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Best Document Management Software

by Andreas RiveraLast Modified: August 1, 2018

Best Picks
Intro
Pricing
Negotiation Tips
Reviews
Methodology
What Should I Expect from DMS Software?
Common Document Management Questions & Answers
Infographic
State of the Industry
Map
Services
Compare Quotes

Best Picks

Best DMS Overall
Best DMS for Small Business – FileHold Express
Best DMS for Mobile/Remote Employees
Best DMS for Workflow Automation
Best Digital Asset Management System
M-Files DMS - Document Management Software

Best Overall Document Management System – M-Files

M-Files DMS - Document Management Software

M-Files is a complete DMS with workflows to track any changes or further action required on specific documents. The system is easily accessible from any internet-connected device after an initial download of the software is complete. The system itself is easy to use and learn.

In addition to the core document management functions, M-Files offers scheduling and management tools that help keep your team on task and boost productivity. M-Files includes automatic backup and restore features in the event of corruption or file loss. Those files are stored both on your own server and off-site in the cloud. It's also compatible across both Windows and Mac, as well as iOS and Android mobile devices, making it a versatile solution.

FileHold Express

Best Document Management System for Small Business – FileHold Express

FileHold Express

FileHold features an intuitive interface with all of the necessary functions a small business needs to upload and organize large volumes of vital documents. Its single-payment price point and financing options make it a good value for small businesses with modest budgets.

The customizable interface allows you and your employees to change their dashboards however they like, feeding the most relevant and prioritized information to them immediately. Collaboration tools allow employees to work in tandem, allowing for smooth workflow and productivity. Versioning tools make it easy to audit projects or individual items.

eFileCabinet

Best Document Management System for Mobile/Remote Employees – eFileCabinet Online

eFileCabinet

eFileCabinet Online is a DMS system that's easy and convenient to access from anywhere with any internet-enabled device – without sacrificing security. The system is accessed through a web browser or through its iOS or Android app. The mobile app has the added feature of uploading physical documents with the camera phone.

This system incorporates a traditional cabinet/folder interface but utilizes optical character recognition to generate metatags for uploaded documents that allow for easy searching. Security is a priority for this mobile-heavy system, with transferred documents and database syncs that are encrypted. Secure Drawer is an added feature that allows the secure transfer of documents to third parties as an alternative to vulnerable email attachments.

DocuWare

Best Document Management System for Workflow Automation – Docuware

DocuWare

DocuWare offers nearly every feature you'll need to organize and manage dozens of different document types. The standout features include its automation capabilities that help you eliminate needless, day-to-day processes so your employees can focus on other matters.

The automation tools are completely programmable and suited for several different uses and departments, such as human resources, sales, marketing, and accounting. Along with productivity features, DocuWare integrates with several CRM and financial programs, making this a valuable solution for those previously mentioned departments.

Widen Collective

Best Digital Asset Management System – Widen Collective

Widen Collective

Widen Collective is digital asset management software that is intuitive and easy to use, with an interface similar to most operating systems' directories and drag-and-drop functionality. Widen Collective offers unlimited storage space, so you're not hampered when uploading several large assets.

Third-party integrations are essential with a digital asset manager and Widen Collective maintains many key integrations like WordPress, Dropbox, Salesforce, and Zapier. It also offers an open API, allowing your developers to build integrations to other software applications. This is important because it allows you to unify Widen Collective with any contacts or content you already maintain on your system and might need to work in concert with the software.

The Best Document Management Software for 2018

The shift from analog to digital technologies has impacted every facet of business. Nowhere is the transition to paperless more noteworthy than with the process of managing company documents and files. At their most basic level, document management systems (DMS) help you create and manage digital files in a central location, which are accessible to every member of your organization who requires access. The best systems help you scan and upload your existing paper documents to the digital system as well, truly bringing your company into the digital era.

