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10 Best Document Management Systems To Track & Store Docs [2022]

The Best Document Management Systems

Here’s the best electronic document management systems.

  1. FileHold

    Best DAM for enterprises

  2. OpenText

    Best for content lifecycle management

  3. Arena Solutions

    Best for complex electronics and medical device companies

  4. Dokkio

    Best for cross-platform document management

  5. docEdge DMS

    Best for feature-packed document management

  6. OpenDocMan

    Best free document management system

  7. MasterControl

    Best for companies in regulated industries

  8. Amazon WorkDocs

    Best for compliance requirements

  9. Microsoft SharePoint

    Best for Microsoft users

  10. Hyland Alfresco

    Best for enterprise content management

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.

Document Management System Software Comparison Criteria

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

  1. Clean 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.
  2. Are easy to 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.
  3. Integrate with other tools: 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.
  4. Offer value for money: The tools on this list come at various price points, but they are all worth it for the right type of business.

Electronic Document Management System Key Features

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.
document management system logos list

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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

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.

14 days free trial

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

2

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.

Pricing upon request

3

Arena Solutions

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.

Pricing upon request

4

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.

From $9.99/user/month

5

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.

Pricing upon request

6

OpenDocMan

Best free document management system

OpenDocMan is free, open-source document management software. It has features that are equivalent to paid tools, including granular file permissions, support for multiple file types, and change tracking.

The tool goes beyond these necessities. You can set up automated document review workflows with email notifications. There’s also powerful search functionality which makes finding documents a breeze.

The tool is free, which makes it a good option if you need a self-hosted on-premises DMS. There is also a cloud-based version that costs $79/month for unlimited users and 500GB of storage.

From $79/month for unlimited users and 500GB of storage

7

MasterControl

Best for companies in regulated industries

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.

Pricing upon request

8

Amazon WorkDocs

Best for compliance requirements

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.

30 days free trial

From $5/user/month

9

Microsoft SharePoint

Best for Microsoft users

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.

30-day free trial

From $5/user/month

10

Hyland Alfresco

Best for enterprise content management

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.

14 days free trial

Pricing available upon request

Need expert help selecting the right Document Management Software?

We’ve joined up with the software comparison platform Crozdesk.com to assist you in finding the right software. Crozdesk’s Document Management Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business's needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.

It only takes a minute to submit your requirements and they will give you a quick call at no cost or commitment. Based on your needs you’ll receive customized software shortlists listing the best-fitting solutions from their team of software advisors (via phone or email). They can even connect you with your selected vendor choices along with community negotiated discounts. To get started, please complete the form below:

The 10 Best Document Management Systems Summary

Tool Free Option Price
1
FileHold

Best DAM for enterprises

14 days free trial

From 15/user/month (annually), minimun 5 users Visit Website
2
OpenText

Best for content lifecycle management

Not available

Pricing upon request Visit Website
3
Arena Solutions

Best for complex electronics and medical device companies

Not available

Pricing upon request Visit Website
4
Dokkio

Best for cross-platform document management

Not available

From $9.99/user/month Visit Website
5
docEdge DMS

Best for feature-packed document management

Not available

Pricing upon request Visit Website
6
OpenDocMan

Best free document management system

Not available

From $79/month for unlimited users and 500GB of storage Visit Website
7
MasterControl

Best for companies in regulated industries

Not available

Pricing upon request Visit Website
8
Amazon WorkDocs

Best for compliance requirements

30 days free trial

From $5/user/month Visit Website
9
Microsoft SharePoint

Best for Microsoft users

30-day free trial

From $5/user/month Visit Website
10
Hyland Alfresco

Best for enterprise content management

14 days free trial

Pricing available upon request 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.

  1. eFileCabinet – Best for individuals and small businesses
  2. NetDocuments – Best for email management
  3. DocStar ECM – Best for accounts payable features
  4. FileHold – Best for digitizing paper documents
  5. Consentia – Best for managing legal documents
  6. Document Locator – Best for Windows users
  7. Content Central – Best for fax integration
  8. XaitPorter – Best for collaborating on bids and proposals
  9. OpenKM – Best open source document management system
  10. SAP DMS – Best document management system in SAP software ecosystem

Document Management System: FAQ

Here are some commonly asked questions about document management tools.

What is a document management system?

A document management system is a 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.

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 Do You Think About Cloud-Based Document Management Systems?

Document control and document storage can be done online and in the cloud. It’s time to ditch the paper documents and leap into the digital age.

So tell me: What do you look for in a document management solution? Have you tried any of these content management systems? Let me know in the comments.

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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 15 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.

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2 Comments

  • Thanks Duncan For Listing Our Company product docEDGE DMS. And the article is really informative.

    Reply

  • Great one!!! We are very happy to have access to your website. We have got to learn a lot by reading your articles. The Best Document Management Software ​in this blog was really helpful for me. Which the team of ibusinessmotivation.com appreciates you and your team. Thank you.

    Reply

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