documents using metadata and full-text search. This helps you find specific content efficiently, which is great for saving time in document management tasks.
• AI-Powered Content Insights: It’s essential to analyze unstructured data, and FileNet Content Manager makes it possible by leveraging AI-powered tools. This helps you extract insights and automate content classification, which is a great way to enhance productivity.
• Content Collaboration: This feature is perfect for facilitating real-time collaboration. I can easily share, edit, and annotate documents within FileNet Content Manager without switching between tools. It’s one of the best options for streamlining teamwork.
• Secure Document Storage: It is helpful to ensure data security with role-based access controls and encryption. FileNet Content Manager aims to protect sensitive information while maintaining compliance with industry regulations.
• Workflow Automation: This solution is great for automating document-centric workflows. FileNet Content Manager allows you to improve efficiency and manage tasks consistently, which is the most effective way to simplify repetitive processes.
• Scalable Content Management: I consider scalability essential when managing growing business needs. FileNet Content Manager offers a great way to handle large document volumes with its scalable architecture, making it a perfect solution for organizations of all sizes.

Pricing:

FileNet Content Manager is a robust content management solution. Request a pricing quote from Sales.

Link: https://www.ibm.com/products/filenet-content-manager

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12) Zoho Projects

Zoho Projects is an amazing tool for document management and collaboration. I tested this tool and found it excellent for planning projects, assigning tasks, and keeping in touch with my team. In my opinion, it is one of the best solutions for managing different types of files like documents, graphics, videos, reports, and spreadsheets in one spot. It is helpful to share your organization’s files without any complexity. I recommend this tool for tracking and managing document versions with ease. Its search feature allows you to locate files quickly by keywords in the title or content, making it a superior choice.

Features:

• Centralized File Storage: Zoho Projects allows you to manage all your files, including documents, spreadsheets, and graphics, in one centralized location. This helps you avoid clutter and keep everything organized in one place.
• Version Control: I can confirm that Zoho Projects provides one of the best ways to track changes, revisions, and updates. It helps you maintain clarity on file versions with detailed notes and author information.
• Powerful Search Tools: It is essential to quickly locate files, and Zoho Projects’ powerful search tools allow you to find documents using titles or keywords. This may help streamline project workflows.
• Real-Time Collaboration: This feature allows you to annotate, comment, and review files in real-time. It is a great way to reduce miscommunication and ensure seamless teamwork.
• Hierarchical Folder Organization: It’s a good idea to use hierarchical folders in Zoho Projects. This allows you to organize files based on your team’s workflow, making navigation effortless and intuitive.
• Audit Logs: Audit logs in Zoho Projects help you maintain transparency and compliance. This may help track all document activity, including edits and visits, in a structured way.
• Automated Workflow Management: Automating repetitive tasks like revision tracking is one of the easiest ways to save time. Zoho Projects helps you enhance efficiency by managing workflows seamlessly.

Pricing:

Zoho Projects offers plans starting at $4.25 monthly, with a 20% discount for yearly payments. Try it for free with a 10-day trial. No credit card is required.

Link: https://www.zoho.com/projects/

What is Document Management System?

Document management system is a cloud-based automated solution for creating, organizing, sharing, and securing business documents and files. It enables you to track your document version without any hassle. This cloud storage system provides faster reviews and approvals workflow for different stakeholders located at multiple geographical locations. It allows you to easily access business documents from tablets and smartphones.

How Did We Choose Best Document Management Software?

At Guru99, we prioritize credibility and strive to provide accurate, relevant, and objective information. After dedicating over 110 hours to researching 39+ best document management systems, I have carefully selected the top options, both free and paid. This comprehensive guide offers an in-depth look at each system’s features, pros and cons, and pricing, ensuring you have the trusted insights needed to make an informed decision. When selecting the best document control or management software, factors like security, user interface, and integration capabilities are crucial. Check out below important factors to ensure the software aligns with your specific requirements.

• Searching: You have to look for a wide variety of options for quickly finding needed files. It is good that it allows you to search documents by name, content, type, and modified date.
• Simple File Structure: The Document Management System must have an easy-to-use file structure.
• Version Control: Version control or versioning is important feature of document management software that enables you to track changes in files. The best DMS should also maintain an archive of old versions. Therefore, you can easily see the modifications in documents.
• Mobile Access: You have to look for the Document Management System that is accessible via tablets and smartphones. This will allow you to view, alter and share files from any place.
• Integration: The document management system should easily integrate with other software you are already using, like CRM software and email client.
• Scanning: The document management software should provide a document scanning feature.
• Security: The document management system must allow you to assign permissions for a particular user on accessing folders and files.

What is the best way to file documents?

Here are the best ways to file documents:

• Alphabetical Filing System: The best way to file documents is to file your documents alphabetically. The name of a folder should be according to the name of the documents.
• Numerical Filing System: Businesses that need a number of documents like invoices should create a numerical filing system.
• Category Filing System: You need to arrange your files according to categories like personal, marketing, administration, and customer data. It is also possible to include sub-topics for each category as per your need.

How does an electronic Document Management System work?

Here is the working process of a Document Management System:

• Capture Documents: The document capturing facility will help you to save your files so that you can easily find them later. This is possible because of the indexing feature of DMS. You can also add some metadata for searching them without hassle.
• Central Document Storage: A DMS has central document storage. This is important for managing and retaining documents that come from multiple places.
• Document Retrieval and Distribution: A DMS includes document retrieval and distribution. It is important to ensure that you utilize and share your documents without any trouble.

What are the deployment options for Document Management Software?

There are two deployment options for Document Management Software: 1) Cloud-based software and 2) On-premise software.

1. Cloud-based Software:

Cloud-based software are hosted over the internet instead of installed onto your PC. It enables you to access your documents from any place.

Cloud-based software has the following deployment options:

• It has lower document management costs and provides easy scalability.
• Data is stored in third-party servers. This will reduce the burden of controlling it.
• Accessible from any internet-connected device.

2. On-premise Software:

On-premise software are generally applications that are installed on the local system. It enables you to configure, manage, and control your data with ease.

On-premise software has the following deployment options:

• This type of software has higher upfront costs but does not have any recurring expenses.
• It takes a long implementation time.
• Updates are the responsibility of user.
• All your data is stored on self-managed servers that give users good control over it.
• It is customizable in terms of data control and security.

Verdict

Document management software simplifies organizing, storing, and accessing files securely. I find it essential for businesses looking to streamline workflows and enhance team collaboration. It is a secure, reliable solution offering version control, compliance, and integration features. Check my verdict below for the top-rated tools in this category.

• Zoho WorkDrive: A robust platform offering Smart Search, unlimited versioning, seamless collaboration, and integration with 5000+ applications. It is secure, user-friendly, and ideal for businesses of all sizes.
• Smartsheet: A comprehensive tool for automating workflows and managing projects with live reporting and integration options.
• OnlyOffice: It is a comprehensive document management and collaboration platform that provides remarkable features for creating, editing, and sharing documents.

FAQs