10 Best Document Control Software Shortlist
Here’s my shortlist of the best document control software:
Get free help from our project management software advisors to find your match.
Managing your team's documents can be a real headache. From version control issues to compliance requirements, it's easy to feel overwhelmed. Document control software offers a way to keep everything organized and accessible.
As someone who's spent years testing and reviewing software, I understand the need for tools that genuinely make your life easier. Here are my top picks for document control software—I’ve personally tested and reviewed each one, and each addresses common challenges project managers face.
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Compare Specs Side-by-Side
This chart summarizes pricing details for my top document control software selections to help you compare them side-by-side.
Tool | Best For | Trial Info | Price | ||
---|---|---|---|---|---|
1 | ComplianceQuest ComplianceQuest is great for managing compliance, quality, and safety processes in regulated industries. | Best for regulatory compliance | Free demo available | Pricing upon request | Website |
2 | DocuWare DocuWare offers secure cloud-based document storage and workflow management. | Best for cloud document storage | 30-day free trial + free demo | Pricing upon request | Website |
3 | M-Files M-Files provides AI features to help businesses organize, manage, and secure documents efficiently. | Best for AI-driven document organization | 30-day free trial | Pricing upon request | Website |
4 | PSC Software ACE PSC Software ACE helps improve compliance and quality management for companies that need a scalable solution. | Best for scalability | Free demo available | Pricing upon request | Website |
5 | ETQ Reliance ETQ Reliance supports quality management and compliance for large enterprises. | Best for enterprise quality management | Free demo available | Pricing upon request | Website |
6 | SimplerQMS SimplerQMS improves regulatory compliance for organizations in the life sciences industry. | Best for the life sciences sector | Free demo available | From $1,150/month | Website |
7 | Paradigm 3 Paradigm 3 supports quality management in your documents and processes. | Best for document quality management | Free demo available | Pricing upon request | Website |
8 | Microsoft SharePoint Microsoft SharePoint helps you manage documents and encourage your team to collaborate better. | Best for Microsoft integrations | 30-day free trial | From $5/user/month | Website |
9 | QT9 QMS QT9 QMS helps mid-sized businesses manage quality assurance and regulatory compliance. | Best for mid-sized businesses | 30-day free trial | Pricing upon request | Website |
10 | Orcanos Orcanos improves compliance and quality management for heavily regulated industries like the medical device industry. | Best for those in the medical device industry | Free demo available | Pricing upon request | Website |
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Smartsheet
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Document Control Software Reviews
Below are detailed summaries of the best document control software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases for each tool to help you find the right one.
ComplianceQuest is a cloud-based quality management and compliance software designed for regulated industries. It helps businesses manage compliance, quality, and safety processes through its comprehensive document control systems.
Why I picked ComplianceQuest: It's particularly effective for industries that require strict adherence to regulatory standards. The tool’s document control capabilities (e.g. audit management and risk assessment) help your organization meet industry regulations. The tool also offers user-friendly dashboards that provide clear insights into compliance status.
Standout Features & Integrations
Features include audit management, which helps you track and manage changes to documents efficiently. The tool’s reporting features also provide comprehensive insights into compliance activities.
Integrations include Salesforce, SAP, Oracle, QuickBooks, NetSuite, Microsoft Office, Box, Docusign, Dropbox, and Google Workspace.
Pros and cons
Pros:
- User-friendly dashboards with extensive reporting capabilities
- Detailed audit management features
- Strong focus on regulatory compliance
Cons:
- Requires internet for full functionality
- Learning curve for new users
DocuWare is a cloud-based document management solution designed for businesses who want to improve their document storage and accessibility. It serves industries that need secure and efficient document workflows.
Why I picked DocuWare: This tool excels in providing cloud storage and making sure your documents are secure and easily accessible from anywhere. It offers features like mobile access and automatic document indexing, which align with its focus on cloud document storage. It also provides workflow automation capabilities, which helps make document handling smoother for your team.
Standout Features & Integrations
Features include automatic document indexing, which helps you quickly find what you need. Document version control capabilities help you keep track of changes, so you always have the latest information. The tool also offers mobile access so you can manage documents on the go.
