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Dokmee Cloud Review: Best Low-Cost Document Management Software

Dokmee
Credit: Dokmee

Our 2018 research and analysis of document management systems leads us to again recommend Dokmee Cloud as the best document management system for businesses on a budget. We chose Dokmee Cloud from 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 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 a monthly fee for the service rather than large upfront costs.

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

  • Free
  • First user included
  • Single user
  • Email support only
  • Free mobile app
  • $29 per month
  • First user included
  • $15 for each additional user
  • Email support
  • Free mobile app
  • $39 per month
  • First user included
  • $15 for each additional user
  • Email support
  • Free mobile app
  • $59 per month
  • First user included
  • $15 for each additional user
  • Email support
  • Free mobile app
  • $99 per month
  • First user included
  • $15 for each additional user
  • Email support
  • Free mobile app

Each plan includes all the features Dokmee Cloud offers. Even the free 2GB plan provides just as much functionality as the more expensive options. That isn't the case with most of the other systems we considered.

We like that you have several plans 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.

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 keycard access and video monitoring. Also, to 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, an onsite standby generator with automatic transfer switch, and onsite fuel storage. All these fail-safes can give you a little more confidence that your data will be not only securely stored but also accessible when you need it.

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

To store documents, Dokmee Cloud uses a traditional 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, you can save the files you're working on in Word, Excel or Outlook into your cabinets and folders with the click of a button. 

Searching for files is also simple. In addition to browsing the cabinets and folders to locate documents, you can conduct an advanced search that allows you to find files based on several 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 offers many useful features. While the cloud-based solution doesn't have all the tools that Dokmee's self-hosted system includes, it does have the most valuable ones.

One of the biggest benefits of this system is that, because it is cloud-based, it is accessible 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 is 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 can access. Additionally, the audit log keeps detailed records of when files are viewed and by whom, as well as what edits they 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 eliminate the need to open the documents in a separate program when you need to make changes.

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

Our experience with Dokmee's customer service was positive. 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 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.

Dokmee also provides help over live chat, a feature not all 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 offer 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 offer support that late at night.

A thorough user guide is also built into the system. It answers questions on things such as how to log in and create file cabinets, and 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 to use an OCR 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. However, the lack of certain features and support is the trade-off for 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.

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

Additional reporting by Chad Brooks. 

Andreas Rivera

Andreas Rivera graduated from the University of Utah with a B.A. in Mass Communication and is now a B2B writer for Business.com, Business News Daily and Tom's IT Pro. His background in journalism brings a critical eye to his reviews and features, helping business leaders make the best decisions for their companies.