Organizations often face challenges related to inefficiencies and security issues when managing documents using traditional or outdated digital platforms. However, to tackle these issues, a strategic solution involves the implementation of document management system software. Furthermore, it addresses resistance to change through user-friendly interfaces and comprehensive training to ensure a seamless transition. So, in this article, we’ll thoroughly discuss the top 10 document manager software and the best among them.
What is Document Management Software?
Document Management Software (DMS) provides a digital platform transforming how organizations manage, structure, and use their documents. Besides, it establishes a centralized repository for electronic documents to provide an organized method for storing, retrieving, and collaborating on documents. Moreover, a key advantage is its ability to heighten organizational efficiency by reducing the time spent searching for documents and streamlining workflows.
In addition, version control functionalities guarantee that teams are consistently working on the most recent document version to uphold accuracy. DMS empowers organizations to outline user permissions and limit access to sensitive information by emphasizing access control and security measures. Plus, collaboration tools embedded in DMS facilitate real-time collaboration, including editing, commenting, and document sharing.
Besides, it supports compliance with regulatory standards to ensure accountability and transparency. Documentation management software is available in various types, ranging from self-hosted solutions installed locally on an organization’s servers. Ultimately, DMS plays a pivotal role in the evolution of document workflows and ensures the security and availability of valuable information.
Key Features of Document Management Software
As companies grow, they deal with a lot of digital and paper documentation, and it becomes challenging to keep everything organized and secure. Document management system software helps organize and manage all these documents smoothly. Now, let’s discuss the key features that make it a helpful tool for businesses in the following section:
- Document Storage: It saves your files in a central vault for storage and sharing in the future. This process ensures that important information is instantly available when needed.
- Security and Control: The software prevents unauthorized access and controls your document version. Some software limits access based on IP addresses for authorized viewing and modifications.
- Classification: Organizations can upload numerous documents efficiently in one go. In addition to that, it systematically organizes files with proper indexing and classification for quick retrieval later using key files.
- File Synchronization: This key feature syncs online files with stored document copies, which is essential for keeping your team updated with the latest documents. Additionally, it allows users to generate detailed reports on a document’s lifecycle, including name, date, and time.
- White-Labeling: Users can customize their company’s branding by configuring its color, theme, and logo with the document manager software. Also, it effectively represents your brand’s appearance and professionalism.
10 Document Management System Software Comparison
In a time where information is central to success, the choice of the right DMS holds great importance for optimizing workflows. Each documentation management software possesses unique features and potential challenges. Let’s explore a detailed comparison of the top 10 software to aid you in identifying the most fitting solution for your business requirements.
| DMS | Best For | Standout Feature | Pricing |
| Docuo | AI-assisted Document Management, Collaboration | Document EditingCo-Authoring FeatureDocumentation Writing with AICode with AI | Free: 14-day free trial Pro: $33 per month |
| Fluix | Inspection, Project Management | AnticipationIntegration With Business Intelligence | Fluix Core: $30 per month |
| Laserfiche | Business Procedure, Document Management | Integrated Automated ProcessesPre-Existing Templates | Contact Sales Team |
| Revver | Search Capabilities for an Organization | Collaborative Features Effective Administration | Contact Sales Team |
| Box | Secure Collaboration | File storageDocument Management | Box Business: $24 per month Box Business Plus: $39 per month Box Enterprise: $54 per month |
| DocuWare | Digital Document Management | Intelligent IndexingData Synchronization | Contact Sales Team |
| FileHold | Electronic Document Management | FileHold CalendarVirtual Folders | Contact Sales Team |
| Google Drive | Secure and easy access to your content | Built-In Protection Against SpamAI-Assisted Collaboration | Business Starter: $6 per month Business Standard: $12 per month Business Plus: $18 per month |
| ONLYOFFICE | Seamless collaboration | AI Helper to Generate TextEdit Documents | DocSpace Business Cloud: $15 per admin/month DocSpace Enterprise: $6550 per server/Lifetime |
| DocuPhase | Intelligent automation solutions | AI-driven InsightsAP Automation | Contact Sales Team |
Top 10 Document Management Software to Look Out
Picking the right Document Management Software can make a big difference in this competitive market. In addition, it helps a lot with getting work done faster and keeping important information safe. Their functionalities collectively contribute to managing and organizing the documents. So, we’ve searched and enlisted the top 10 document managers with exceptional qualities to meet various business requirements.
1. Docuo
Docuo serves as the best document management software that lets organizations build their knowledge base with AI technology. So, users can create an online repository for their goods and services through this innovative tool. With the assistance of AI, it improves the writing of your documents by automatically fixing spelling and apt grammar. Plus, it senses your brand message and customizes the phrases or sentences by shortening the length or making longer sentences.
Additionally, you can reach a global audience by translating your documents into the native language of the global audience with its multilingual support. Subsequently, businesses can supercharge their team’s capabilities by eliminating fragmented workflows and combining tasks.
Key Features
- Additionally, its innovative document editor helps you intuitively embed images, videos, and codes into your professional documents.
