Best Document Management Software

by Sammi CaramelaLast Modified: January 2, 2019

Business.com / Software

Best Picks

Pricing

Negotiation Tips

Reviews

Methodology

What Should I Expect from DMS Software?

Common Document Management Questions & Answers

What to Expect

Map

Services

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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

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.

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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.

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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.

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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.

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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.

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The Best Document Management Software for 2019

In an increasingly digital world, going paperless is a logical step thanks to document management systems (DMS), which allows you to store files and documents online. Investing in the right DMS for your company will allow any member of your business, so long as you grant them access, the chance to review your organization’s data from any place, at any time. The best systems also help you scan and upload your existing paper documents to the digital system as well, bringing your company into the digital era through a seamless process.

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.

This page features our picks for the best examples of these Document Management Software use cases: Best Document Management System Software Overall, Best Small Business Document Management System, Best Mobile Document Management System for Remote Employees, Best Document Management System for Workflow Automation, and Best Digital Asset Management System.

Editor's note: Looking for document management software for your business? Fill out the questionnaire below to have our vendor partners contact you about your needs.

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

Here are all our reviews of document management software providers. These reviews cover small business and enterprise document management, enterprise content management, and digital asset management software.

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?

Ask an Expert

What's the best multi-client project, task and document management software?

Responses

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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How can I get organized?

Responses

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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How can I best keep track of my team's diaries/weekly planner?

Responses

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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Is there an all-in-one file sharing software to review, amend & collaborate with clients?

Responses

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

What to Expect in 2019

The document management industry is relatively large. Last year, industry revenue totaled $5 billion, down from $6 billion in 2017. While there was a compound annual growth rate (CAGR) of 1.1 percent from 2012 through 2017, from 2013 through 2018, there was CAGR of 0.1 percent. All told, there are 1,738 businesses in the document management space, which employ nearly 59,000 people.

There are many new document management software trends that are predicted to take over in 2019. For instance, cloud computing, which allows users to access documents from any location and at any time, is crucial today. This also encourages better mobile-friendly software and seamless social integration.

Another growing trend is client portals, which allow customers or patients to sign into their accounts via your website for their information. For instance, most doctors use portals to post personal medical records, lab test results, diagnosis, current medications, etc. That way, the patient can log in and review their health data, send questions to their provider and even request medication refills.

Map

Ademero

4798 Florida Ave S

Lakeland, FL

Alfresco

1825 S Grant Street

San Mateo, CA

AssetPoint

770 Pelham Road

Greenville, SC

AssetWorks

998 Old Eagle School Road

Wayne, PA

BMI Imaging

1115 E. Arques Ave.

Sunnyvale, CA

BlueDoc

24-26 Soseaua Nordului Tiriac Center

Sector 01,

Bynder

24 Farnsworth Street

Boston, MA

Canon imageWARE

1 Canon Park

Melville, NY

Canopy

3401 North Thanksgiving Way

Lehi, UT

Canto

116 New Montgomery

San Francisco, CA

ColumbiaSoft Document Locator

15495 S.W. Sequoia Parkway

Portland, OR

Computhink Contentverse

151 E. 22nd St.

Lombard, IL

DocPoint

8161 Maple Lawn Blvd

Fulton, MD

DocuWare

4 Crotty Lane

New Windsor, NY

Dokmee

6100 Corporate Drive

Houston, TX

Epsillion Publisher

6060 Six Mile Road

Hazelton,

Extensis Portfolio Server

1008 Western Ave

Seattle, WA

FileCenter Pro

710 East Technology Ave

Orem, UT

FileHold Express

4664 Lougheed Hwy

Burnaby, BC

FileNet Content Manager

1 New Orchard Road

Armonk, NY

Filecamp

Waldheimstrasse 31

IBM Maximo Asset ManagementArmonk, NY

IFS

300 Park Boulevard

Itasca, IL

Infor

641 Avenue of the Americas

New York City, NY

IntelliChief FL

LaserFiche

3545 Long Beach Blvd

Long Beach, CA

Lexmark

740 W. New Circle Road

Lexington, KY

M-Files DMS - Document Management Software

6400 International Parkway

Plano, TX

MediaValet

375 Water Street

Vancouver, BC

Transcendent

333 Douglas Rd E

Oldsmar, FL

Nuxeo

321 Billerica Road

Chelmsford, MA

Nuxeo document management

134 N 4th St

Brooklyn, NY

OnBase

28500 Clemens Road

Westlake, OH

Oracle - Document Management SoftwareRedwood City, CA

PaperPort Pro - Document Management Software

1 Wayside Road

Burlington, MA

PaperPort Pro - Document Management Software

Picturepark

200 S Wacker Drive

Chicago, IL

PinPoint

Fullerichstrasse 34

Bern,

RazunaDenver, CO

Schneider Electric

70 Mechanic Street

Foxborough, MA

Seismic

12770 El Camino Real

San Diego, CA

Speedy Organizer

10 Wailea Ekolu Place

Kihei, HI

To-Increase

600 Cordwainer Drive

Norwell, MA

WebDAM

1730 S Amphlett Blvd

San Mateo, CA

Widen Collective

6911 Mangrove Lane

Madison, WI

Xerox DocuShare

201 Merritt 7

Norwalk, CT

eFileCabinet

3300 N Ashton Blvd

Lehi, UT

Easy PDFToronota,

Services

List of 51Best Document Management Software

Ademero

https://www.ademero.com

Ademero's Content Central helps you manage and store documents. See how this document management software compares to others in our review.