Integrations include Microsoft Office, Microsoft Outlook, SAP, Docusign, QuickBooks, Salesforce, Sage, Google Workspace, Dropbox, and Microsoft OneDrive.
Pros and cons
Pros:
- Automatic indexing saves time
- Strong document security features
- Cloud access from any location
Cons:
- Limited offline functionality
- Complex setup process
M-Files is a document management system designed for businesses that are looking for AI solutions to improve their document organization. It helps companies manage, organize, and secure their documents.
Why I picked M-Files: It's ideal for businesses in need of intelligent document organization. M-Files uses AI to classify and organize documents, improving searchability and accessibility. The tool's metadata-driven approach makes sure that your documents are always in the right context. Additionally, its ability to connect to existing data repositories makes it a flexible choice for diverse business environments.
Standout Features & Integrations
Features include version control that allows your team to track document changes easily. The audit trail feature provides a detailed history of document actions, which improves accountability. Also, M-Files offers permission management features so you can make sure only authorized personnel can access sensitive information.
Integrations include Microsoft Office, Salesforce, Microsoft SharePoint, Dynamics 365, Google Workspace, SAP, Oracle, QuickBooks, Dropbox, and Docusign.
Pros and cons
Pros:
- Strong permissions management
- Connects to existing data repositories
- AI-driven document organization
Cons:
- Relies heavily on metadata
- Requires initial setup expertise
PSC Software ACE is a quality management system that is best for companies that require a scalable document control solution and that are looking to improve compliance and manage their quality processes effectively.
Why I picked PSC Software ACE: It's particularly beneficial for companies that need a scalable solution to manage their quality processes. PSC Software ACE provides scalable document control, so you can expand your operations without compromising on quality management. The tool includes features like electronic signatures and audit trails, which are crucial for compliance, and its scalability makes it an excellent choice for growing businesses.
Standout Features & Integrations
Features include electronic signatures that ensure document authenticity and compliance. Audit trails provide a detailed history of document changes, which helps your team maintain accountability. The system also offers customizable dashboards that you can tailor to your specific needs.
Integrations include Microsoft Office, Microsoft SharePoint, Salesforce, Oracle, SAP, Box, Dropbox, Google Drive, Docusign, and Adobe Acrobat.
Pros and cons
Pros:
- Scalable to growing business requirements
- Detailed audit trail features
- Effective electronic signature capabilities
Cons:
- Limited offline functionality
- May need customization for specific needs
ETQ Reliance is a quality management system designed for large enterprises that want to improve their document control and compliance processes. It helps maintain high-quality standards across various business functions.
Why I picked ETQ Reliance: It's perfect for enterprises that need to maintain high quality standards and control over their documents. The tool provides powerful compliance management features that help your team meet regulatory requirements. Its robust document control capabilities keep all documents accurate and up-to-date. The system's scalability makes it ideal for large organizations with evolving needs.
Standout Features & Integrations
Features include capabilities for creating, distributing, and archiving documents and setting up workflows to manage these stages and any controlled changes. The tool also includes advanced analytics that provide insights into your quality processes.
Integrations include SAP, Oracle, Microsoft Dynamics, Salesforce, Microsoft SharePoint, Box, Dropbox, Google Drive, Docusign, and Adobe Acrobat.
Pros and cons
Pros:
- Advanced analytics for quality insights
- Scalable for large organizations
- Comprehensive compliance management features
Cons:
- Limited offline functionality
- Initial onboarding can be complex
SimplerQMS is a cloud-based quality management system designed for the life sciences industry. It helps organizations improve their document control process in order to meet regulatory and industry standards.
Why I picked SimplerQMS: It caters specifically to life sciences companies and provides features that make it easier to comply with regulatory requirements. The tool offers electronic document control and training management. It also includes automated workflows to help keep your team on top of quality processes. Additionally, its document revision control capabilities help you maintain compliance with industry regulations.
Standout Features & Integrations
Features include automated workflows, which help you maintain consistent processes. Document revision control capabilities also allow you to track changes and stay compliant. The system also offers training management so your team can stay updated on necessary regulations and procedures.
