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With so many different document management systems available, figuring out which is right for you is tough. You know you want to store, manage, and track your documents more efficiently, but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different document management tools in various businesses, with my picks of the best document management systems.

What Is A Document Management System?

Document management systems are digital systems that store, manage, and track electronic documents. They replace paper-based methods, organizing files in a central location for easy access and collaboration. These systems simplify finding, sharing, and securing documents, improving efficiency in managing information. They're helpful for businesses seeking order in their document handling, ensuring important files are easily retrievable and secure.

Overviews Of The 10 Best Document Management Systems

Here’s a brief description of each digital document management system to showcase what each tool does best. I’ve included screenshots to highlight the best features.

1

Guru

Best for searching any app, document or chat stream for answers

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
1289 reviews

30-day free trial + free plan available

From $10/user/month

Guru is an advanced search and knowledge management platform that's designed to help users find relevant information quickly. Their advanced AI-driven search feature can search all your apps, documents, and slack #channels for answers — either directly in Slack or via a Chrome extension — making it easier to find information fast.

Guru also offers knowledge management and collaboration tools that enable organizations to capture, store, and retrieve collective knowledge through a centralized, cloud-based platform. The platform is designed to support various teams within an organization, including customer support, sales, and marketing, by providing a single source of truth for all company-related knowledge.

The tool allows users to create knowledge cards that can contain text, images, and links to documents, which can be grouped into collections for better organization. Guru's verification process ensures that the documents and information remain current and accurate, with designated experts responsible for periodically reviewing the content. The platform's search functionality also enables users to quickly find the documents they need.

Guru also provides AI Suggest, a feature that uses artificial intelligence to proactively suggest relevant knowledge to users based on the context of their work. It surfaces information in real-time, helping to reduce the time spent searching for answers.

Guru offers native integrations with several third-party applications, including Slack, Microsoft Teams, Gmail, Outlook, Confluence, Salesforce, and Zendesk.

Pricing for Guru starts at $10/user/month. A 30-day free trial and a freemium plan are also available.

2

MediaValet

Best for its exceptional customer support

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
122 reviews

Free demo available

Custom pricing available upon request

MediaValet is a cloud-based digital asset management (DAM) system. It's designed to help businesses manage, organize, and share their digital assets including documents, images, videos, and more.

Keeping your documents organized is easy with the system's custom branded libraries. You can use keywords, categories, and advanced filtering to find what you're looking for quickly. A high level of security also keeps your digital assets protected. You can set custom permissions and have peace of mind with the software's SOC 2 compliance and data encryption.

What stands out about MediaValet is its dedicated customer support team. You'll have an onboarding specialist to help you get up and running quickly, and regular check-ins with the team to ensure your team is making the most of the solution.

Pricing and a free demo of the platform are available upon request.

3

SignNow

Best for efficient eSignature workflows

Free trial available

From $8/user/month

SignNow is an electronic signature platform that enables users to sign, send, and manage documents online. The tool provides capabilities for editing PDFs, creating document templates, and automating document workflows. Users can also create reusable templates for commonly used documents and send documents in bulk to multiple recipients.

SignNow allows for the collection of signatures from multiple parties and supports team collaboration with shared workspaces. It also provides a variety of features, including standard eSignature tools, customizable documents and templates, fillable fields, and options for team collaboration. Additionally, the tool emphasizes security and authentication, offering industry-leading compliance features. 

SignNow offers integrations with Salesforce, NetSuite, Oracle, Google Workspace, Microsoft 365, Dropbox, Microsoft Teams, 1Password, SharePoint, and Magento.

Pricing for SignNow starts from $8/user/month. A free trial is also available.

4

pdfFiller

Best for secure, all-in-one PDF management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
722 reviews

30-day free trial

$20/month

pdfFiller is an online document management service that enables users to edit, sign, and share PDF documents. The platform provides features such as a PDF editor for modifying text and images, a form builder for creating custom forms, and the ability to convert documents to and from PDF format. Users can also apply electronic signatures to documents, send documents out for others to sign, and collaborate on documents with team members.

pdfFiller provides a suite of tools and services that enhance the organization and management of documents. With a focus on security and privacy, pdfFiller ensures that documents are handled in a secure environment. The platform also supports workflow automation and API integration, allowing businesses to connect pdfFiller with other software systems and automate document-related processes.

pdfFiller integrates with several third-party applications, including Salesforce, SharePoint, Google Drive, Office 365, Dropbox, Evernote, Trello, and HubSpot.

Pricing for pdfFiller starts at $20/month. A 30-day free trial is also available.

5

DocuWare

Best document management system for workflow automations

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
221 reviews

30-day free trial + free demo

Pricing upon request

DocuWare is a comprehensive document management system designed to help businesses manage and organize their digital documents. This system allows for processes like scanning, archiving, filing, searching, and retrieving documents to be automated with ease. With the help of DocuWare, businesses can improve their document flow process and streamline operations. 

