15 Best Electronic Document Management Systems in 2024

In a time when hybrid, out-of-office work is becoming the norm, collaborating on documents can become time-consuming and counterproductive. This is why electronic document management systems prove to be useful to all kinds of businesses. These platforms ensure that professionals can access the documents they need wherever they’re working. Features such as eSignature support and cloud storage also ease collaboration and file access even for teams working on the go.

This article lists the 15 best electronic document management systems today. Each of these software comes with its own features that support users in creating and sharing documents and saving these to the cloud. We’ll also explore the key features of each platform to help you determine which one best fits your organization.

The uninterrupted pace of digitalization has resulted in the continued adoption of SaaS solutions that support easier collaboration and improve productivity, wherever employees are working. The document management system market, for instance, is poised to grow in the coming years. Experts expect the market to reach a CAGR of 17% up to 2029, for a market value of $16.24 billion.

The benefits brought by cloud file and document management systems have been well-documented. For instance, a Forrester study commissioned by Adobe revealed that 55% of digital document processes and tools speed up document processing.

Given the popularity of electronic document management systems, it’s easy to see why the market is bustling with these tools. Many of these systems share the same features of allowing users to create and store documents and share files. These platforms also work with a wide variety of mobile devices to support productivity for on-the-go professionals.

How do you know which document management software is best? Below, we’ve listed down the 15 best electronic document management systems today and explored their key features. Hopefully, the information provided here can help you make a decision.

15 Best Electronic Document Management Systems

1. PandaDoc

PandaDoc is a cloud-based document management system that makes document creation and processing faster and more efficient. One of the core features of the platform is that it supports users in creating a wide variety of business documents, including proposals, quotes, and contracts. The software also comes with preset content blocks, templates, and drag-and-drop functions to help users create these documents in minutes. Users can add company colors and logos to their documents as well.

In addition to creating documents, PandaDoc also offers in-document activity logging and commenting. Through this feature, teams and clients can negotiate terms and pricing more efficiently. These activity-logging, collaborative capabilities also significantly cut down closing time and ensure transparency in negotiations. Sales and marketing teams looking for the best electronic document management system would appreciate the shorter closing times.

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Like many document management platforms today, PandaDoc supports eSignatures. Through the software, users get the option to type, draw, or upload their signatures. Once they send documents for signing, users can also view real-time status updates when recipients open and view the files. An embedded audit trail also indicates who signed the document and when.

Another great thing about PandaDoc is that it comes with a free plan and three paid pricing plans. PandaDoc pricing packages include Essentials, Business, and Enterprise plans to accommodate businesses’ different needs.

2. Juro Contract Automation

Juro Contract Automation is designed as an all-in-one solution that specializes in contract automation. The software comes with a browser-native editor designed specifically for contracts. Through this editor, business and legal teams can quickly build documents through drag-and-drop functions. For added convenience, the software also offers dynamic contract questionnaires.

Moreover, Juro Contract Automation supports easier collaboration through multiplayer editing. Users can leave comments and suggestions on contracts, which are automatically updated during the negotiation process. Users can also split internal and external versions of contracts for added convenience.

Juro also works well with other applications, which is one of the most important benefits of document management software. You can drag and drop documents from Microsoft Word or Google Docs to upload these files into the system. Juro also offers mass actions that let users simultaneously create and send thousands of documents for approval.

Moreover, Juro serves as a centralized smart repository for contracts. Through the software, you can add tags and fields to documents for easier searching. Advanced features such as OCR technology and search allow for more accurate tracking and reporting.

3. Oneflow

If you’re looking for the best electronic file management system for your sales team, consider Oneflow. Oneflow works as a sales proposal automation software that allows users to quickly create digital contracts and proposals. The platform also comes with pre-built templates, but it also offers an intuitive contract editor if you want to customize these templates.

Similar to other popular document management systems, Oneflow contracts support legally binding eSignatures. The software gives users a variety of options for signing documents. These options include email and SMS authentication and electronic IDs. Furthermore, As an added security measure, the software protects signed documents with an electronic seal.

Oneflow also improves collaborations by supporting the live editing of contracts. Changes made by authorized users are applied in real-time. The software also saves comments made on contracts to improve transparency and documentation for audit trails.