Alfresco

https://www.alfresco.com

Find, edit, share and store your corporation's files with Alfresco. Read our review of this enterprise document management solution and see how it compares to others.

AssetPoint

http://www.assetpoint.com

AssetPoint helps companies in several different industries manage their physical assets.

AssetWorks

http://www.assetworks.com

AssetWorks is a complete asset management solution for public infrastructure management.

BMI Imaging

https://bmiimaging.com

A leader in document management solutions, BMI Imaging converts approximately 3 million images per month.

BlueDoc

http://www.blueproject.ro

BlueDoc is an affordable document management system with tracking tools, version control and easy-to-use workflows.

Bynder

https://www.bynder.com

Bynder is web-based digital asset management software with an intuitive interface and powerful search function.

Canon imageWARE

http://www.imageware.com

Canon imageWare is a document management and workflow management platform that allows your office to scan, categorize and store several different document types. Read more here.

Canopy

https://www.canopytax.com

Canopy's document management software gives users unlimited storage in a user-friendly design.

Canto

https://www.canto.com

Canto offers two types of digital asset management software for businesses, including a server-based and cloud-based system.

ColumbiaSoft Document Locator

https://www.documentlocator.com

Document Locator by ColumbiaSoft comes in an on-premise version or cloud version. The application is built into Windows Explorer for a familiar and easy to use interface.

Computhink Contentverse

https://computhink.com

Computhink's Contentverse is a content management system with plenty of features to help you organize and collaborate with your documents, both in the office and on the go.

DocPoint

http://www.docpoint.biz

DocPoint helps you organize your paperless office. It supports multiple languages, making it a worthwhile DMS for international companies.

DocuWare

https://start.docuware.com

DocuWare features a cloud-based document management solution that helps you cut costs and go paperless. DocuWare's indexing features automatically ensure all document types are filed away in the right place.

Dokmee

https://www.dokmee.com

Dokmee's document management software can help you keep track of contracts, receipts and other important files. Read our review of Dokmee Professional here.

Epsillion Publisher

https://www.epsillion.com

Epsillion takes the stress out of formatting and can save businesses time spent formatting documents. A user can write word documents or create excel charts and Epsillion Publisher formats the data. By integrating with these programs, necessary updates don't require manual data changes -- the program takes care of that for the user.

Extensis Portfolio Server

https://www.extensis.com

Extensis Portfolio Server is digital asset management software that is server-based and focuses on collaboration.

FileCenter Pro

http://www.amazon.com

FileCenter Pro is simple document management software to help you track files, but it's lacking features.

FileHold Express

https://www.filehold.com

FileHold Express is a document management software application designed for small businesses. It provides essential features SMBs need to digitize documents and to organize large volumes of digital documents.

FileNet Content Manager

http://www-03.ibm.com

IBM FileNet Content Manager offers management and integration tools to control your company's files and content.

Filecamp

http://filecamp.com

Filecamp is digital asset management software that can help you store, tag with metadata, share, and find assets quickly and easily.

Huddle

https://www.huddle.com

Huddle is an enterprise content management system that lets you collaborate with team members and share documents easily.

IBM Maximo Asset Management

http://www-03.ibm.com

The IBM Maximo Asset Management solution tracks and manages assets in real time.

IFS

http://www.ifsworld.com

The IFS improves the life cycle and ROI of your company's physical assets.

Infor

http://www.infor.com

Infor EAM is a facilities management software that lets companies manage physical assets using customizable solutions.

IntelliChief

https://www.intellichief.com

An intuitive document management software, IntelliChief allows employees to access documents from different locations and different networks.

KeepSolid Sign

https://sign.keepsolid.com

KeepSolid Sign is an eSignature application that allows for businesses to send out contracts and other documents to get them signed electronically. This limits the amount of physical paperwork needed for a workplace.

LaserFiche

https://www.laserfiche.com

Laserfiche is an enterprise content management solution with features and capabilities to enhance your company's workflow.

Lexmark

http://www.lexmark.com

Do you need to increase your company's efficiency and productivity? Read more about Lexmark Enterprise Software and how it can help your business.

M-Files DMS - Document Management Software

https://www.m-files.com

M-Files rises above the DMS competition with its ease of use and ability to organize, edit, distribute and track your company's electronic documents.

MediaValet

http://www.mediavalet.com

MediaValet is digital asset management software that includes several helpful software integrations out of the box.

