When the future of business is digital, why are so many businesses still buried under a mountain of paperwork? Bringing your business into the 21st century and digitizing your paper records might seem like a gargantuan task. However, with document management software, it's not only manageable, but it could vastly improve the way your business operates. Most document management systems allow you to scan paper documents into digital versions, which are then stored on the platform. But the very best improve your team's ability to collaborate remotely and around the clock.
Best Overall Document Management System – M-Files
We selected M-Files as the best overall document management software because of its comprehensive set of features. M-Files includes useful collaboration and workflow automation tools that are user-friendly and effective. You also get a document imaging system that incorporates optical character recognition (OCR) for automatic document indexing and organization.
M-Files' interface closely resembles that of Windows Explorer, making it a familiar and intuitive system to navigate. Users can edit and create documents directly within M-Files. Best of all, the system is highly scalable, so it grows with your company. It is compatible with Windows and Mac, as well as mobile operating systems, so users can access M-Files across a variety of platforms.
Best Document Management System for Small Business – FileHold Express
FileHold Express is the document management system we recommend as best for small businesses because it offers affordable pricing plans for the smallest businesses and makes upgrading to larger licenses seamless. A low-cost and scalable solution is key for small businesses and startups, and FileHold Express offers one that includes all the core functions we looked for in a document management system, as well as the more advanced features that enable collaboration and workflow automation.
FileHold Express also includes several add-on features, which can be included in the software for an additional price. These features are sometimes included elements in other document management systems, however, such as some workflow automation tools and e-signing capabilities. The option to leave them off and add them in later, though, goes to further FileHold Express's lightweight design for the smallest businesses and scalability for growing businesses.
Best Document Management System for Workflow Automation – 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.
Dokmee is our pick for the best secure document management system because of its focus on encrypting documents in storage and in transit, tight security at its physical data centers, and compliance with Health Insurance Portability and Accountability Act (HIPAA) standards. With Dokmee, all user accounts are password-protected with passwords encrypted using RSA keys as well.
In addition to its security, Dokmee is a user-friendly system accessible across multiple platforms, including Windows, Mac, Android and iOS. The company offers a variety of tiers and pricing plans, making Dokmee accessible to businesses of all budgets and sizes. It includes a 30-day free trial of the full-featured version of its Dokmee software.
We chose Alfresco One as our best pick for collaborative document management system, because in addition to its useful and easy-to-use team collaboration tools, Alfresco One's highly flexible architecture makes it adaptable to a wide range of business use cases. Alfresco One is an open source software program that is highly customizable, with workflow and collaboration tools like custom templates, integrations with Google Docs and Microsoft Office, and automated notifications and alerts.
Alfresco One offers a strong list of features and some unique tools that other document management systems don't have. The flexible architecture also allows for the integration of virtually any third-party application. Alfresco One requires a minimum of 100 users, however, which might be a barrier for some small businesses.
Document Management System with the Best Optical Character Recognition Software
ABBYY FineReader is our pick for the document management system with the best optical character recognition (OCR) software. It includes a highly accurate and effective OCR engine that excels at uploading batches of paper records. ABBYY FineReader also does a great job of document conversion, allowing users to turn PDFs into virtually any other file type they need. PDF editing is a mainstay of the system – users can fill out forms directly in the system and create PDF templates as well.
ABBYY FineReader is a narrowly focused system – you won't find much in the way of workflow automation and collaboration tools. It lacks a version control function that is critical for teams working together on the regular revision of documents. However, for digitizing batches of paper records and converting them into workable file types, ABBYY is one of the best options on the market.
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.
When choosing a document management system, it's important to know what you need. Are you simply looking for a digital archive that can be periodically updated, or do you require software that enables daily creation and editing of new documents? Do you prefer a locally hosted, on-premises solution, or do you prefer a cloud-based solution managed by your vendor partner or a third-party?
This guide will help you answer these questions and more to ensure you select the best document management system for your business. Read our recommendations, including the best overall document management system, the best system for small businesses, the best platform for workflow automation, the best application for optical character recognition, and the best document management system for security.
In addition, our list includes digital asset management software. These applications are similar to document management software insofar as they are record-keeping and organization tools; however, they are specifically designed to track inventory, purchases, work orders and multimedia assets, such as images and video files.
What Should I Expect from DMS Software?
