Product and service reviews are conducted independently by our editorial team, but we sometimes make money when you click on links. Learn more.

Best Document Management Software and Systems of 2021

By Adam Uzialko,
Business News Daily Staff
| Updated
Feb 10, 2021

Document management software is an increasingly critical part of any business in the digital era. Instead of rows of filing cabinets, document management systems create an electronic archive that any permissioned user can access and edit.
Best Overall
Comprehensive features and collaboration tools
Best Low-Cost System
Three pricing tiers to choose from
Best for Ease of Use
Familiar and intuitive interface
Best Free System
Open-source, community-driven software
Document management software is an increasingly critical part of any business in the digital era. Instead of rows of filing cabinets, document management systems create an electronic archive that any permissioned user can access and edit.
Updated 02/10/21

This page has been updated with new pricing information for Rubex by eFileCabinet.

Document management software can help you organize your digital documents and digitize your existing paper records with ease. Because there are so many choices on the market, we researched dozens of options to pick the best software for various types of businesses. To make our selections, we considered factors such as hosting options, search capabilities and scanning choices. If you need a document management system for your small business, this guide will help you choose the best one for your needs.

Find the Right Document Management System for Your Business

Fill out this questionnaire to find vendors that meet your needs.

Our Reviews

Microsoft SharePoint: Best Overall Document Management System

SharePoint offers comprehensive enterprise content management features.
Its excellent collaboration tools allow teams to edit documents simultaneously.
It may require additional staff training to learn all of the software's capabilities.

Microsoft SharePoint is a leader in the document management and collaboration space, and for good reason. Its comprehensive slate of features includes the ability to establish content hubs or organize archives by teams. It allows you to create custom metadata fields across all files stored in the system, making it easy to tailor the way you organize your documents to your business's needs. It is especially convenient for businesses that already use other Microsoft products, such as Office 365.

SharePoint offers a flexible and scalable platform to organize and manage your documents and to collaborate on creation and editing. However, it is a sprawling system with a bit of a learning curve, so expect your team to require training and some time to become familiar with the system.

October 2020: Microsoft has introduced SharePoint Syntex, its first product from Project Cortex that uses artificial intelligence to go through your company's data and gather insights that can be automated into processes. Microsoft describes Syntex as a "trainable AI" that processes three main types of content: digital images, structured or semi-structured forms, and unstructured documents.

Read Review

Rubex by eFileCabinet: Best Low-Cost Document Management System

Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office. In fact, we previously selected Rubex by eFileCabinet as the best document management system for businesses with a remote workforce. It has a sophisticated mobile app that provides access to every stored file. The system uses a traditional cabinet-folder filing structure and provides several ways to search for documents. Rubex by eFileCabinet Online is available in three pricing plans, which vary in features and storage.

February 2021: Rubex recently unveiled a new pricing structure. There are now three pricing tiers that range from $55 to $199 per user, per month when billed annually. If you pay monthly, the prices start at $66 and increase to $239 per user, per month. The plans vary in included storage space and features and tools.

Read Review

M-Files: Best for Ease of Use

M-Files is a comprehensive document management system that contains numerous features so businesses can organize documents, digitize large volumes of physical papers and automate several workflow processes. The interface is modeled off Windows Explorer and easy to learn. You can choose an on-premises, cloud-based or hybrid system.

November 2020: M-Files has announced its integration with Adobe Sign, which allows users to apply legally binding e-signatures to any M-Files document to speed up transactions and approvals. Users can request e-signatures from any M-Files process, including mobile apps and other integrations such as Microsoft Teams, Salesforce and Google Workspace. This new feature can help users streamline their processes, especially with so many teams still working remotely.

Read Review

VIENNA Advantage Community: Best Free Document Management System

VIENNA Advantage is an open-source, community-driven document management system that is available to businesses for free. Its user-friendly interface is easy to navigate and neatly organized. It has workflow automation options to streamline tasks and secure encryption of sensitive documents. It is also scalable, allowing your business to grow with a free document management system.

The challenge associated with VIENNA Advantage is technical; you must rely on the support of its user community to help you implement the software and troubleshoot any issues. Unlike paid document management software, VIENNA Advantage does not offer a tech support team.

