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Dokmee Review: Best Low-Cost Document Management

After doing much research and analysis, we recommend Dokmee Cloud as the best document management system for businesses on a budget. We chose Dokmee Cloud from a pool of the dozens of document management systems we considered. To read our full methodology and for a more comprehensive list of document management systems, visit our best picks roundup page.

Dokmee Cloud is a low-cost system from Office Gemini that can be run from any computer or mobile device connected to the Internet. The cloud-based system has five different pricing plans, including a free one.

Businesses on a budget will be most attracted to the low cost of Dokmee Cloud. Because there is no software to buy, you pay only a monthly fee for the service, rather than large upfront costs.

Here's a breakdown of Dokmee Cloud's pricing plans:

Starter

  • Free
  • 2GB of storage
  • First user included
  • Single user
  • Email support only
  • Free mobile app

Basic

  • $19.95 per month
  • 10GB of storage
  • First user included
  • $10 for each additional user
  • Email support
  • No phone support
  • Free mobile app

Professional

  • $29.95 per month
  • 25GB of storage
  • First user included
  • $10 for each additional user
  • Email support
  • No phone support
  • Free mobile app

Business

  • $49.95 per month
  • 50GB of storage
  • First user included
  • $10 for each additional user
  • Email support
  • Phone support
  • Free mobile app

Enterprise

  • $89.95 per month
  • 100GB of storage
  • First user included
  • $10 for each additional user
  • Email support
  • Phone support
  • Free mobile app

Each plan includes all of the features Dokmee Cloud offers. Even if you're using the free plan, the system provides just as much functionality as the more expensive options. That wasn't the case with most of the other systems we considered.

We like that you have several options to choose from based on how much you're willing to pay. While some of the other providers offer a choice of plans, very few have this wide of a variety.

Editor's note: Looking for a document management system for your business? If you're looking for information to help you choose the one that's right for you, use the questionnaire below to have our sister site BuyerZone provide you with information from a variety of vendors for free:

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Small businesses will be impressed with how easy this system is to use. Because it's cloud-based, it can be up and running in just minutes. There is no software to install, maintain or upgrade, which can be valuable for small businesses that don't have IT staffs.

To ensure your data is protected in the cloud, Dokmee houses its system in a secure data center with restricted key-card access and video monitoring. Also, to help prevent the system from going down, there is a dual distribution electrical path into the data center, an uninterruptible power supply system with 24 hours of battery power backup, a standby generator on-site with automatic transfer switch and on-site fuel storage. All of these fail-safes gave us a little more confidence that the data would be not only securely stored but also accessible when needed.

We were especially attracted to the system's interface. The home page is filled with brightly colored tiles for each section, such as Folders/Files, Search, Scan, Upload Files, Workflow Inbox and Audit Report. This setup was among the easiest to navigate of all of the document management systems we analyzed.

Credit: The Dokmee Online homepage has brightly colored tiles that make the system easy to navigate.

To store documents, Dokmee Cloud uses a traditional file-cabinet-and-folder approach. You can create as many cabinets, and folders within them, as you like. You can store documents by uploading or dragging and dropping files from your computer, and by scanning them directly into the system.

To make it a little easier to add files, Dokmee Cloud integrates with Microsoft Office. With this integration, the files you're working on in Word, Excel or Outlook can be saved into your cabinets and folders with the click of a button. 

Searching for files is also simple. In addition to being able to browse through the cabinets and folders to locate documents, you can conduct an advanced search that allows you to find files based on a number of factors, such as file type, the date it was put into the system and specific keywords within the content.

Even though this is a low-cost system, it still offers a number of useful features. While the cloud-based solution doesn't have all of the tools included in Dokmee's self-hosted system, it does have the most valuable ones.

One of the biggest benefits of this system is that, because it is cloud-based, it can be accessed from any computer with an Internet connection. Regardless of where you are, you will have full access to the system.

You can also tap into the system from the Dokmee mobile app, which is available on Android, iOS and Windows devices. It provides access to every file, and allows you to add notes to documents, view previous versions and email them. The Dokmee app was among the most impressive we found while researching document management systems.

The security restrictions and audit log provide tight controls over who has access to your files. To ensure employees see only the documents they should, you can set restrictions on the cabinets they have access to. Additionally, the audit log keeps detailed records of when files are viewed and by whom, as well as what edits, if any, were made.

You can also edit documents within the system. You can make changes to files; view previous versions; merge files; and cut, copy and paste files and folders. These tools save you time by eliminating the need to open the documents in a separate program when changes need to be made.

Other features include the ability to scan documents into the system in PDF, TIFF or JPG formats; the option to set up workflows to help keep projects and assignments on track and moving forward; and the ability to create a Favorites folder for the documents you use regularly.

Uploading files, whether they're word documents, PDF files or pictures, into the Dokmee system is a simple task.

 

Overall, we were impressed with the level of customer service offered by Dokmee. To help determine what users can expect from the support team, we called the company multiple times, posing as a new business owner interested in document management systems.

Rather than being put on hold or transferred to voicemail — which did happen with some providers — each of our calls was immediately answered by a friendly representative. Just answering our call in a pleasant way put Dokmee a step ahead of some of its competitors.