Document management systems offer 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 the functionality you need in a single interface.Â
Most applications include imaging tools that interface with your scanner to convert paper documents to digital files, enabling you to scan and import documents directly into a central document repository. Many software programs include customizable document-creation templates and associated tools that automatically format newly scanned files to match formatting standards for your office or to comply with industry standards.Â
In addition to scanning paper documents, many systems 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.Â
The best document management software gives you the ability to grant access to individuals to specific documents in the repository as needed. With many applications, you store your documents in the cloud, allowing individuals with permission to access any file from anywhere in the world using a web browser and an internet connection.Â
Document management software can also provide an array of collaboration and workflow automation tools that help your team work harmoniously, making it easy to create, edit, review, and approve any and all documents necessary to keep your business running smoothly.
Pricing
Pricing for document management systems varies greatly depending on several factors. For example, the hosting method you choose can impact the pricing significantly.
Cloud-based software is generally based on a monthly subscription rate, while on-premises solutions tend to require a one-time fee upfront, plus an annual subscription for software updates and technical support. Some companies offer a hybrid model that blends on-premises and cloud-based solutions.
On-premises solutions generally average $1,000 per user, plus setup fees and an annual service subscription for software updates and technical support, which is generally about 20 percent of the initial cost.Â
Monthly subscriptions generally are based on a per user, per month model, so the number of users greatly influences the total cost. Many document management systems also offer multiple tiers of service with different features for organizations with differing levels of need. Simpler tiers are cheaper, while more comprehensive tiers cost more.
Negotiation Tips
Document management is a crowded field, so choosing a vendor can be difficult. The most basic software serves as digitization software and centralized document storage, while more complex systems allow for built-in collaboration and task management among team members.
Pinpointing what you're looking for is half the battle, and asking the right questions will help you determine which system is really right for your business.
Some questions to ask suppliers include:
What operating systems support this software?Â
Is document imaging and digitization included?Â
Are there any collaboration tools, workflow automation or project management tools?Â
How many file types does the software support?Â
Is there a versioning feature for tracking changes to documents?
How many users can access a document at once?
What third-party software can the system integrate with?Â
What level of technical support can I expect to receive?Â
As always, closely review any legal documents, including contracts, before signing. The vendor should put everything you've discussed on paper and specify which features you are getting for your money. Always have an exit strategy in writing as well, in case things don't go as expected. If the service you're considering won't allow you to cut ties without paying cancellation fees, consider it 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.
To determine the best document management systems, we started with a pool that included all the vendors on the list below. After preliminary research, including examining other best-picks lists and researching each system, we interviewed small business owners and discovered more vendors to add to our list.
Next, we researched each provider by investigating its services, watching tutorials and how-to videos, testing the system when possible, and reading user comments. We also considered the pricing listed on these services' websites. After narrowing down the list of contenders, we contacted each company's customer service department by phone, or live chat if possible, posing as new business owners to gauge the type of support each provider offers.
Our process involves putting ourselves in the mindset of a small business owner and gathering the data that would be readily available to such an individual. We analyzed each service based on the following factors:
Ease of use
Pricing
Hosting options
File cabinet structure
Search capabilities
Scanning options
Versioning
Collaboration tools
Security
Integration
Workflow abilities
Mobile access
Customer service
Features: Regulatory Compliance Support Is Not Universally AvailableÂ
Many businesses operating in regulated industries are required by law to track, maintain and audit business documents.
Among the document management systems 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.Â
This is a critical capability that many businesses cannot afford to do without. If your business is required to comply with certain regulations, the document management software you choose should offer regulatory compliance support.Â
Tools: Version Control Is CriticalÂ
Version control, or versioning, is critical to safeguarding and tracking editable documents within a document management system.
Versioning ensures that all new edits are properly saved and old versions are retained in the system for reference. Versioning capabilities are especially important when multiple people in the office maintain editing permissions on the same documents.
In most 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 to prevent confusion. In some systems, you can set a notification to alert specific users when a file has been edited.Â
Integration: CRM and ERP Integration Are UncommonÂ
If your business utilizes a CRM application or an ERP database, limit your search to document management software that integrates 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, further increasing the efficiency of your office.Â
Another noteworthy fact is that most document control systems integrate with popular email clients, such as Microsoft Outlook, as well as business software suites like Microsoft Office.Â
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
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
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.
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...
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.Â
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.Â
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.