Transcendent

https://transcendent.ai

Transcendent is available in multiple languages for international operations and provides companies with asset management services.

Nuxeo

https://www.nuxeo.com

Manage your content and your digital assets as well with Nuxeo's enterprise CMS.

Nuxeo document management

https://www.nuxeo.com

Nuxeo aims to manage and save documents in "durable" formats, which are intended to last decades even with potential changes to technology and alterations to content management systems.

Office1

https://www.office1.com

Office1 aims to maximize document storage and optimize document management to save money. The interface is simple and relatively easy for users to understand how to store manage different documents.

OnBase

https://www.onbase.com

Manage your company's documents and workflow processes with OnBase, and enterprise content management software with advanced capabilities.

Oracle - Document Management Software

https://www.oracle.com

Oracle's Documaker integrates with other modules for a complete asset management solution.

PaperPort Pro - Document Management Software

https://www.nuance.com

PaperPort Pro helps you organize your digital files, manage office workflow and comply with regulatory record-keeping rules.

Picturepark

https://picturepark.com

Picturepark is digital asset management software that lets you choose between an on-premises solution or software as a service.

PinPoint

http://www.lsspdocs.com

PinPoint is a feature-rich solution you can run from your server or the cloud on PCs, Macs or mobile devices.

Razuna

http://razuna.org

Razuna is digital asset management software that lets you integrate it with other programs your company uses often.

Schneider Electric

http://software.schneider-electric.com

Schneider Electric's Avantis uses a high-tech preventative maintenance function to keep your assets available and working.

Seismic

https://seismic.com

Seismic's enterprise CMS can manage content between your sales and marketing teams.

Speedy Organizer

http://www.amazon.com

Speedy Organizer allows you to upload and track your business files using a small but robust toolbar, but it doesn't have OCR capabilities. Read more here.

To-Increase

https://www.to-increase.com

To-Increase combines with Microsoft Dynamics to provide automated preventative maintenance for assets. Learn more about this EAM solution and its features here.

WebDAM

http://www.webdam.com

WebDAM is digital asset management software that stores files and helps you find what you need with quick searches. Read more about this software here.

Widen Collective

http://www.widen.com

Widen Collective is digital asset management software that gives your company the freedom and scalability of cloud storage.

Xerox DocuShare

http://docushare.xerox.com

Easily manage all of your files and share content quickly with DocuShare. Read more about this enterprise CMS from Xerox and how it may benefit your company.

eFileCabinet

http://www.efilecabinet.com

eFileCabinet offers robust document management, cloud backup, version control and a huge template library. Compare it to other apps we reviewed here.

Discus Business Solutions

https://discus.solutions

Greenbox serves as the company's document management system. The platform helps companies keep their data secure and stored.

Easy PDF

https://easypdf.com

Easy PDF provides users with a straightforward website that can turn a PDF into many different file formats. Word documents can also be turned into PDFs.

Best Document Management Software

by Sammi CaramelaLast Modified: January 2, 2019

Best Picks

Best Overall Document Management System – M-Files

Best Document Management System for Small Business – FileHold Express

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

Best Document Management System for Workflow Automation – Docuware

Best Digital Asset Management System – Widen Collective

The Best Document Management Software for 2019

Pricing

Negotiation Tips

Reviews

Ademero Review

Alfresco Review

DocuWare Review

Dokmee Review

eFileCabinet Review

FileHold Express Review

M-Files Review

PaperPort Pro - Document Management Software Review

PinPoint Review

Widen Collective Review

DocuShare Review

Our Methodology

Features: Regulatory Compliance Support Is Not Universally Available

Tools: Version Control Is Critical

Integration: CRM and ERP Integration Are Uncommon

What Should I Expect from DMS Software?

Common Document Management Software Questions & Answers

What's the best multi-client project, task and document management software?

How can I get organized?

How can I best keep track of my team's diaries/weekly planner?

Is there an all-in-one file sharing software to review, amend & collaborate with clients?

Understanding Document Management Software Infographic

What to Expect in 2019

Map

Services

List of 51Best Document Management Software

Ademero

https://www.ademero.com

Alfresco

https://www.alfresco.com

AssetPoint

http://www.assetpoint.com

AssetWorks

http://www.assetworks.com

BMI Imaging

https://bmiimaging.com

BlueDoc

http://www.blueproject.ro

Bynder

https://www.bynder.com

Canon imageWARE

http://www.imageware.com

Canopy

https://www.canopytax.com

Canto

https://www.canto.com

ColumbiaSoft Document Locator

https://www.documentlocator.com

Computhink Contentverse

https://computhink.com

DocPoint

http://www.docpoint.biz

DocuWare

https://start.docuware.com

Dokmee

https://www.dokmee.com

Epsillion Publisher

https://www.epsillion.com

Extensis Portfolio Server

https://www.extensis.com

FileCenter Pro

http://www.amazon.com

FileHold Express

https://www.filehold.com

FileNet Content Manager

http://www-03.ibm.com

Filecamp

http://filecamp.com