Integrations include Microsoft Office 365, Microsoft Teams, Microsoft SharePoint, Microsoft OneDrive, Excel, Word, PowerPoint, Outlook, Box, and Adobe Acrobat.
Pros and cons
Pros:
- Comprehensive training management
- Strong document revision control
- Tailored for life sciences industry
Cons:
- Steep learning curve for new users
- Limited offline access
Paradigm 3 is a document management system designed to improve quality management for businesses in a variety of industries. It helps maintain compliance and ensure quality standards through efficient document control.
Why I picked Paradigm 3: It excels in quality management and offers tools to help your team maintain high standards. The software includes features like audit trails and compliance tracking, which are essential for quality assurance. Document control capabilities make sure all your documents are up-to-date and compliant with industry regulations. Its focus on quality management makes it a strong choice for organizations that need to prioritize regulatory adherence.
Standout Features & Integrations
Features include audit trails that allow you to track changes and maintain accountability. Compliance tracking helps you make sure your documents align with industry standards. The system also offers customizable reporting.
Integrations include Microsoft Office, Microsoft SharePoint, SAP, Oracle, Salesforce, QuickBooks, Dropbox, Google Drive, Docusign, and Adobe Acrobat.
Pros and cons
Pros:
- Customizable reporting features
- Effective compliance tracking
- Detailed audit trail capabilities
Cons:
- May need customization for your specific needs
- Requires ongoing maintenance
Microsoft SharePoint is a document management and collaboration tool primarily used by businesses already using Microsoft products. It helps with document storage, organization, and team collaboration.
Why I picked Microsoft SharePoint: It's particularly useful for teams already using Microsoft Office applications. SharePoint integrates with other Microsoft tools like Word, Excel, and Outlook, so it’s a natural choice if you're in a Microsoft-centric environment. Its ability to facilitate collaboration through shared workspaces and document libraries sets it apart. It also offers customizable workflows that cater to various business needs.
Standout Features & Integrations
Features include shared document libraries, version history tracking, and customizable user permissions. These allow you to control who accesses what and keep your documents both shared and secure. The tool also offers search functionalities that simplify the process of finding specific documents or information.
Integrations include Microsoft Teams, OneDrive, Outlook, Power BI, Dynamics 365, Planner, Power Apps, Azure, and Power Automate.
Pros and cons
Pros:
- Comprehensive search capabilities
- Strong version control features
- Integrates with the Microsoft Office suite
Cons:
- Relies heavily on the Microsoft ecosystem
- Steep learning curve for new users
QT9 QMS is a quality management system designed for mid-sized businesses that want to have better document control and compliance processes. It helps companies manage quality assurance and comply with regulations and industry standards.
Why I picked QT9 QMS: It's tailored for mid-sized businesses that need a reliable quality management solution. QT9 QMS provides document control features that help your team maintain compliance with industry standards. The automated workflows make sure your processes are efficient and consistent.
Standout Features & Integrations
Features include automated notifications that keep your team informed of important document updates, as well as customizable reporting and insights into your quality management processes.
Integrations include Salesforce, QuickBooks, Microsoft Office, Microsoft Outlook, Microsoft SharePoint, Dropbox, Google Drive, Box, Docusign, and Adobe Acrobat.
Pros and cons
Pros:
- Detailed customizable reporting
- Scalable for business growth
- Tailored for mid-sized businesses
Cons:
- Limited offline capabilities
- Learning curve for new users
Orcanos is a cloud-based quality management system that is tailored for regulated industries like the medical device industry. It helps companies control documents, adhere to regulations, and manage compliance and quality processes efficiently.
Why I picked Orcanos: Orcanos is specifically designed for the medical device sector, and it integrates QMS with ALM to meet industry standards. It features risk management aligned with ISO 14971, which is crucial for maintaining compliance. The tool supports electronic records and signatures per 21 CFR Part 11 to help ensure regulatory compliance and its customizable workflows help improve operational efficiency.
Standout Features & Integrations
Features include batch release for multiple documents, automation for document routing and training tasks, and change control capabilities. The tool also offers automated compliance processes that help you adhere to industry standards.