These systems aren't just designed for digitizing files but also for streamlining the way your workflows operate. Some systems offer built-in collaboration tools to boost employee productivity, and nearly all come with security protocols that ensure your documentation is safe from hackers and other prying eyes. Depending on the size and technical capabilities of your business, DMS applications can be cloud-based or locally hosted, and almost all allow you to save your documents in the cloud for anytime, anywhere access.

Our list also includes asset management software and digital asset management software. These applications are similar to DMS platforms, as they are record-keeping and organization tools that track inventory, purchases, work orders, etc. for asset management and images, video, and other media for digital asset management.

Pricing

Pricing varies, depending on the hosting options you choose. Most cloud-based software is priced on a monthly or annual basis (according to the subscription model), while locally hosted options tend to be purchased and owned by your company outright. How much you pay, of course, depends both on the model and the specific service.

  • Cloud-based solutions range from $10 per month to $50 per month.
  • On-premises solutions range in cost from $30 to $800.

Most DMS applications offer either cloud-based service or local hosting; very few offer both. PinPoint is one of the few options available in both a SaaS version and as an outright purchase.

That means you'll have to decide early on which type of hosting suits your business best. Hosting locally is cheaper in the long run: It's a one-time cost, but it entails paying for all the hardware upfront and maintaining a team with the know-how to run it. On the other hand, cloud-based solutions are scalable, growing with your business.  If you have plans to expand in the near term, paying the subscription fee might be worth it.

Negotiation Tips

As the industry undergoes changes, DMS solutions are differentiating themselves from one another. The most basic ones serve as central storage and digitization software, while more complex programs allow for increased collaboration and task management among team members. What you're looking for precisely is up to you, but here are some questions to ask DMS vendors:

  • What operating systems support this software?
  • Is document imaging and digitization included?
  • Are there any collaboration tools, document workflow or project management elements?
  • Do you offer PDF conversion?
  • Do you offer version control?
  • How many users can access the database? At one time? 
  • What third-party software can the system integrate with?
  • What level of support can I expect to receive?

Closely review legal documents, including contracts, before signing, of course. Ensure the company will truly offer you everything you've discussed, and be sure to have an exit strategy. If the service you're considering won't allow you to cut ties without paying cancellation fees, it might be a red flag.

Reviews

Our Methodology

In assessing the best DMS platforms, we first examined the installation process to determine how challenging it is to install and then operate the software. Then we assessed the complexity of adding documents and manipulating existing documents already in the system.

The best DMS systems feature intuitive tools, streamlined workflows and easy-to-learn procedures that make the transition to a paperless office a quick and easy one. In addition, these programs are flexible and feature varied technical support options, making them a solid choice for all kinds of businesses.

Based on our research, below are the features you'll want to pay close attention to in order to find the best DMS system for your business.

Features: Regulatory Compliance Support Is Not Universally Available

Many businesses operating in regulated industries are required by law to track, maintain and audit business documents. Among the DMS applications on our list, slightly more than half provide a document control system that supports the Health Insurance Portability and Accountability Act (HIPAA), Sarbanes-Oxley, Good Manufacturing Practices required by the FDA, or ISO 9000/9001 regulatory compliance requirements.

This is a critical capability that many businesses cannot afford to do without. If your business is required to comply with certain regulations, you'll want to with the software manufacturer that this capability is included in the package you are considering.

Tools: Version Control Is Critical

Version control tools are critical to safeguarding and tracking editable documents within a DMS. They ensure that all new edits are properly saved and old versions are retained in the system.

These capabilities are especially important when multiple people in the office have editing access to the same file. In most DMS systems, version control limits editing access of a given file to a single person at a time, forcing other users into read-only status until editing is completed. In some systems, you can set a notification to alert specific users when a particular file is edited.

Integration: CRM and ERP Integration Are Uncommon

If your business utilizes a CRM application or an ERP database, limit your search to DMS solutions that integrate seamlessly with the programs you use daily. While you can use software that doesn't integrate with your CRM or ERP program, choosing compatible software allows you to access, edit, back up, and monitor digital files and documents created within your CRM or ERP program seamlessly, further increasing the efficiency of your office.