During our first call, the Dokmee representative was very helpful. We discussed the pricing, how the cloud-based system differs from the on-premise options, the filing structure, document search, the system's mobile capabilities and the programs with which it integrates.

For each question, the representative gave detailed answers that left us with a clear understanding of how the system operates. We were pleased with the amount of time the representative took to answer our questions. Unlike some of the other providers that tried to rush us off the phone, it was clear that the Dokmee representative wanted to make sure we understood what the system offers.

We were just as happy with the service offered when we called back several months later. This time around, the representative was just as, if not more, helpful. We discussed the cloud-based system and how it compared to Dokemee's other offerings, as well as the features it includes, how practical it is for small businesses and the pricing structure.

At no time during our calls did the representatives try to pressure us into signing up for the system, or even coerce us into giving them our contact information. Most of the providers we spoke to were quick to ask for our email address and phone number and then spent the following days and weeks harassing us with follow-up calls. By not being asked for that information, we felt comfortable knowing that we wouldn't be hounded into making a decision.

Dokmee also provides live-chat help, a feature not all of its competitors offer. We tested it out by asking several questions at different times during the day, and each time, our questions were answered immediately. In our experience with other providers that offered live chat, our questions sometimes went unanswered, or we were told no one was available and to email our inquiry instead.

Customer support is available via phone, email or live chat, between 8 a.m. and 11 p.m. CT Monday through Thursday and 8 a.m. to 7 p.m. on Friday. Very few of the providers we looked at had support available that late at night.

A very thorough user guide is also built into the system. It answers questions on everything from how to log in and create file cabinets, to how to upload files and create workflows.

The biggest limitation of Dokmee Cloud is that it doesn't have all the bells and whistles offered not only by its competitors, but also by the company's own on-premises system. Some of the features it lacks are the ability to set access restrictions by folder and file, and the ability to use an optical character-recognition tool. Moreover, it doesn't integrate with programs other than those in Microsoft Office.

Another downside is that, depending on the plan you choose, you might not have phone support available if you were to run into problems. However, the lack of certain features and support is the trade-off for having such a low cost. If these extra features are important to you, we encourage you to consider another document management system. However, if you do so, be prepared to spend significantly more for it.

Zoho Docs is a very close runner-up for the best document management system for businesses on a budget. The cloud-based system is simple to use and comes at an extremely low cost. It can be used from any computer connected to the Internet, as well as via a mobile app for both iOS and Android devices.

In terms of pricing, Zoho Docs was the cheapest of all of the systems we examined. The system is available in three different price plans:

Free

  • Cost: Free
  • Number of users: 25
  • Storage per user: 5GB
  • Features: Unlimited file and folder sharing; desktop sync; word processor; spreadsheet tool; presentation tool; user management; and document version history.

Standard

  • Cost: $5 per user per month
  • Number of users: Unlimited
  • Storage per user: 50GB
  • Features: Free features, plus task management, password-protected sharing and role-based access.

Premium

  • Cost: $8 per user per month
  • Number of users: Unlimited
  • Storage per user: 100GB
  • Features: Standard-edition features plus email-in; admin governance; SAML-based SSO; active directory groups and e-discovery.

We found the software extremely easy to use. Overall, the interface is clean and simple to navigate. Creating folders, uploading documents and searching for files are all done from the system's home page. Zoho Docs uses a folder and subfolder filing structure, and you can create as many folders and subfolders as you like.

ZoHo Docs has a clean interface and an easy to understand folder/sub-folder file structure.

You can add documents into the system by uploading or dragging and dropping them from your computer, and search for files from a search bar that runs along the top of the home page. You can search based on the document's name, the content inside the file, tags, the author's name, groups, the files you've shared with others, the files others have shared with you and the date. Few systems offer such a wide range of search options.

We were impressed with Zoho Docs' collaboration tools. The system allows you to assign tasks, set deadlines, review content and keep track of the progress. In addition, you can create project folders in order for colleagues to work together on assignments. Other tools include the ability to have individual or group chats with other team members and share files as a link, publish them on the Web, or send password-protected files to those outside your organization.

Unlike most of its competitors, Zoho Docs has its own word processing, spreadsheet and presentation tools. These allow you to create documents, spreadsheets and presentations without having to use any other programs, such as Microsoft Office.

One drawback of Zoho Docs, however, is that it doesn't integrate with Microsoft Office. If your business uses Microsoft Word, Excel or Outlook on a regular basis and would like the ability to add files from those programs into your document management solution, Dokmee Cloud would be a better choice for you.

Ready to choose a document management system? Here's a breakdown of our complete coverage:

Editor's note: Looking for a document management system for your business? If you're looking for information to help you choose the one that's right for you, use the questionnaire below to have our sister site BuyerZone provide you with information from a variety of vendors for free:

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Chad Brooks

Chad Brooks is a Chicago-based freelance writer who has nearly 15 years experience in the media business. A graduate of Indiana University, he spent nearly a decade as a staff reporter for the Daily Herald in suburban Chicago, covering a wide array of topics including, local and state government, crime, the legal system and education. Following his years at the newspaper Chad worked in public relations, helping promote small businesses throughout the U.S. Follow him on Twitter.