January 2021: VIENNA Advantage has recently been certified by TÜV SÜD, which provides safety, security, and sustainability solutions as well as testing, certification and auditing services. VIENNA Advantage's TÜV SÜD certification includes certification for ISO/IEC 25051:2014 and IDW PS 880 (GoBS) standards, which verify that the software works as offered and that it stores data safely and properly.

Read Review

Document Management Software Costs

Document management software can vary widely in pricing and cost structure. The first and perhaps most important factor in the cost of your document management system is whether you select a cloud-based or on-premises version.

Cloud-based software takes the infrastructure maintenance and burden of security off your business and places it with a third-party company. While this reduces the expense and challenge of managing it in-house, you'll just have to trust that the company is handling your data properly. Cloud-based software is typically paid for on a subscription basis. For most document management software, this could range from $15 to $200 a month per user, depending on the complexity of the solution you choose.

On-premises versions of document management software require your own servers and, generally, a dedicated IT staff for maintenance. Your business is wholly responsible for the security of your data, but this also means you have full control over your own data. With on-premises solutions, you generally have to purchase a license for each user. Each license can cost $1,000 or more, but it is a one-time fee. However, on-premises solutions typically charge an additional fee for technical support and software updates after the first year, which is usually about 20% of the initial licensing cost.

For small businesses looking for software that is easy to manage and not a large overhead expense, we recommend a cloud-based solution. However, make sure your provider adheres to best cybersecurity practices to protect your data.

The actual price for document management software varies by company. Obviously, systems with more complex features tend to cost more, while costs for basic document management software without extra features (such as task management tools and workflow automation functions) can be pretty low. Also, the more users you add to a cloud-based system, the higher the monthly subscription price will be.

Benefits of Document Management Software

Benefits of Document Management Software

A document management system can improve efficiency for you and your staff by organizing all of your files and making them easy for anyone in the organization to find. The many benefits of a DMS system include:

Time savings  

If you are currently using a manual system, you are costing yourself hours that could otherwise be spent on other, more pressing business matters. A DMS automates many aspects of document management, taking that responsibility off your hands.

Easy scaling

A document management system is more flexible than a traditional paper filing system. It easily accomdoates your business's growth, and your indexing system can be adjusted with a few clicks. It may  reduce the need for physical storage space for files and paper documents.

Enhanced document security

As the world shifts toward digital solutions, ensuring that your information (customer data, trade secret info, etc.) is secure is critical. Document management systems come with built-in security and access controls so you determine who can access certain documents. In addition, you can see all activity on any given document.

In the event of a disaster, like a fire or flood, your files are stored safely in the cloud, away from physical harm.

Quick and easy document retrieval

Searching for the right document can be difficult and time-consuming; it can even cost you money. With the right indexing system, finding a document can take mere seconds, and employees can remotely access the documents they need.

Better regulatory compliance

Compliance requirements for many business documents can be complex and demanding; a DMS can help you avoid fines, revoked licenses or even criminal liability by automating key documents within the requirements. For example, HIPAA and the Sarbanes-Oxley anti-fraud law have strict security and policy regulations regarding documents and records – a DMS automatically follows those guidelines.

Improved collaboration

A DMS makes sharing information and collaboration easy, allowing documents from different sources to be accessed from multiple locations. Users can also share documents, monitor workflows, grant or deny access to certain documents, and see what changes have been made.

What to Look for in Document Management Software

While all document management systems digitize and organize documents, making them easy to retrieve or revise for users with permission, many other features might be built into your document management software. Here's a look at some of the tools and aspects you might want to consider when choosing a document management system.


One of the most important elements of any software is usability. It could offer all the features in the world, but they won't do you any good if the system isn't user-friendly. Many document management systems offer free trials that allow you to test them before buying. If possible, allow your team to try out the software during the free trial period and offer their feedback on what they like and dislike about it.

Document Sharing and Collaboration

While the primary function of a document management system is to digitize and organize files, most modern software also allows users to share files with one another and collaborate on editing them. Some document management software allows users to edit a document simultaneously, while others rely on a check-in/checkout feature that guarantees only one user can work on a document at a time. Others offer both options.

Version Control

Version control, sometimes referred to as "versioning," is a critical feature of document management software that lets you keep track of changes to a document. The best document management software even maintains an archive of old versions, letting you see how documents have changed over time and revert to an old version if needed.