Using DocuWare as your document management system will bring plenty of benefits to your business. It can save time by reducing manual processes and make it easier for employees to collaborate on projects by quickly sharing documents with one another. It also helps keep confidential information secure with strong encryption protocols in place. Additionally, its versatile features allow you to access documents from any device connected to the internet without any compatibility issues.

DocuWare integrates with over 500 different applications across email, team portals, CRM, ERP, and HR systems, including Microsoft Dynamics, Sage, QuickBooks, and SAP.

DocuWare offers pricing upon request. They have a 30-day free trial and free demo to get you started. 

6

OpenText

Best for content lifecycle management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
14 reviews

Free demo available

Pricing upon request

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.

7

FileHold

Best DAM for enterprises

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
33 reviews

14-day free trial

From 15/user/month (annually), minimun 5 users

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.

8

Arena, a PTC Business

Best for complex electronics and medical device companies

Free demo available

Pricing upon request

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.

9

docEdge DMS

Best for feature-packed document management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.8
3 reviews

Free demo available

Pricing upon request

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.

10

Dokkio

Best for cross-platform document management

Free version available

From $9.99/user/month

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.

Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Compare Software

Other Online Document Management System Options

Here’s a few more tools that didn’t make the top list. These are still good options for the right company.

  1. Hyland Alfresco

    Best for enterprise content management

  2. PandaDoc

    Best for a simple, friendly interface

  3. OpenDocMan

    Best free document management system

  4. MasterControl

    Best for companies in regulated industries

  5. Microsoft SharePoint

    Best for Microsoft users

  6. Meridian

    Best for engineering teams

  7. Amazon WorkDocs

    Best for compliance requirements

  8. Filecamp

    Best for its wide range of sorting, filtering, and searching information

  9. Bynder

    Best for multimedia asset management

  10. Revver

    Best for combining document and business process management

  11. Wrike

    Best work management software with built-in document management functionality

  12. XaitPorter

    Best for collaborating on bids and proposals

  13. NetDocuments

    Best for email management

  14. SAP DMS

    Best document management system in SAP software ecosystem

  15. Consentia

    Best for managing legal documents

  16. Rubex by eFileCabinet

    Best for individuals and small businesses

  17. OpenKM

    Best open source document management system

  18. Document Locator

    Best for Windows users

  19. Content Central

    Best for fax integration

  20. DocStar ECM

    Best for accounts payable features

How I Picked The Best Document Management Systems

When choosing the best document management systems, I looked for tools that meet certain criteria.

User interface (UI)

Document management can get messy, which is probably why you want to move away from filing cabinets in the first place. The tool you choose should simplify your business processes as much as possible. The solutions on this list have clean UIs that make organizing documents a breeze.

Ease of Use

The tool you choose should be simple to set up, have features suitable for your industry, offer fast tech support, and have plenty of resources to help you hit the ground running.

Integrations

Your DMS software should integrate with the other tools you use. This could mean file storage platforms like Google Drive and Dropbox or file editing suits like Microsoft Office.

Pricing

The tools on this list come at various price points, but they are all worth it for the right type of business.

Document Management System: FAQ

Here are some commonly asked questions about document management tools.

What key features are in document management systems?

The majority of electronic DMS tools, even those built for specific use cases, will have some of the following features.

  1. Version control: When multiple people collaborate on a document, you end up with different versions of the same file. DMS tools help you manage these versions and ensure that people always work on and share the most up-to-date ones.
  2. Metadata management: Metadata is all the information associated with a file. It includes details such as the author, version, and document type. This data is used to help organize and search for files. The best DMS tools automatically gather metadata from each file in the system.
  3. Manual or automated archiving: Tools that use automated archiving grab files in relevant locations and add them to the system. For example, they can grab all attachments sent via specific email accounts.
  4. Audit trails: In some industries, files must go through approval processes to ensure the company is regulation compliant. Audit trails help by keeping track of who views and approves each file.
  5. Scalable cloud storage space: Cloud-based tools need enough space to store all your documents. You must be able to increase your storage as your needs grow. This isn’t a priority if you choose a self-hosted tool.

What are the benefits of a document management system?

Document management systems allow anyone in an organization to access the documents they need to work. And they ensure that all your documents are organized and easy to find, no matter how many people access them.

DMSs go beyond your typical file sharing and management services like Google Drive or DropBox by including advanced features such as granular permission settings.

document management system logos list

What's Next?

Let's go deeper into some documents we usually save in these systems. We have an interesting article on what to look for in contracts and scope documents. If you want something that will help you create documents instead, check out our 5 capacity planning report examples and a walkthrough guide for project status reports.

Related tool lists:

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By Ben Aston

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. I'm a Certified Scrum Master, PRINCE2 Practitioner and productivity nut!