10 Best Document Management Systems To Track & Store Docs [2023]

The OpenText Content Server is a DMS for the OpenText Enterprise Content Suite. It has all the features you’d expect from an enterprise DMS.

The software works with any type of document, ensuring you can use your existing file formats. And it has powerful management features that let you create workspaces for your organization, project, and even individuals. You can also add custom metadata to all your files.

The tool has deep Windows integration meaning you can move files between your desktop and Opentext straight from the Windows Explorer file tool. You can also work directly from tools like Microsoft Word, Excel, and Powerpoint.

The intelligent capture feature is an easy way to digitize paper documents. Take a photo of a document with the smartphone app, and the tool will create a paper version of the file and upload it to the server.

Contact OpenText for pricing information if you’re interested in the tool.

FileHold cloud (online) or on-premise (installed) is document management software for large organizations in industries that need complex information governance; for example, the manufacturing or healthcare industries. FileHold scales to support thousands of users and millions of documents. You can keep your intellectual property secure with 2FA and e-signature.

Key features include document scanning, version control, optical character recognition (OCR), and a document workflow solution. Project managers will have access to document proofing and approval solutions as well as records management archiving and disposition. Customize your account to include additional features like e-signatures, 'hot key' links to your DAM database, print-to-FileHold capabilities, and/or an anonymous access portal.

FileHold offers desktop MS Office integration.

FileHold offers customized pricing upon request. You can access a 14-day free trial before you commit.

Arena Solutions is a product lifecycle management and quality management system. Its document management software is part of this suite of products. It aims to help businesses deliver high-quality products while meeting industry regulations.

The main aim of the tool is to increase traceability to ensure that documents have gone through the correct procedures. It’s possible to create and automate approval workflows that prove this to regulators.

Teams can use the software to manage SOPs, track changes, access previous document versions, and enforce product processes. It also has collaboration features to help streamline your workflow.

The package comes as part of Arena Solution’s product suite. Contact the company for pricing.

docEdge is a capable DMS with plenty of features that let you monitor, manage, and control your business’s documents. docEdge has powerful organizational features where you can tag documents for easy categorization, meaning your people can always find exactly what they are looking for.

Version control is an important feature on any DMS and docEdge is no exception. The tool highlights previous versions of documents stored in the system to ensure that you and your team are always working from the correct file.

You may not want all your documents to be available to all employees. docEdge solves this issue with permissions features that allow you to give people access to the files they need.

There are three versions of docEdge suitable for businesses of various sizes. Contact the company via its website for pricing information.

Dokkio is an AI-driven document management software system. It stands out by helping you manage files in multiple locations. The tool manages documents uploaded to DropBox or Google Drive alongside those sent via Gmail or Slack. This provides full visibility into file versions across all the places where your team shares and stores documents.

At first, I thought this could get overwhelming. But Dokkio’s AI features tag, group, and organize your files. There’s also powerful search functionality that lets you find files wherever they are based.

The tool has a Chrome extension that helps you search and organize files while browsing the web. It means that if you’re writing an email in Gmail and you need to add a link to a file from Slack, you can do so from within the browser.

Dokkio has a free plan and a pro plan that is $9.99/user/month. Contact the company for information about enterprise pricing.

Alfresco is a document management system software that helps you maximize the value of enterprise content.

Why I picked Alfresco: I like the software’s seamless information governance and GDPR compliance as that opens it up to many more companies. They also have several deployment options, including on-cloud, on-premise, and hybrid. Finally, its acquisition by Hyland is a reassurance that this software is here to stay and get even better.

Alfresco Standout Features & Integrations

Features include document scanning and capture, insights and analytics using machine learning, smart folders, filters to improve search performance, automation, and information governance.

Integrations include Salesforce, Office, Microsoft 365, box, Google Docs, and Outlook. Additionally, you can use its open APIs to connect any software you need through custom integrations.

Alfresco Plans & Pricing

There are 3 plans and pricing is available upon request. You can access an online 14-day trial of its content services for free.

Amazon WorkDocs is a DMS built on the Amazon Web Service (AWS) cloud. The tool stands out due to its security. It protects your data and helps you meet compliance requirements, including GDPR for those based in Europe, PCI DSS for the financial industry, and many more.

I found the approval workflow feature useful. Setting up automated workflows makes it possible to route files to one or more users when you need their approval on a document. You can also track and manage the entire automation process.

The tool integrates with plenty of Amazon and non-Amazon tools. You can connect with Workspaces to provide employees with virtual desktops. Or you can use the SDK to have your developers connect with the software you already use. I also like that WorkDocs integrates with Windows File Explorer and Mac Finder. This lets you access your documents as you would with any other file on your computer.

Amazon WorkDocs costs $5/user/month and offers a 30-day free trial for up to 50 users.

Meridian is a DMS built with engineering in mind. It helps teams manage CAD files, drawings, technical documents, and designs. It works with files created by all CAD tools so you can benefit no matter how your teams create their designs.

A helpful feature is that the tool maintains the relationship between documents while still providing access to the latest versions. This ensures people always work on the correct files.

Where relevant, you can also share documents and files with contractors and suppliers. The tool creates a trail of who accesses each document which you can use during audit.

Meridian doesn’t publicize pricing, contact the company to find out more.

Microsoft SharePoint has a unique take on DMS that is based around intranet sites. Just create one from within the app and then add your team, project, or organization.

Once you’ve created a site and added your team, it’s easy to share and create multiple types of documents. You can then set permissions and collaborate with anyone you give access to. SharePoint also comes with robust versioning features, which means it’s easy to check a document’s history.

If you use other Microsoft products, SharePoint is easy to learn. You access the tool within Office 365, and its UI will be familiar to anyone who uses these products. It also has a vast app library that you can integrate with the software to add extra functionality. You can connect with both Microsoft products like Microsoft Flow and third-party products like DocuSign.

Microsoft Sharepoint costs from $5/user/month.

MasterControl’s documents module helps users manage all their files. It handles all types of documents no matter which software created them. This is useful for companies that work with a large variety of programs and file types.

The tool stands out due to its compliance features, which it says help users meet or exceed regulations by the FDA, ISO, and more. Automated routing is key to this. The tool’s escalation and approval features ensure the right people can access and approve the correct documents. If the document isn’t ready to be approved, users can add comments and feedback to help get it up to scratch.

As with other tools, you can collaborate on the documents. The software keeps all previous versions, while making sure the latest one is most visible.

Master Control’s document module comes as part of the overall quality management software suite: it’s not a stand alone product. Contact the company for pricing information.