Image Scanning and OCR

Image scanning and optical character recognition are useful features for businesses that have a lot of paper records they would like to digitize. Scanning is the first step – turning a paper record into a digital file that can be imported into the software. OCR is a more advanced feature, but it's a must-have for streamlining large digitization projects. OCR reads the text of an image and makes the content of the image searchable. The best document management systems use OCR to automatically fill out metadata and make it even easier to search for the document later.

Electronic Signatures

Document management software is often home to files that require a manager's signature, such as purchase orders. Many document management systems integrate with an e-signature tool, such as DocuSign, to allow electronic signatures. You can often send a document to a recipient with a request for their signature through the software.

Workflow Automation

Workflow automation features move tasks along automatically. Take the purchase order above as an example: You could set up a workflow automation so that once a purchase order is generated, it automatically goes to the appropriate manager for their signature. The manager will receive a notification, and when the task is complete, the next relevant team member (such as someone in the accounting department or the manager's supervisor) will be notified. If more action is necessary, you might be able to build that into the automated workflow as well. The best document management systems allow you to customize workflows to suit the way your teams work together.

User Permissions

An essential element of document management software is the ability for administrators to set individual user permissions. Permissions allow certain users to view or edit files, while others can be prevented from even seeing those documents in the system. Not only is this useful for efficiency purposes, it is also an important security measure. The best document management software allows administrators to set permissions by specific groups, as well as to change permissions on the fly if you need to make an exception while keeping the default permissions settings the same.

Mobile Functionality

In today's business environment, mobile device access is essential. Many document management systems have a dedicated mobile app. Others rely on web browsers or online portals. Make sure the mobile version of any document management software you are considering is truly mobile-friendly. Even if you personally don't use it on mobile devices, it is likely other members of your team will.

Not every document management system checks all these boxes, while others offer all of them and more. When choosing your document management software, consider which tools and features would be most useful to your business. It is important to strike a balance between comprehensiveness and usability; for instance, some systems can do it all but are a challenge to navigate (not to mention more expensive than simpler software).

Data Security

Data security is a vital part of any document management system. In 2019, reports TechRepublic, the number of breaches increased by 54%, 89% of which were outside attacks.

As an increasing number of businesses go digital, more customers are entrusting sensitive personal information to the companies they do business with. Your organization is responsible for ensuring customer data is safe and protected from a breach. Look for document management services that offer encryption and compliance tools, auto-updates, data redundancy and backups.


Frequently Asked Questions

What is document control software?

Document control software helps you manage information, automate records management policies to help monitor who has access to which documents, and remain compliant with standards such as ISO, FDA, Sarbanes-Oxley or HIPAA.

How do you manage files on your computer?

Managing your files on a computer is a simple process if you have a solid system in place from the beginning. Decide on main groups for your files, then create subfolders within those groups. Decide on a single file-naming system that you'll apply to all your files, making them easy for anyone in your organization to find.

What are the benefits of record management?

Record (or document) management has several benefits. A document management system can make it easy for anyone in your company to find the files they need, eliminate the need for expensive and bulky physical storage units, and save you time by allowing you to call up any file in seconds.

What are document management systems used for?

Document management systems are used for several things, including securely storing important documents, tracking changes made to documents and easily sharing documents between members of an organization.

A document management system also makes it easy to find certain files by assigning keywords and tags to each document. These systems can also help companies ensure compliance for sensitive documents (e.g., HIPAA) by providing required security and permission restrictions on certain key documents.

How do document management systems work?

A document management system captures the document, which is done by scanning in the physical document or downloading a digital version via email or using other applications. Next, the document is indexed, meaning it is classified with tags, keywords and metadata that make it so it can be searchable. Finally, the document is organized and placed in a folder, where it can be accessed by the appropriate employees.

Most document management systems are cloud-based, so once a file is appropriately secured into the system, it can be accessed from anywhere with an internet connection. Some document management software providers offer mobile apps, which gives users even more flexibility and convenience in accessing documents.

What are the key features of an effective document management system?

The best document management system should be easy to use; it should allow for document sharing; and it should have collaboration tools, mobile functionality, and version control. The first two features allow your team to work together on critical documents without needing to be in the same office. Version control maintains a log of every change (and who made it) to your company's documents.

Another important feature to keep in mind that you want to make sure the software you choose offers airtight security protocols to ensure that only those with the right permissions can access files.