In addition, Oneflow also comes with various capabilities that improve contract management. Users can set up workflows that automatically delete rejected or expired proposals. The software can also automatically remove unnecessary personal data from contracts.

4. PaperSave

As you search for what are the best document management systems, you’re likely to come across platforms like PaperSave. PaperSave does double duty as a document management system and an accounts payable software. This is due to PaperSave’s ability to capture data from multiple sources, like emails, scanned documents, and faxes.

Once documents are captured, you can enter transactions yourself or leave the software to process the documents and capture data. To accurately capture data from a wide range of documents, the platform uses an intelligent optical character recognition engine to automatically extract data. This also helps teams to save time and completely avoid manual data entry.

PaperSave also makes document searches easier. The platform offers capabilities for conducting full-text searches, so it can scan entire documents in seconds. You can also use metadata and document content as search filters.

To more efficiently meet businesses’ requirements, PaperSave tailors pricing plans according to clients’ needs. As such, PaperSave pricing is available on a by-quote basis.

5. Qoppa PDF Studio

Qoppa PDF Studio works as a document management system designed specifically for PDF management. Through the software, users can easily create and edit PDFs. This can be done by scanning documents directly to PDF format or converting Word documents and other file formats into PDFs. Through the software, users can also fill out and save copies of interactive PDF forms.

Moreover, Qoppa PDF Studio offers plenty of advanced PDF management capabilities. Users have access to redaction tools as well as a PDF Compare feature, where users can compare different PDF files side by side or in overlay. Aside from these tools, the platform also comes with a PDF optimizer, which reduces PDF file size. All these features make Qoppa PDF Studio one of the best Adobe Acrobat alternatives today.

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Qoppa PDF Studio also comes with all the features needed to provide PDF preflight and compliance verification. Through the software, users can verify archival compliance standards such as PDF/A, PDF/A-2b, and PDF/A-3b.

Another important feature of the platform is that it provides a variety of security options for PDF files. Users also have the option to protect PDF files with passwords and define user permissions.

6. Vitrium Security

Vitrium Security is a document management system that specializes in enterprise content security and digital rights management. The platform prevents unauthorized sharing and illegal distribution of digital assets. Such security features also help protect the profits of content creators and publishers.

The platform also uses military-grade and multiple layers of protection for digital assets. Users can apply the protection to a wide variety of files, including DOC, PDF, XLS, RTF, PPT, and TXT. The software also supports formats such as MP4, MOV, MKV, WMV, JPG, GIF, and PNG. Whether users want to secure documents, videos, or images, the platform can help.

Vitrium Security also provides finer security controls to users. The platform’s security settings let users control who can access their content and limit the copying and printing of documents. Users also have the option to add expiration dates, login access, and browser limitations.

Moreover, the platform easily integrates with third-party software, including content management systems, LMS, CRM, and ecommerce platforms.

7. ContractZen

ContractZen works as a document management system specializing in contract management and governance. The platform comes with a wide variety of governance tools, including integrated eSignature technology and board meeting management. For instance, the software lets users enjoy a completely paperless process for scheduling meetings, sending invites, and signing the minutes of the meeting.

Aside from board meeting management, ContractZen also comes with features for efficiently managing contracts. Users have the option to drag-and-drop multiple contracts for sending or simultaneously upload hundreds of contracts. The software also provides plenty of features for contract organization, including visual tagging. Likewise, the software uses metadata to make it easier for users to find the contracts they need.

In addition to all these features, ContractZen also offers virtual data room services. These virtual data rooms let users store confidential contracts and other documents. Users also get the ability to securely share these documents with clients and partners, if needed.

For added convenience, the software also integrates with eSignature platforms that are compliant with European Union and United States regulations. These integrations make it easier for users to sign contracts, meeting minutes, and other documents.

8. Encyro

Encyro is a file sharing and document management software that offers plenty of features for securely processing documents. For instance, one important feature of Encyro is that it supports legally compliant eSignatures. Users can sign documents on computers even without a touchscreen as the software automatically uploads signatures drawn on devices like phones. The software also lets users type signatures.

Another core feature of Encryo is that offers robust security features for documents. The software provides 16 layers of security to ensure the protection of emails sent through the platform. Encyro achieves this through technology such as NIST-approved FIPS 140-2 technology.