Integrations include Microsoft Office, Jira, SAP, Salesforce, Oracle, Siemens Polarion, Intland codebeamer, IBM Rational DOORS, and PTC Integrity.
Pros and cons
Pros:
- Aligns with ISO 14971 standards
- Supports electronic records and esignatures
- Tailored for medical device industry
Cons:
- Requires internet for full functionality
- May require industry-specific knowledge
Other Document Control Software
Here are some additional document control software options that didn’t make it onto my shortlist, but which are still worth checking out:
- Interfacing Enterprise Process Center
For document process automation
- DocTract
For policy management
- Confluence
For knowledge management
- Dropbox
For easy file sharing
- iManage
For legal document control
- Conga
For contract life cycle management
- MasterControl
For FDA compliance
- DocXellent
For secure document storage
- Bitrix24
For team collaboration tools
- Templafy
For brand consistency
- SuperOps
For IT service management
- Intelex
For environmental compliance
- PandaDoc
For sales document automation
Document Control Software Selection Criteria
When selecting the best document control software to include in this list, I considered common buyer needs and pain points like maintaining regulatory compliance and document version control. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Document storage
- Version control
- Access permissions
- Audit trails
- Compliance tracking
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Automated workflows
- Integration capabilities
- Mobile access
- Customizable templates
- Electronic signatures
Usability (10% of total score)
To get a sense of the usability of each system, I looked for:
- Intuitive interface
- Easy navigation
- Minimal learning curve
- Customization options
- Aesthetic design
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered:
- Availability of training videos
- Interactive product tours
- Use of templates
- Webinars and chatbots
- Comprehensive user guides
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Response time
- Availability of live chat
- Helpdesk and ticketing system
- Quality of support resources
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered:
- Competitive pricing
- Features offered per pricing tier
- Scalability of plans
- Transparent pricing structure
- Discounts for annual billing
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I looked for the following in customer reviews:
- Overall satisfaction rating
- Commonly mentioned strengths & weaknesses
- Reported ease of implementation
- Feedback on customer support quality
How to Choose Document Control Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you look for the right software tool, here’s a checklist of factors to keep in mind:
Factor | What to Consider |
---|---|
Scalability | Make sure the software can grow with your business. Look for solutions that can handle increasing document volumes and users without sacrificing performance. |
Integrations | Check whether the software integrates with the tools your team already uses, like Microsoft Office or Salesforce. This minimizes disruptions and improves your workflow’s efficiency. |
Customizability | Choose software that lets you tailor features to fit your specific business needs. Customizable dashboards and workflows allow you to make the software more relevant to your team. |
Ease of Use | Opt for solutions with intuitive interfaces that require minimal training. This helps your team adapt quickly and reduces implementation time. |
Budget | Evaluate pricing plans to make sure they align with your budget. Consider additional costs such as training or support, and look for software that offers transparent pricing. |
Security Safeguards | Security is crucial for document control. Look for features like encryption, access controls, and audit trails that can help protect sensitive information. |
Compliance | If your industry has specific regulations, make sure the software supports compliance with those standards. This can prevent costly violations and improve your credibility as a business. |
Support Services | Consider the availability and quality of customer support. Reliable support can assist with troubleshooting issues and ensure a smooth user experience. |
Trends in Document Control Software
In my research, I sourced countless product updates, press releases, and release logs from different document control software vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-driven insights: More vendors are incorporating AI features that can provide insights into document usage patterns and optimize workflows. This helps businesses make data-driven decisions and improve efficiency. M-Files, for example, uses AI to help classify and organize documents.
- Enhanced security features: As data breaches become a major concern, document control software tools are focusing on advanced security measures. Features like encryption, multi-factor authentication, and detailed audit trails are becoming standard to help protect sensitive information.
- Cloud-based accessibility: Cloud technology is making document control more flexible by allowing users to access documents from anywhere. This trend supports remote work and collaboration across dispersed teams, and helps make sure everyone stays connected and productive.
- User-centric design: There's a growing emphasis on user-friendly interfaces that reduce a tool’s learning curve. Vendors are investing in UI/UX improvements to make document management more intuitive and accessible for all users, regardless of their tech skills.