Previous Best Picks

In the past, we've selected the best systems for a wide range of use cases. Some of our picks have changed, but if you'd like to review your options more thoroughly, you can still see our previous best picks below.

  • 2018 Best Document Management System for Businesses with a Remote Workforce: In 2018, we named eFileCabinet the best document management system for a remote workforce. You can read our previous review here.

  • 2019 Best Document Management System for Collaboration: In 2019, we named Alfresco the best document management system for collaboration. You can read our previous review here.

  • 2019 Best Document Management System for Small Business: In 2019, we named FileHold Express the best document management system for collaboration. You can read our previous review here.

Community Expert Insight

We asked our readers and members of our business.com community to tell us about the document management software they currently use or have used in the past, including what they like and dislike about it. Here's what they had to say:

"SharePoint has lots of document management features (versioning, records management, metadata, enterprise search, etc.). Many large organizations store millions of documents in SharePoint every day." – Akshay Mane, business.com community member

"DocuSign was what was recommended [to me] and what I was accustomed to using … but it's not a very safe or reliable way to send important information." – Valenzia Gudger, business.com community member

"We currently use G Suite for most of our document management. I've been using some version of Google Drive since starting my business, mainly because of how well integrated it is. G Suite is just the latest iteration of that with more robust company features." – Dan Bailey, president of WikiLawn

"Our document management software is Box.com. We have used Hightail, ShareFile, Dropbox and Google Drive. Box.com is the easiest one to use, and it has also maintained both CJIS and HIPAA compliance the entire time they've been around. Box.com is very easy to navigate, drag and drop, and also has a number of APIs you can use for almost everything you can imagine." – Ben Walker, founder and CEO of Transcription Outsourcing

"[We use] Ascensio System OnlyOffice. It's extremely fast – no lag or buffering. It has an easy-to-navigate and easy-to-learn user interface. It allows simultaneous collaboration on a single project, which saves time, effort and money. It has a competitive price for a set of features that makes document management a breeze." – Alex Azoury, founder and CEO of Home Grounds

What to Expect in 2020

Document management software is generally available as either an on-premises solution or cloud-based software. We anticipate further growth in cloud solutions throughout 2020, as more businesses opt for cloud storage and software as a service. Keeping your documents in the cloud removes the overhead of purchasing and maintaining a server-based solution, but it also puts your data security in the hands of another company. Make sure the software vendor's security practices are up to par before you sign up as a client.

Another growing trend in document management software is increased mobile accessibility. In an ever-growing remote work environment, people need to access shared documents from various devices, including smartphones and tablets. Many document management software providers are now rolling mobile access into their standard offerings.

Document management software is a modestly growing industry. Research from Technavio suggests the document management system outsourcing market will have a compound annual growth rate of 6% through 2020. Much of this growth is due to the increased affordability and accessibility through the expansion of cloud-based services.

Our Methodology

To help you find the right document management system, we researched and analyzed dozens of options. Here is an explanation of how we determined our picks for the best software.

Locating the Best Services

To determine the best document management systems, we started with a pool that included all the vendors on the list below. After some preliminary research, which included looking at other best-picks lists and researching each system, we interviewed small business owners and discovered more vendors to add to our list.

Choosing the Best Services

Next, we researched each provider by investigating its services, watching tutorials and how-to videos, testing out the system when possible, and reading user comments. We also considered the pricing listed on these services' websites. After narrowing down the list to 11 contenders, we contacted each company's customer service department by phone, or live chat if possible, posing as new business owners to gauge the quality of support each provider offers.

Researching Each Service

Our process involves putting ourselves in the mindset of a small business owner and gathering the data that would be readily available to such an individual. We considered ease of use, whether the solution was on-premises or cloud-hosted, the file cabinet structure, search capabilities, scanning options, editing abilities, collaboration tools, security measures, integrations, workflow abilities, mobile access, customer service, and cost.

Adam Uzialko
Adam Uzialko
Business News Daily Staff
See Adam Uzialko's Profile
Adam Uzialko is a writer and editor at business.com and Business News Daily. He has 7 years of professional experience with a focus on small businesses and startups. He has covered topics including digital marketing, SEO, business communications, and public policy. He has also written about emerging technologies and their intersection with business, including artificial intelligence, the Internet of Things, and blockchain.