For added convenience, Encyro also comes with features for document organization. All files users send to their contacts stay organized into folders and labeled by contact. As a result, users don’t have to create folders for the files they send to contacts. These organized files remain saved on the cloud, too, so users can access them from any device with an Internet connection.

Additionally, the Encyro platform offers unlimited storage space for files shared with clients. This comes in handy for teams that regularly handle a high volume of documents and images.

9. ContractWorks

ContractWorks is a contract management system that offers AI technology and advanced automation features. One of the core features of ContractWorks is that the platform serves as a centralized repository for all contracts and other documents. The platform offers a drag-and-drop functionality so users can quickly upload files to the system. Users also have the option to customize the organization of their contracts.

Another important feature of ContractWorks is that the system makes it easy for users to search for contracts as well. The platform offers advanced search with OCR technology, using its capabilities to search through scanned or digital documents. The software also uses AI technology for smart document tagging, automatically adding tags like termination dates and renewal dates.

Similar to many of these document management systems, ContractWorks makes contract signing easier for users. Using the software, you can send recipients contracts with instructions. In this way, teams get contracts signed more quickly. For added security, users get the option to grant signature access on an individual or department level.

For easier contract tracking, ContractWorks also comes with features for setting customized milestone alerts. Through these notifications, users can plan to make changes to contracts when needed.

10. Filemail

Filemail is another file-sharing system that lets users quickly share large files. For added convenience, the platform also allows users to choose between sending large files through email or as links. One of the best things about using Filemail is that the platform doesn’t impose limits or caps on the downloads, bandwidth, or recipients of the files shared by users.

Aside from supporting large file transfers, FileMail also ensures the security of these files. The platform complies with various industry standards for security, including HIPAA, SOX, GPG13, and GDPR. The platform also protects files against unauthorized access through technology such as end-to-end data encryption, password protection, and two-factor authentication.

Furthermore, Filemail offers versatility when it comes to the file formats that the platform supports. Through the platform, users can send nearly any file format and type. Users also get thumbnail previews when sending images in formats such as PNG, JPG, and GIF.

For easier document management, Filemail also lets users track files in real-time. The software sends updates on delivery status, along with information on where and when files have been downloaded.

11. Revver

Revver is a document management software that allows businesses to manage and store documents, content, and records either on-site or in the cloud. It offers an advanced core feature called Rubex which is a technology that automatically recognizes data and information in your files. This makes organizing, storing, and searching documents easier for its users.

Revver also supports secure file-sharing where users can directly send files from the platform to recipients while having control of the permissions and expiration times of the files. Users can also provide guest access for recipients who want to download shared documents.

Additionally, this software allows users to display and view documents side by side, making it easier to compare and check different documents or document versions. It also allows users to create and design their own forms by automatically collecting the necessary information.

12. Templafy

Templafy comes with powerful features for electronic document management and automated document creation. The platform offers an Admin Center that makes it easier for users to oversee company assets, including templates, documents, fonts, and email signatures. The Admin Center also helps users to manage integrations with third-party applications used for document creation and management.

Additionally, Templafy offers an Email Signature Manager designed for enterprise use. This manager makes it easier for individual users to have different email signatures. The platform also comes with a marketing signature campaign feature where the software automatically changes users’ email signatures based on seasonal campaigns.

Templafy also brings automation to the document creation process through its Dynamics feature. Once users specify the purpose of the document they want to create, the feature quickly builds documents by pulling up the latest company data where applicable. This feature comes in handy for documents like contracts and proposals.

Furthermore, the platform ensures more efficient collaboration. The software provides dashboards with real-time tracking, so users get notifications when their documents and files are viewed. Templafy also makes it easier to share documents of any size and collect feedback from external recipients.

13. Samepage

Samepage serves as an all-in-one platform for document management and team collaboration. The software collects relevant project content, tasks, and team conversations in one place to make collaboration easier. As a result, users don’t have to refer to their email inbox or chat conversations to get the documents they need.

The platform also makes it easier for users to share documents and other files with third-party recipients like consultants or clients. Users have the option to create public pages and share these via social media for easier collaboration. Permissions can be set on an individual level as well so users can prevent unauthorized access to documents

Samepage also enables more efficient collaboration by improving team communication. The platform offers built-in audio/video chat for users. These communication features can be used for one-on-one conversations and group chats.

