The Best Document Management Systems Shortlist
Here’s the best electronic document management systems.
Our one-on-one guidance will help you find the perfect fit.
Document management systems help you organize your business’s files in a way that goes far beyond tools like DropBox or Google Drive. They help you manage documents, collaborate on work, and meet compliance obligations.
Many types of businesses benefit from these tools. They’re especially useful for remote teams, those with strict compliance requirements, and companies that want to go paperless.
This article will highlight some of the best document management systems currently available. I’ve included options suitable for a wide variety of businesses and industries.
What Is A Document Management System?
A document management system is software with features that help businesses manage digital documents. They typically enable businesses to share, collaborate, and organize multiple file types.
These tools are often cloud-based. This means people can access the files they need anywhere with an internet connection. Document management system examples include Microsoft SharePoint, Amazon WorkDocs, and Dokkio.
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.
MediaValet
Best for its exceptional customer support
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.
Wrike
Best work management software with built-in document management functionality
Wrike is a work management software that also functions as a collaborative document and media management solution. It’s designed to facilitate managing tasks user-friendly dashboard can be pinned with important to-do’s and all associated documents are stored in one place, making it easy to review and edit them.
The management dashboard enables users to organize workflows and manage documents with a widget builder. The main dashboard makes this easy by enabling users to make a hierarchy of tasks and subtasks to place documents under and allow other team members to access them. Users are also provided with a real-time workspace to streamline document and file management to keep discussions organized and prevent mismanagement.
The software allows users to predict when projects are at risk of falling behind with smart notifications and automation to get work with documents back on track. Users can create documents within the software, attach them from a device, or link to other office tools such as Google Drive or DropBox. And native storage capacity on the cloud ensures you're able to manage document storage from anywhere.
Revver
Best for combining document and business process management
Revver is a cloud-based document and work process management software. It can be used to store, organize, and collaborate on documents and incorporate them into workflows and business processes. The software can also be used for workflow mapping and automation, helping to streamline processes like contract and lifecycle management.
You can use the software's folder templates to create a comprehensive, consistent file structure across all your documents. Files of various formats like PDFs, image files, and documents can be stored in the system, which can use metadata to group files together automatically.
Teams can collaborate on various documents by commenting and leaving feedback. Approval flows can be established and a record of document activity is stored to keep track of changes and updates. If you'd like to combine your business process management together with your file management, it can be a good option for your needs.
Revver offers pricing upon request.
PandaDoc
Best for a simple, friendly interface
PandaDoc is a document management software known for being user-friendly and straightforward, yet robust in its feature set. The packed template library helps you quickly draft contracts, proposals, forms, and more. You can also build your own custom templates for consistent formats and structures.
To ensure the right people have access to the right documents, permissions and roles can be set in the platform. It also has workflow automation tools that help you speed up your document development processes. You can create approval workflows with both internal and external stakeholders, and e-signature is available in the platform for both desktop and mobile devices. Relevant team members are then notified on your document's progress with automated status updates.
The software also boasts real-time collaboration tools, like dedicated workspaces and inline commenting. For teams that work together to craft proposals, presentations, marketing and sales collateral, and company documents, this is a handy feature set.
Integrations include HubSpot, Salesforce, Pipedrive, Zoho, Copper, monday.com, Omniscient, PayPal, Stripe, Square, QuickBooks, Slack, Zoom, Microsoft Teams, Canva, and more. The software’s open API and Zapier can be used to configure additional integrations.
Paid plans start from $35 per user per month, and a free 14-day trial is available.
DocuWare
Best document management system for workflow automations
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.
OpenText
Best for content lifecycle management
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
Best DAM for enterprises
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, a PTC Business
Best for complex electronics and medical device companies
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 DMS
Best for feature-packed document management
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
Best for cross-platform document management
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.
Need expert help selecting the right tool?
We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!
The Best Document Management Systems Comparison Chart
Here is a table where you can compare the tools we just covered in the overviews.
Tool | Free Option | Price | ||
---|---|---|---|---|
1 | MediaValet Best for its exceptional customer support | Free demo available | Custom pricing available upon request | Visit Website |
2 | Wrike Best work management software with built-in document management functionality | Free plan available | From $9.80/user/month | Visit Website |
3 | Revver Best for combining document and business process management | Free demo available | Pricing upon request | Visit Website |
4 | PandaDoc Best for a simple, friendly interface | 14-day free trial | From $35/user/month | Visit Website |
5 | DocuWare Best document management system for workflow automations | 30-day free trial + free demo | Pricing upon request | Visit Website |
6 | OpenText Best for content lifecycle management | Free demo available | Pricing upon request | Visit Website |
7 | FileHold Best DAM for enterprises | 14-day free trial | From 15/user/month (annually), minimun 5 users | Visit Website |
8 | Arena, a PTC Business Best for complex electronics and medical device companies | Free demo available | Pricing upon request | Visit Website |
9 | docEdge DMS Best for feature-packed document management | Free demo available | Pricing upon request | Visit Website |
10 | Dokkio Best for cross-platform document management | Free version available | From $9.99/user/month | Visit Website |
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.
- OpenDocMan
Best free document management system
- Meridian
Best for engineering teams
- Microsoft SharePoint
Best for Microsoft users
- MasterControl
Best for companies in regulated industries
- Amazon WorkDocs
Best for compliance requirements
- Hyland Alfresco
Best for enterprise content management
- Filecamp
Best for its wide range of sorting, filtering, and searching information
- Bynder
Best for multimedia asset management
- XaitPorter
Best for collaborating on bids and proposals
- NetDocuments
Best for email management
- Content Central
Best for fax integration
- DocStar ECM
Best for accounts payable features
- Consentia
Best for managing legal documents
- Document Locator
Best for Windows users
- Rubex by eFileCabinet
Best for individuals and small businesses
- OpenKM
Best open source document management system
- SAP DMS
Best document management system in SAP software ecosystem
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.
- 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.
- 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.
- 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.
- 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.
- 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.

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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