Another noteworthy fact is that most document control systems integrate with popular email clients, such as Microsoft Outlook, and business software suites like Microsoft Office.

What Should I Expect from DMS Software?

DMS solutions comprise tools to help you create and manage a paperless office. Rather than using multiple programs to handle the various stages of a paperless workflow, this software delivers all of the functionality you need in a single interface.

Most DMS applications include imaging tools that interface with your scanner to convert paper documents into digital files, enabling you to scan and import documents directly into a central document repository. Many software packages include customizable document-creation templates and associated tools that automatically format newly scanned files to match formatting standards for your office or that comply with industry standards.

In addition to scanning paper documents, many DMS applications let you import most types of digital documents: PDFs, word processing files, spreadsheets, image files and many other file formats. Once a document is imported into the system, it's stored in a data repository that can be made accessible to others in your office and, in many cases, individuals outside your office.

The best DMS packages give you the ability to grant access to individuals to specific documents in the repository as needed. Many software packages let you store your documents in the cloud, allowing individuals with permission access to any file from anywhere in the world using a web browser and an internet connection.

Common Document Management Software Questions & Answers

Have a document management software question of your own?

Hello Kara, In our company, we are using BIZixx project management system to handle our daily activities. It includes: 1) Clients Management 2) Team Management 3) Projects Management 4) Invoice Management 5) Task management 6) Reporting 7) Announcements 8) Configuration Management The good thing is you can try BIZixx for free.. If you like you can choose premium package otherwise you can continue with basic package. Check pricing here: http://members.bizixx.com/pricing.php

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Your to do list should comprise your most important things of the day at the top. Emails could be done before or after lunch and no more than thirty (30) minutes. Things that don't need your direct attention should be delegated to specific persons. Emergencies... should always be taken care of with personnel that can take over when the fire is out. Evernote, Wunderlist, & Asana are some helpers to make life easier and sync your day. Cheers, Jack Arnold Group, LLC

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Have everyone using Google Calendar and make the each persons dog walking schedule collaborative back to you, with everything else kept private. This is just about a standard now, and with any SMS alerts or email reminders you may wish to setup you can't go wrong. Procedure would be: - Add event in your master calendar, but choose their calendar within yours in terms of where it will show up as well. You will own the event, but seen on their ones as well.

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I'm going to echo Eric's suggestion of Office365 (O365). As it is Microsoft's worldwide shared SharePoint environment, it can provide the collaboration and document management up to an enterprise level. Beyond that, there are MANY 3rd party products that provide an almost dizzying array of capabilities. Depending on your specific needs for "job booking", there is likely something that can work for you. If not, you may want to look at also subscribing to MS's hosted CRM (also through the...

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Understanding Document Management Software Infographic

Understanding Document Management Software
Credit: Grant Reinero

State of the Industry

The document management industry is relatively large. Last year, industry revenue totaled $6 billion. Further, it's a growing industry, with a compound annual growth rate (CAGR) of 1.1 percent from 2012 through 2017. All told, there are 1,821 businesses in the document management space, which employ more than 58,000 people.

One particular sector experiencing rapid growth is in the medical field. Hospitals, doctors' offices and other elements of the healthcare ecosystem, like labs, are implementing electronic health record systems. In 2016, this segment made up $286.6 million of the DMS market. That number is expected to grow at a CAGR of 15.5 percent to $789.9 million by 2023.

The industry is also in consolidation mode. Possibly driven by competition from Google Drive, Dropbox and others, industry leaders are merging or acquiring one another. In 2016, OpenText acquired IBM's Documentum, both of which were early players in the industry. While consolidation continues, the industry remains relatively fragmented.