For added convenience, the software has native mobile apps for Android and iOS as well. Users of the Samepage mobile app get real-time updates with each project development. The mobile app also lets users create public pages for sharing.

14. Synology Drive

Synology Drive is an electronic document management and file syncing solution designed specifically for Synology network-attached storage (NAS). The platform uses the Internet to synchronize files between computers and Synology NAS drives. As a result, users always have the files they need no matter what device they use.

In addition, one useful feature of Synology Drive is automatic syncing. This means file changes on one device automatically reflect on other devices, so users always have the latest version of their files. Moreover, users also have the option to work across computers through the Synology desktop app. This helps improve productivity, especially for distributed teams working from different locations.

Meanwhile, users also have the option to sync files on demand. This method helps save bandwidth and local disk space, which comes in handy for teams with limited resources. Through scheduled backups, the software also makes it easy to back up files to keep them safe from ransomware attacks and other cybersecurity threats.

Moreover, the Synology Admin Console ensures easy auditing when it comes to file changes. The software tracks up to 40 types of user actions, including viewing, downloading, and editing files. Users also get the ability to filter down to specific IP addresses and event types.

15. Wondershare PDFelement Pro

Wondershare PDFelement Pro comes with comprehensive features for managing PDF documents. Through the software, users can edit PDFs just as easily as Word documents. Users also get the option add images and text to PDFs as well as edit elements by size and color. The software offers features for editing PDF images and aligning objects as well.

For easier collaboration, the software lets users easily annotate PDF files. Users can add sticky notes and text comments as well as highlight or underline text for emphasis. Users also have access to different markup tools like text boxes and pencil tools to draw on PDF documents.

Another feature that makes Wondershare PDFelement Pro useful in  document management is its OCR technology. With this technology, the software recognizes text from scanned images and PDF documents. Moreover, this makes PDFs searchable and also gives users the ability to extract text from these files. The feature ensures that users quickly find the documents they need.

Furthermore, the platform offers plenty of features to protect PDF documents. Users get the option to add passwords to their PDF files to prevent unauthorized access. They can also redact sensitive text and images and black out entire pages on PDFs for added security.

How to Transition from Paper-Based to Electronic Document Management

Transitioning from a paper-based system to an electronic document management system (EDMS) can significantly improve efficiency and accessibility. Here are key steps to facilitate a smooth transition:

• Assess Current Document Management Practices: Begin by reviewing your existing paper-based processes. Identify the types of documents you manage, how they are organized, and the workflow involved in accessing and sharing them. This assessment helps you understand what you need from an EDMS.
• Choose the Right EDMS: Research and select an electronic document management system that meets your organization’s needs. Look for features like user-friendly interfaces, robust search functionality, and security measures. Ensure that the system integrates well with other tools your business uses.
• Plan for Data Migration: Create a detailed plan for converting paper documents into digital formats. Determine how you will scan, upload, and categorize existing documents. Consider prioritizing documents based on their frequency of use or importance to ensure a smooth transition.
• Establish New Workflows: Develop new workflows that leverage the EDMS’s capabilities. Train employees on how to use the system effectively, including uploading, retrieving, and managing documents. Ensure everyone understands the benefits of the new processes to encourage adoption.
• Monitor and Optimize: After implementation, continuously monitor the system’s usage and gather user feedback. Identify areas for improvement and make necessary adjustments to workflows or training. Regularly reviewing your EDMS will help maintain efficiency and user satisfaction.

Choosing the Best Electronic Document Management System

As you can see, you have plenty of options when it comes to electronic document management systems. Many of these platforms offer simpler features like document creation and file management. Meanwhile, many other document management software also come with more advanced capabilities like OCR technology and AI-powered file organization.

While you’re studying which electronic document management systems best meet your business’ needs, make sure your choice of software has the following features:

1. Document storage. The best electronic document management systems provide sufficient storage for documents and ensure convenient retrieval and sharing.
2. PDF editing. You also want a document management system that makes it easier to edit and annotate PDF documents. Many of these systems offer these features for convenience.
3. Access control and user permissions. Furthermore, the ability to set role-based user permissions helps prevent unauthorized access and improves file security.
4. Mobile apps. Document management systems with mobile apps ensure that users can maintain productivity when they move between devices.
5. Audit trail. Audit trails and event logs also make it easier for users to track the status of the documents they send. These features improve the transparency of document management processes.