Other Services Considered

Agiloft is available as a cloud-based or self-hosted system. It offers features such as full text search of documents and their attached files, a graphical workflow editor, revision tracking with check-in and checkout control, full audit trails, and email integration.
Box is a cloud platform that allows businesses to securely store, share and manage all their company files. With this system, small businesses can collaborate on any kind of document or media file. It supports more than 200 file types, including PowerPoint, spreadsheet, PDF, image, video and audio files. Box allows you to organize files using a familiar structure that's easily tailored and lets you invite co-workers to view folders and customize their level of access. 
Computhink's Contentverse is made for companies of all sizes. The system stores all contents in a digital file cabinet and allows you to retrieve any file quickly, even if you remember just a sliver of its name or contents. The system lets you view more than 400 file types, regardless of whether you have the native app on your computer. The company's conversion team can even scan all your company's existing paper documents into the system for you. The software is compatible with all mobile devices and integrates with Microsoft Office.
DEVONtechnologies' DEVONthink Pro Office only works on Mac, but it lets you share data with both Mac and PC users. This system keeps all information in one easy-to-back-up database and presents it to you in a variety of ways optimized for your work style. The software automatically files new documents for you based on how you filed similar documents. The advanced search function retrieves the documents you need for your task, while smart groups present related files together. With DEVONthink, you can view all your data in one place and write in a rich-text editor.
AscendoSoft's DigitalDrawer is on-premises, secure digital filing software. Businesses use it to electronically store, organize, find and manage documents. The software is typically used in various small and midsize businesses, such as retail, manufacturing, real estate, car dealerships and education.
Doccept is a multiuser system that allows organizations to streamline business processes. The system uses the latest Java and web technologies, which enables it to be a cross-platform application. Doccept is accessible over a local area network or the broader internet. It doesn't require any client-level installation. The system is mobile-friendly and can be used on both iOS and Android tablets. Doccept allows unlimited documents, folders, workflows, document metadata properties, document types, roles, groups and users.
DocPoint Professional Edition is a document and imaging management solution for small businesses that deal with large volumes of paper documents, computer-generated files and email correspondence. The software is installed on the organizational server, and each workstation is securely connected to the server. DocPoint adapts to meet multidepartmental needs while allowing users to maintain established and preferred procedures. It can capture a large volume of information, as well as retrieve documents and records quickly.
DocStar's document management system is available as self-hosted software or a cloud-based solution. The service offers specific solutions for a variety of industries, including insurance, financial services, healthcare, real estate and property management, manufacturing, legal, nonprofit, education, banking and financial institutions, and the public sector.
Docsvault is a complete document management solution that allows you to capture, centralize, manage and secure all your paper documents, electronic files and emails. The system allows you to access data outside your office using any web browser or an Android or iOS mobile device. The software features electronic document workflows, version control, document profiling and tagging, audit trails, and email notifications.
Document Locator by ColumbiaSoft is available as an on-premises or cloud-based document management system. Version control, document workflow, paperless scanning, email management and a full complement of document control features are included in the system. The software is built right into Microsoft Windows Explorer and Microsoft Office.
Ricoh's cloud-based DocumentMall offers features such as full text search, document type indexing, auditing, check-in and checkout options, and workflow capabilities. You can access documents whenever and wherever you need them using PCs, BlackBerrys, iPhones and iPads.
DocuPhase's document management software features full text search, automated document routing and auto-indexing. The system links to your existing business software and applications, which means your documents and records are updated once and then pushed to your other databases and systems. Included with the document management system is a "lite" version of DocuPhase's Workflow Automation software, which allows document routing and workflows.
DocuVantage's cloud-based system includes document capture, imaging, archiving, optical character recognition, full text search, annotation, redaction, collaboration and version control. DocuVantage has four service plans, each of which includes 1GB of storage per user. The system can store a wide variety of document types, including word processor files, photographs, scanned images of paper documents, text and graphics files, contractual documents, marketing files, spreadsheets, PDFs, customer service and maintenance records, patents, patient and legal records, engineering drawings, student transcripts, accounting and product development records, and material safety data sheets.
DocuWare can be hosted on your own server or in the cloud. Paper or digital documents arrive in electronic baskets that mimic the inbox on your desk. You can sort, organize, staple or clip them together, and add notes, comments, signatures and stamps before the documents are filed away in digital cabinets. DocuWare's indexing features automatically ensure all document types are filed away in the right place.