- Besides, businesses can create centralized documents for all their products and control their versions, track changes, and maintain history with this innovative tool.
- Also, the co-authoring feature of the software enables seamless collaboration through which you can get team reviews and conflict tips and assign user roles.
Pros
- Docuo makes use of personalized domains to link your brand to an exclusive and easily recognizable web location.
- Furthermore, it boosts brand recognition and trust by displaying a unified and branded online image on your software platform.
- You can gain advantages from pre-built, attractive user interface design to cut down on time and effort with a friendly experience.
- The software is optimized for search engines to increase the chance of your platform achieving higher rankings in search results.
Pricing Plans
- Free Plan: 14-day free trial
- Pro: $33 per month.
2. Fluix
Fluix assists companies in gathering reliable data and digitizing document work processes. The software automates routine tasks and saves labor hours by starting up workflow management. Moreover, it enhances productivity and offers support to help global businesses stay competitive and paper-free. So, its compliance management ensures data quality for project submissions to prevent file loss or customer issues.
Key Features
- The documentation management software anticipates safety hazards to ensure workplace safety by conducting inspections that predict and address potential risks.
- Moreover, it reduces compliance risks by staying prepared for audits and preventing non-compliance issues for a seamless operation.
- Fluix integration with business intelligence leaders empowers you to create interactive reports and gather analytics to optimize business processes.
Pros
- Users can utilize its easy markup tools to highlight, write notes, and add bookmarks to their documents with its friendly interface.
- In addition, collecting and summarizing data from various contracts happens instantly, without extra administrative costs.
Con
- The software is only available on the App Store, Play Store, and online.
Pricing Plans
- Fluix Core: $30 per month.
3. Laserfiche
Laserfiche upgrades your business procedures and lets you create straightforward automated workflows without needing to code. It speeds up your digital transformation by handling time-consuming tasks quickly. Moreover, this user-friendly automation software allows any team member to modernize document management. Also, users can use its simple interfaces and automation tools to connect old systems and handle large tasks while keeping data accurate.
Key Features
- It efficiently sends documents to relevant parties and advances approvals within your automated system.
- Additionally, this software quickly realizes returns by using pre-existing templates that solve problems for other Laserfiche users.
- With integrated automated processes into your document management system, it secures document routing within the Laserfiche Platform.
Pros
- This documentation management software centralizes and protects files for collaboration and quick information retrieval for your teams.
- Also, you can use both standard and personalized analytics reports for valuable insights for strategic decision-making.
Con
- Users may encounter technical issues, such as software glitches or compatibility problems, which require prompt resolution.
Pricing Plans
- Contact the Sales Team
4. Revver
Revver is a top-notch platform that transforms and automates document-related tasks. So, it makes work more efficient and supports best practices. Moreover, this document manager software ensures compliance and governance and addresses tasks that were previously overlooked. Furthermore, with Revver, teams experience improved efficiency, enhanced security, and more time to focus on tasks that help grow their businesses.
Key Features
- It manages files with a user-friendly web interface, diverse file type support, and robust search capabilities for seamless organization.
- You can enhance collaboration through features like file following, sharing, and change tracking/audit logs for transparent and efficient teamwork.
- Other than that, the documentation management software ensures effective administration with user and role management and policies.
Pros
- Organizations can eliminate the repetitive processes involved in their document-centric work to save more time and boost revenue.
- Plus, the simple layout makes it easy for easy access and allows you to update files to each client’s file cabinet.
Con
- No advance notice for expiring passwords and resets is only possible on the website, not on the desktop.
Pricing Plans
- Contact the Sales Team
5. Box
Box is a versatile cloud-based platform that offers seamless file sharing and collaboration. Accessible from any device, it prioritizes security with encryption through two-factor authentication. Moreover, it is user-friendly for all with an intuitive interface. Besides, this document management tool can scale with business growth and integrates with applications like Microsoft Office and Google Drive.
Key Features
- It allows you to share files with team members, clients, and partners for collaboration and communication.
- Also, the tool enables users to locate files by name, content, or date to streamline information retrieval for the organization.
- Box automates file sharing and notification and reduces manual workload for productive processes.
Pros
- The document manager software protects your cloud content with end-to-end data security for enhanced peace of mind.
- In addition to that, you can connect your content using the extensive network of over 1,500 integrations for enhanced functionality.
Con
- There have been slow response reports regarding Box’s customer support team.
Pricing Plans
- Box Business: $24 per month
- Box Business Plus: $39 per month
- Box Enterprise: $54 per month
6. DocuWare
DocuWare streamlines document management and workflow automation in the cloud to enhance digitization and security for business documents. So, this software can boost productivity and profitability by removing inefficiencies. Additionally, it allows teams to focus on essential tasks, which is particularly beneficial for distributed or remote teams. The software also ensures optimal functionality and productivity by solving pressing organizational challenges.
Key Features
- Intelligent indexing streamlines document organization to ensure efficient and accurate categorization for enhanced accessibility.
- Moreover, the data synchronization feature synchronizes data seamlessly across platforms with real-time consistency and accuracy.