Check out PandaDoc, our top contender for electronic document management system, to try out the features of the software. The platform comes with a powerful document creator and supports legally binding eSignatures. It also provides real-time analysis of document analytics such as open rates.

If you’re looking for similar document sharing tools for your business, check out our list of the 20 best file sharing software.

Key Insights

• Remote Collaboration Enhancement: Electronic document management systems (EDMS) significantly enhance collaboration among remote teams by providing features such as cloud storage, eSignature support, and real-time document editing.
• Efficiency and Productivity: These systems streamline document processing, with some offering features like OCR (Optical Character Recognition) technology and AI-powered tagging, which eliminate manual data entry and enhance searchability.
• Security and Compliance: Many EDMS platforms provide robust security measures including end-to-end encryption, access controls, password protection, and compliance with industry standards like HIPAA and GDPR.
• Integration Capabilities: Top EDMS platforms integrate seamlessly with other business tools such as CRM, LMS, and CMS, allowing for a more unified and efficient workflow.
• Cost Management: Various pricing plans, including free trials and tiered subscription models, cater to different business sizes and needs, making it easier to find a cost-effective solution.

FAQ

1. What is an electronic document management system (EDMS)? An EDMS is a software platform that helps organizations manage, store, and track electronic documents and images of paper documents. It enables easier access, collaboration, and security for digital files.
2. Why should my business use an EDMS? An EDMS enhances productivity by streamlining document handling processes, improves collaboration through real-time editing and sharing, ensures better security and compliance, and reduces the reliance on paper documents.
3. How do electronic document management systems ensure document security? EDMS platforms ensure document security through various measures such as encryption, password protection, access controls, audit trails, and compliance with industry standards like HIPAA and GDPR.
4. Can an EDMS improve remote work collaboration? Yes, an EDMS improves remote work collaboration by allowing team members to access, edit, and share documents from anywhere with an internet connection. Features like real-time editing and eSignatures further enhance collaborative efforts.
5. What is OCR technology in an EDMS? OCR (Optical Character Recognition) technology in an EDMS enables the system to recognize and extract text from scanned documents and images, making them searchable and editable.
6. What are the key features to look for in an EDMS? Key features to look for include document storage and retrieval, PDF editing, eSignatures, access control and user permissions, audit trails, mobile app availability, and integration capabilities with other business tools.
7. How does an EDMS support compliance with legal and industry regulations? An EDMS supports compliance by providing features like secure document storage, access controls, audit trails, and ensuring documents meet regulatory standards for data protection and privacy.
8. Can an EDMS integrate with other business software? Yes, many EDMS platforms integrate seamlessly with other business software such as CRM systems, LMS platforms, CMS tools, and more, creating a unified workflow environment.
9. What is the difference between cloud-based and on-premise EDMS? Cloud-based EDMS stores documents on remote servers accessed via the internet, offering scalability and remote access. On-premise EDMS stores documents on local servers, providing more control over data but requiring maintenance and infrastructure investment.
10. How can I choose the right EDMS for my business? To choose the right EDMS, assess your business needs, consider the features and integrations required, evaluate security and compliance measures, and compare pricing plans. Additionally, taking advantage of free trials can help determine if the software meets your expectations.
11. Are there any cost-effective EDMS options for small businesses? Yes, many EDMS platforms offer tiered pricing plans, including free versions and affordable subscription models tailored to small businesses, providing essential features without a significant financial investment.
12. What are the benefits of using an EDMS with mobile app support? An EDMS with mobile app support allows users to access, edit, and share documents on the go, ensuring productivity and collaboration are maintained even when team members are away from their desks.

By Louie Andre

B2B & SaaS market analyst and senior writer for FinancesOnline. He is most interested in project management solutions, believing all businesses are a work in progress. From pitch deck to exit strategy, he is no stranger to project business hiccups and essentials. He has been involved in a few internet startups including a digital route planner for a triple A affiliate. His advice to vendors and users alike? "Think of benefits, not features."