Dokmee Cloud from Office Gemini has multiple editions targeted to companies of all sizes. It can run in a Windows-based intranet, as a web-hosted system or on a software-as-a-service model. The system is designed for various purposes, including document capture and storage, search and retrieval, and file sharing. You can automatically create folders from index fields and store an unlimited number of files in each folder. You can also index documents and folders for easy search and retrieval. Additional features include email management, an audit log and the ability to annotate.
You can use Dropbox's user-friendly interface and cloud storage for your office's document management needs. The standard version provides you with 2TB of storage, which you can upgrade to unlimited storage. Dropbox integrates with Office 365. Additional business features include file backup, recovery, administrative tools and two-step authentication.
DynaFile's scan-to-cloud software uses metadata properties to index every document added to the system. You can store an unlimited number of documents and access them anytime from your web browser. DynaFile offers a completely configurable search method to find the documents you are looking for quickly and easily. The textual search area allows you to define how you classify and categorize documents, with as many indexing fields and types as you require. You can set access permissions for individual users or groups of users and apply them to specific types of documents.
DocXellent's ENSUR is a commercial off-the-shelf, web-based document control and quality management software system. Document version control, workflow, change controls, packaging specifications, standard operating procedures, nonconformance investigations, corrective and preventive actions, training, and other quality procedures are swiftly automated by ENSUR. The software's multilayered security model and comprehensive audit trail keep your documents in the hands of only the people with the proper rights to access them. The software is available as a cloud-based or on-premises solution.
Easy PDF provides users with a straightforward website that can turn a PDF into many different file formats. Word documents can also be turned into PDFs. The service also offers the ability to merge and compress PDFs if needed. The website says users have no limits on the PDF conversions.
Enadoc is a cloud-based document management system. Users can create libraries before capturing documents and then store the documents in the libraries. From there, you can locate documents by clicking on the tag that contains all the keywords assigned to the document, and give colleagues permission to access the documents they need.
Lucion's FileCenter Pro uses a familiar cabinet/drawer/folder design for organizing files. But FileCenter also provides an Explorer view for those who prefer a traditional Explorer layout. The system can store any kind of Windows file and is fully compatible with most cloud service providers.
FileHold can support as many users as needed. Its suite of features allows document scanning, capture, indexing, storage, search, versioning, and document workflow review and approval. It can be installed locally on your server or in the cloud. Integrated with Microsoft Office, FileHold works on your desktop, browser and mobile device.
eBridge is a cloud-based document management system. You can access all the information stored in your electronic filing cabinets via web browser. eBridge allows you to attach or import images from any scanner, office copier or multifunction printer. You can search with up to seven key fields, find documents from your mobile device and search text in PDFs. The system allows unlimited users, storage and retrievals. All data includes an audit trail and is encrypted when stored.
eDoc Organizer offers three types of solutions: a cloud edition, which allows secure access to documents from anywhere using any device; an on-premises edition, which allows you to store documents on your computers; and an enterprise edition, which provides secure access from anywhere while still being housed on your corporation's server. Features include optical character recognition, a comprehensive search engine, audit logs and version control. 
Canto's Flight is an on-premises or cloud-based digital asset management system that allows you to store, organize, track and repurpose your branded assets, such as photography, videos, rich graphics, 3D imagery, text documents and presentations. Users can create workflows to organize and deliver assets or access content from anywhere and any device.
FossLook is an electronic document management solution that can organize, secure and manage all your business's documents. Key features include an integrated mail server, customizable document types and folders, document collaboration, workflows, templates for printing documents, and a log of document history and statistics. The system also allows businesses to link documents together and provide specific employees access to certain files and documents.
Fujitsu's PaperStream Capture Pro is front-end capture software. It automates documents by offering seamless front-end capture, image enhancement, and organized, indexed and extracted data for release. The software, in combination with Fujitsu's Fi Series document scanners, automates processes that were once manual, including document separation, image cleanup, data extraction, indexing and validation. The solution is easy to set up, with no IT resources required. PaperStream Capture Pro is customizable and scalable. It's designed for any paper-intensive business, big or small. Fujitsu also offers PaperStream Server, a web-based document processing platform that enables organizations to scan, import, process, tag and introduce business-critical content into enterprise content management systems.