- Workflow Management automates processes for seamless coordination and enhanced efficiency in day-to-day operations.
Pros
- DocuWare’s precise labeling allows easy access to documents through metadata and full-text search.
- The document management system software’s on-ramps, coupled with intelligent indexing, streamline document import.
Con
- High pricing may pose a challenge for budget-conscious users seeking more affordable solutions.
Pricing Plans
- Contact the Sales Team
7. FileHold
FileHold offers document management with instant search capabilities for efficient retrieval of information. This document management software ensures secure, controlled access to documents to promote confidentiality. Moreover, it facilitates document workflows for review and approval processes for enhanced collaboration. Subsequently, users can access their documents anytime to promote flexibility and productivity, making it an accessible solution for effective document management.
Key Features
- FileHold calendar increases task efficiency to manage daily tasks and achieve document management goals more proficiently.
- Version control prevents document overwriting or deletion with check-in/check-out features and maintains all versions securely within the software.
- Plus, virtual folders create personalized views by combining documents to facilitate organized access to varied documents stored across the library.
Pros
- You can access FileHold globally through multiple web browsers and full functionality, including system and library administration.
- Additionally, the integration with Microsoft Office provides direct access from FileHold to Word, Excel, Outlook, PowerPoint, and Visio.
Con
- FileHold lacks certain advanced features in document management for specific organizational needs.
Pricing Plans
- Contact the Sales Team
8. Google Drive
Google Drive functions as a proficient document management software, smoothly integrating with diverse Google Workspace applications. Users can store, share, and collaborate on documents in real-time to encourage teamwork and accessibility. Moreover, its cloud-based structure guarantees data availability on various devices. Besides, this software has attributes such as version control and powerful search functionality that contribute to effective organization.
Key Features
- Drive ensures secure file access with encryption as shared files undergo proactive scanning for malware, spam, or ransomware.
- The tool’s version control efficiently prevents confusion and errors by tracking and organizing changes made during collaboration.
- Furthermore, it integrates Google’s search capabilities for speed and reliability with features like search chips for efficient file retrieval.
Pros
- Google Drive stands out as a versatile platform to streamline document storage and enhance collaborative workflows.
- In addition, it efficiently locates documents with powerful search features for quick and easy retrieval to save time for users.
Con
- Offline access and functionality are restricted compared to fully desktop-based document management software.
Pricing Plans
- Business Starter: $6 per month
- Business Standard: $12 per month
- Business Plus: $18 per month
9. ONLYOFFICE
ONLYOFFICE is an all-in-one document management solution that enhances productivity by integrating project management and CRM features. It promotes seamless teamwork through real-time editing and ensures efficient document workflows. Also, the platform’s versatility allows access from any location. The software builds fillable forms that establish it as a dependable solution for a variety of organizational requirements.
Key Features
- This document management system software allows you to view and edit documents, sheets, and slides within a single platform for enhanced productivity.
- Other than that, it reads PDFs and facilitates easy export or import to or from PDFs for versatile document handling.
- You can utilize AI helper to generate texts to improve content creation with intelligent assistance for enhanced efficiency and quality.
Pros
- The tool has an easy-to-use design that offers a seamless experience for users with varying technical backgrounds.
- Also, it exhibits strong compatibility with Microsoft formats, offering a lightweight and stable solution across multiple systems.
Con
- Users experience a learning curve due to the platform’s complex functionalities and features.
Pricing Plans
- DocSpace Business Cloud: $15 per admin/month
- DocSpace Enterprise: $6550 per server/Lifetime
10. DocuPhase
DocuPhase is a powerful document management software equipped with advanced functionalities. The AR automation optimizes accounts receivable procedures for heightened efficiency and precision. Plus, the software stands out in capturing invoices and effortlessly extracting and structuring vital data. Its financial document management features elevate document workflows across the organization. In short, this is a powerful solution for businesses aiming to enhance financial management.
Key Features
- It streamlines and automates accounts payable processes for accuracy and overall financial management within organizations.
- Additionally, the software utilizes AI to provide valuable insights to facilitate data-driven decisions- for improved organizational performance.
- You can synchronize vendor, invoice, and payment data between DocuPhase and your chosen ERP to get the required results.
Pros
- DocuPhase streamlines tasks with automated workflows to reduce paperwork and email reliance.
- It easily locates document images and minimizes inter-departmental inquiries for information retrieval.
Con
- Global search requires improvement for better and more responsive performance.
Pricing Plans
- Contact the Sales Team
Best Document Management Software for Collaboration
Docuo distinguishes itself as the premier document management system software to enhance collaboration. It provides a comprehensive range of features that facilitate teamwork and information exchange within the organizational setting. Furthermore, its user-friendly interface empowers users to engage in real-time editing sessions to offer document feedback or access shared files.
In addition, version control ensures that the team consistently works with the latest document version and minimizes confusion. Moreover, the platform prioritizes security with secure access controls and permission settings to create a controlled environment for collaboration. Finally, it has become an optimal choice for organizations that are aiming to elevate teamwork in their document management workflows.