- Regulatory compliance tools: As regulations become more stringent, document control software is adding built-in compliance tools. These tools help businesses adhere to industry-specific standards and reduce the risk of non-compliance and related penalties.
What Is Document Control Software?
Document control software is a tool used to manage, store, and track documents electronically. These tools are generally used by professionals in regulated industries like healthcare, manufacturing, and legal, where maintaining accurate records is crucial.
Version control, access permissions, and audit trails help with compliance, security, and efficiency. These tools help save time, reduce errors, and make sure that the right people have access to the right documents.
Features of Document Control Software
When selecting document control software, keep an eye out for the following key features:
- Version control: Tracks changes to documents, so everyone is working with the most current version.
- Access permissions: Manages who can view or edit documents, which improves security and confidentiality.
- Audit trails: Provides a history of document actions, which helps with compliance and accountability.
- Automated workflows: Improves document-related tasks, which reduces manual effort and speeds up processes.
- Compliance tracking: Makes sure documents meet industry regulations, minimizing the risk of non-compliance penalties.
- Customizable templates: Allows users to create consistent documents quickly and save time on formatting.
- Electronic signatures: Facilitates the approval process by allowing secure, digital signing of documents.
- Cloud-based access: Lets users access documents from anywhere, which supports remote work and collaboration.
- Search functionality: Quickly locates documents using keywords in order to improve efficiency and save time.
- Reporting tools: Provides insights into document usage and compliance, which helps businesses make informed decisions.
Benefits of Document Control Software
Implementing document control software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved compliance: Helps your team adhere to industry regulations with features like compliance tracking and audit trails.
- Enhanced security: Keeps documents secure with access permissions and electronic signatures.
- Increased efficiency: Automates workflows and document management tasks in order to save time and reduce manual effort.
- Better collaboration: Cloud-based access allows team members to work together from anywhere, which encourages teamwork.
- Accurate record-keeping: Version control makes sure everyone is using the most up-to-date documents and reduces errors.
- Quick retrieval: Search functionality makes finding documents fast and easy, which improves productivity.
- Informed decision-making: Reporting tools provide valuable insights into document use and compliance, which helps with strategic planning.
Costs and Pricing of Document Control Software
The table below summarizes common plans for document control software, their average prices, and typical features included in document control software solutions:
Plan Type | Average Price | Common Features |
---|---|---|
Free Plan | $0/user/month | Basic document storage, limited version control, and basic search capabilities. |
Personal Plan | $5-$25/user/month | Document storage, version control, basic access permissions, and basic compliance tracking. |
Business Plan | $25-$50/user/month | Advanced document storage, version control, comprehensive access permissions, audit trails, and reporting tools. |
Enterprise Plan | $50-$100/user/month | Scalable document management, strong security features, full compliance tracking, customizable workflows, and integration options. |
Document Control Software FAQs
Here are some answers to common questions about document control software:
Which software is best for document control?
Choosing the best software depends on your needs. Some popular options include M-Files for automatic file organization and Fluix for offline capabilities in fieldwork. Consider your team’s specific requirements, like automation and user interface, when making your decision.
What are the basic factors of document control?
Key factors include a centralized document repository, version control, and access permissions. These elements make sure documents are current and available only to authorized users. Audit trails and collaboration tools also help maintain compliance and efficiency.
What should a document control checklist include?
Your checklist should cover document creation, revision, and distribution. Include procedures for managing changes and reviewing documents to keep everything accurate. Don’t forget about document retention and disposal for comprehensive control.
What does a document control system allow for?
It allows you to control access to documents and make sure only authorized people can view or edit them. This reduces the risk of information leaks. Proper permissions help maintain security and compliance with industry standards.
How does automation improve document control?
Automation streamlines repetitive tasks like document routing and approvals. It reduces manual errors and speeds up processes, so your team can focus on more important work. Many systems, like DocuPhase, offer automation features for improved workflow.
How do you keep documents compliant?
Use tools that offer compliance tracking and audit trails. These features help you monitor document changes and adhere to industry regulations. Regular audits and updates to your document control processes also support compliance efforts.
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