Google's suite of applications, including unlimited storage, is available for business and enterprise use. Along with using your business email through Gmail, video and voice conferencing, a shared calendar, and the rest of Google's ecosystem, you get an expanded version of Google Drive. Features include versioning, archiving and data loss prevention.
Square 9's Global Search is document management software for small and midsize businesses. With its modular design, the software offers flexibility in both pricing and configuration by allowing organizations to select only the tools needed for their specific business application. All documents are securely deposited in the archives you designate. You dictate permissions and determine who has access to your files and what they can do with them.
Greenbox serves as Discus Business Solutions' document management system. The platform helps companies keep their data secure and stored. The business, which is based in India, includes features like cloud storage, system and administrative authority measures, and search tools on Greenbox.
HyperOffice's document management system allows you to store, organize, search, collaborate and manage access to documents from any web-enabled PC or Mac. You can store documents online in a familiar structure, set permissions on who has access to which files, and share documents with colleagues and clients. Added features include version controls, full text searches and online data backup.
eQuorum's ImageSite is a single-source document management system. Installation is simple and typically completed in a few days. The ImageSite suite includes document management software tailored to your industry and unique business requirements. Using ImageSite: Business Management With Workflow and Lifecycle allows organizations to productively manage all files throughout their life cycles. This system also works well with large engineering files like CAD and scanned drawings.
Active Innovations' InfoRouter is on-premises, fully browser-based document management software. InfoRouter includes workflow, document routing, electronic forms, scanning, storage, archiving, indexing and records management modules under a single integrated software suite.
Lennox Hill's isoTracker enables businesses to take an automated approach to document management. This web-based system provides a central repository to store and organize documents. Integrated workflow tools are used to upload, review, approve, check out, modify and access documents from any location in a controlled way. Automatic email notifications ensure that tasks are communicated instantly, while integrated analytics and reports provide information on each document from the time it's created until it's superseded by the next version.
Konica Minolta's Enterprise Content Management system allows you to manage documents and control the auditing and access of data. Its automated workflow solutions can scan, process and index documents, allowing you to cut down on paper waste and boost efficiency. You can monitor certain tasks or documents and get alerts when things change.
Laserfiche Enterprise Content Management allows organizations to securely manage and share documents, videos, photos and other content. You can update documents, add document annotations, redact confidential information and change document metadata from a single interface. It includes the ability to add, view, and modify document metadata to index, search, and retrieve documents.
LogicalDOC can be hosted on your own server or in the cloud, and it can be installed on Windows, Linux and Mac OS X. It contains a web-based user interface that allows file sharing, setting security roles, and finding and auditing enterprise records. Features include full-text indexing, version controls, check-in and checkout functionality, retention policies, and incremental backups.
MaxxVault provides cloud-based and self-hosted electronic document management systems to companies of all sizes in more than 25 industries. The system can be scaled as needed, from just a few features for a single department to a full-blown, enterprise-wide installation. The system organizes documents based on index criteria and tracks each document's access and activity.
NetDocuments offers a suite of tools for document creation, organization and editing. You can organize documents across cabinets, tags, folders or workspaces. The cloud-based system also lets you conduct full-text enterprise searches, including search analysis, metadata, phrase and proximity searching.
Nuance's PaperPort Professional 14 is a complete solution for scanning, converting, organizing, assembling, and sharing documents and photos on a PC or on the go. The system's All-in-One Search uses optical character recognition technology to let you easily find scanned PDF documents, and even digital photos, anywhere on your local PC or network. The system includes the Nuance Cloud Connector, which adds connectivity to more than 20 online services. The software is compatible only with Windows computers.
OnBase by Hyland is a flexible document management system you can tailor to meet your business needs and grow with your organization over time. Apart from using it to store, secure and organize your documents, you can access documents anytime and from anywhere on the device of your choice, review and approve workflow processes online, and keep a full audit trail of your documents.
OpenKM allows businesses to control the production, storage, management and distribution of electronic documents. The system includes administration tools to keep detailed logs of activity, set automations, and define the roles of various users, their access control, user quotas and the level of document security. Some other features it includes are automatic cataloging, automatic metadata capture, optical character recognition, version control, tracking and barcode reading.