The product itself is evolving, changing to incorporate collaborative tools and project management elements. As this integration improves, DMS applications are becoming less a central archive for document storage and digitization (although they still are very much that) and more of a way to share and work on files with other members of the organization. Client portals are even being incorporated so your clients can access documents that are relevant to them, which can go a long way toward improving customer satisfaction.

Map

Ademero
4798 Florida Ave S
Lakeland, FL
Ademero
Alfresco
1825 S Grant Street
San Mateo, CA
Alfresco
AssetPoint
770 Pelham Road
Greenville, SC
AssetPoint
AssetWorks
998 Old Eagle School Road
Wayne, PA
AssetWorks
BMI Imaging
1115 E. Arques Ave.
Sunnyvale, CA
BMI Imaging
BlueDoc
24-26 Soseaua Nordului Tiriac Center
Sector 01,
BlueDoc
Bynder
24 Farnsworth Street
Boston, MA
Bynder
Canon imageWARE
1 Canon Park
Melville, NY
Canon imageWARE
Canopy
3401 North Thanksgiving Way
Lehi, UT
Canopy
Canto
116 New Montgomery
San Francisco, CA
Canto
ColumbiaSoft Document Locator
15495 S.W. Sequoia Parkway
Portland, OR
ColumbiaSoft Document Locator
Computhink Contentverse
151 E. 22nd St.
Lombard, IL
Computhink Contentverse
DocPoint
8161 Maple Lawn Blvd
Fulton, MD
DocPoint
DocuWare
4 Crotty Lane
New Windsor, NY
DocuWare
Dokmee
6100 Corporate Drive
Houston, TX
Dokmee
Epsillion Publisher
6060 Six Mile Road
Hazelton,
Epsillion Publisher
Extensis Portfolio Server
1008 Western Ave
Seattle, WA
Extensis Portfolio Server
FileCenter Pro
710 East Technology Ave
Orem, UT
FileCenter Pro
FileHold Express
4664 Lougheed Hwy
Burnaby, BC
FileHold Express
FileNet Content Manager
1 New Orchard Road
Armonk, NY
FileNet Content Manager
Filecamp
Waldheimstrasse 31
Filecamp
IFS
300 Park Boulevard
Itasca, IL
IFS
Infor
641 Avenue of the Americas
New York City, NY
Infor
LaserFiche
3545 Long Beach Blvd
Long Beach, CA
LaserFiche
Lexmark
740 W. New Circle Road
Lexington, KY
Lexmark
M-Files DMS - Document Management Software
6400 International Parkway
Plano, TX
M-Files DMS - Document Management Software
MediaValet
375 Water Street
Vancouver, BC
MediaValet
Mintek
333 Douglas Rd E
Oldsmar, FL
Mintek
Nuxeo
321 Billerica Road
Chelmsford, MA
Nuxeo
Nuxeo document management
134 N 4th St
Brooklyn, NY
Nuxeo document management
OnBase
28500 Clemens Road
Westlake, OH
OnBase
Picturepark
200 S Wacker Drive
Chicago, IL
Picturepark
PinPoint
Fullerichstrasse 34
Bern,
PinPoint
RazunaDenver, CO
Razuna
SAP
3999 West Chester Pike
Newtown Square, PA
SAP
Schneider Electric
70 Mechanic Street
Foxborough, MA
Schneider Electric
Seismic
12770 El Camino Real
San Diego, CA
Seismic
Speedy Organizer
10 Wailea Ekolu Place
Kihei, HI
Speedy Organizer
To-Increase
600 Cordwainer Drive
Norwell, MA
To-Increase
WebDAM
1730 S Amphlett Blvd
San Mateo, CA
WebDAM
Widen Collective
6911 Mangrove Lane
Madison, WI
Widen Collective
Xerox DocuShare
201 Merritt 7
Norwalk, CT
Xerox DocuShare
eFileCabinet
3300 N Ashton Blvd
Lehi, UT
eFileCabinet

Services

List of 51Best Document Management Software

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