OpenText's enterprise content management systems are available on-premises, across mobile devices and in the cloud. OpenText's Content Suite is a set of enterprise content management technologies, including a platform that unites capture, document and records management. It also includes workflow, search and archiving tools; auto-classification; contract management; and engineering document management.
PSIGEN's PSIsafe (formerly Cabinet SAFE) is a completely paperless document management solution. The system is available as licensed software either installed on your server or hosted in PSIGEN's secure, private cloud. Both versions are configured with each installation, creating a tailored solution for all organizations. This document management system lets you access and use any document, anywhere, anytime. The software integrates directly with a wide variety of third-party programs, including accounting software, email clients and customer relationship management suites.
PaperTracer automates workflows by integrating paper and digital documents into a centralized database. The tracking and reporting capabilities simplify audit procedures to support management and regulatory compliance requirements. The system is available in two versions: PaperTracer Enterprise, which allows you to choose from customizable templates or create your unique integrated solution, and PaperTracer Express, which offers the most commonly needed templates that are the right size for small and midsize businesses.
Paperless is a simple electronic system that helps you convert your paper files into digital documents, and organizes all those digital documents and files in one library. Once you've scanned and imported your documents and files, Paperless allows you to input metadata to help you search for your files later. You can sort files into categories and subcategories, adding as many tags as you need to each file. Additional features include the ability to integrate your email program and send documents to employees and clients directly. Paperless is available for both Windows and Mac.
PinPoint is a cloud-based or self-hosted system that does not need any workstation installations and can be run from any PC (Windows 7 or higher), Mac, iPad, iPhone or tablet. The system files documents automatically, allows batch processing, and gives you the ability to search content and metadata to locate documents and files instantly. PinPoint also integrates with popular applications such as Dropbox, Salesforce, Google Drive, OneDrive, SharePoint and QuickBooks.
Imagetek's Radix is a secure, hosted document management software service that is accessible through a web browser. All your content is indexed and can be retrieved through an easy-to-use interface. You can also use your current internal databases and software.
The ShareDocs Enterpriser document management system lets you create, share, preserve, procure and manage official documents. The system is meant for all sizes of enterprises, geographically distributed companies and enterprises where critical information is locked away in physical documents. With the system, users can search with a word or phrase from the title of that document. Because it has a provision for hierarchy-specific access, people in every component of the organization can only access data permissible to their roles.
Speedy Organizer Enterprise is a complete digital document management system that operates on Windows and Windows Network Servers with up to 200 users. Speedy Organizer automatically applies filing rules to digital documents that already exist in a Windows file folder, as well as when they are being scanned in and created from paper originals. The software allows you to choose where your documents can be stored: on your local computer, on a server, on a network storage device or anywhere in the cloud, including Google Docs and Microsoft OneDrive.
Thru is a file-sharing and collaboration platform that allows enterprises to securely access, manage and share documents from web browsers, mobile devices and business applications, such as Microsoft Outlook, IBM Notes, Microsoft SharePoint and Salesforce. The platform is available as a cloud-based or on-premises solution. With Thru, companies can streamline large-scale business projects by categorizing files of any size based on project name within shared folders. You can prevent unauthorized deletions and changes with the system's access rights and permission controls.
Xerox's DocuShare is a cloud-based or self-hosted system that is available in various versions. Designed specifically for small businesses, DocuShare Express automatically indexes document content and properties for easy search and retrieval. With this system, employees can review the latest versions of materials 24/7 from a web browser in any location.
Optix's Workstation by Mindwrap is available for both Windows and Mac OS X. The system allows all users to scan, index, view, search and store documents. The system includes check-in and checkout tools, and processes workflow items.
Zoho Docs is an online document management system where you can store all your files securely in a centralized location and access them from anywhere on any device. You can upload, store, create, edit, share and view files such as documents, spreadsheets, presentations, pictures, music and videos. Tools such as shared folders, tasks and groups provide a collaborative environment for you and your team. You can also collaborate on documents in real time.
Alfresco Content Services's workflow automation and collaboration tools make it an effective document management system for working in teams.
FileHold can support as many users as needed. Its suite of features allows document scanning, capture, indexing, storage, search, versioning, and document workflow review and approval. It can be installed locally on your server or in the cloud. Integrated with Microsoft Office, FileHold works on your desktop, browser and mobile device.
Image Credit: AndreyPopov / Getty Images
Back to Top
Back to Top