Have you ever wondered how many paper-based documents – notes, memos, letters, faxes, reports, proposals, photocopies, presentations, etc. – your organization produce everyday? You probably have no idea.
Without any form of electronic or digital document management system, you’ll have mountains of paper files and probably run out of filing cabinets to store them. In fact, a Pricewaterhouse Coopers research estimated that over 4 trillion paper documents are produced in the U.S. alone and growing at an alarming rate of 22% per year. For Mother Nature, those are millions of cut trees. For business, those are billions of dollars spent on time and money.
Document management software (DMS) came about to provide an automated way of organizing, capturing, digitizing, tagging, approving, storing, accessing, and completing tasks involving your business files and documents. Cloud-based document management software will even provide you a secure, central online repository of your documents where you can easily search and retrieve files and share with others. All these translate to efficiency, productivity, and savings. And you contribute to the paperless movement that’s good for the environment.
DMS functionality often overlaps with those of content management systems (CMS), digital asset management (DAM), and record management systems. These systems have specialized functions with features for their specific purpose, although DMS by the nature of its function has grown to encompass capabilities and tools for collaboration, security, workflow, auditing, and for managing electronic documents. Our analysis of document management software will give you a deeper understanding of DMS benefits, features and how it is priced. For this article, we’ll focus on bringing you the 15 best document management systems that you can consider in case you need to get one.
Suffice to say that a document management system, whether a cloud-hosted platform or an on-premise software, will be most beneficial for your business. Consider the cost on labor – companies spend $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document. In addition, professionals spend 5 to 15% of their time reading information and up to 50% of their time on finding information. These are the results of using traditional paper-based filing methods. You’ll get to know below the 15 best document management systems which can help you go digital, automated, and paperless.
Whatever DMS you go for, keep in mind that first and foremost it must be able to meet your organization’s requirements. It may have the most basic or the most advanced capabilities but it should always have the core features expected of a DMS including scalability, accessibility, integration, content security, document builder, document sharing, central file storage, systematic organization, and time and cost efficiency. Our 15 best document management systems will introduce you not only to regular features but other tools as well offered by DMS product vendors.
M-Files is an intelligent CMS platform designed to help businesses manage, organize, and track in documents and information. It can be used by both small and large companies in a variety of industries from manufacturing, financial services to life sciences. This wide applicability is made possible by a host of features bound to benefit any organization such as mobile optimization, version control, e-signature support, document templates, offline access, permission control and automated workflows. It is equipped with a search engine for finding documents based on document type, names, and keywords, among others. It even lets you search inside the text of documents.
The solution offers workflow automation capability and notifies you whenever document changes need your review or approval. Likewise, you can send invites and edit documents simultaneously with its co-authoring feature. M-Files also offers enterprise-grade information management functionality, allowing you securely share information with stakeholders or team members. The software integrates with leading CRM and office solutions, and available through quote-based pricing.
Noodle Intranet is an all-in-one intranet that provides companies the ability to share ideas, post documents, merge schedules, upload photos and collaborate on projects within a single secure intranet portal. Out of the box, it comes with 14 system apps and 15 user apps that allow you to manage forms and workflows, share information, collaborate, and complete your tasks, all in one portal. It is simple and easy to use, requiring little or no training; even non-IT personnel can be administrators. You also have the option to have it on cloud or installed in your own server and integrate and sync it with your active directory.
You can use all the features for free for a period of time to see if the software matches your needs. Simply sign up for a Noodle Intranet free trial here.
You can customize it by uploading your corporate logo and color, and edit the CSS to skin your portal to match your brand. With Noodle Intranet you can personalize employee profile pages, facilitate common tasks with a workflow feature, automate document and database, tag and categorize content, and use a task manager to create Kanban style columns and tasks, among others. The vendor has a calculator in their pricing page to give you an idea of the subscription cost depending on the active users and storage space required for either the cloud or on-premise editions of the software.
BizPortals 365 is your complete business intranet on Office 365. It offers more than just collaboration and communication but also has built-in document management, project management, HR, and workflow automation tools, making it your complete business hub. The solution allows businesses and organizations to bring in Office 365 and other business systems into a single system, providing users with a smooth, seamless, and unified experience. The software is built for simplicity and ready to be used straight from the box since it doesn’t require users to have extensive coding, IT, or SharePoint skills for them to get started.
The vendor has an appealing free trial where you can tinker with the features at no cost. You can sign up for the BizPortal 365 free demo here.
BizPortals 365 is designed to provide you with a digital work environment that truly maximizes the Office 365 platform. It allows for better organization and effective centralization of all your business processes, accelerating your functions and workflows. It lets you and your team effortlessly keep track of your projects and deadlines and makes information access smooth and frictionless. Aside from Office 365, the solutions also integrates with other Microsoft apps like Skype, OneDrive, SharePoint, Outlook, PowerBI, and Skype. It is offered with standard pricing at $10/user per month, special pricing for nonprofits and educational institutions, and custom pricing for enterprises.
PandaDoc is an online document management platform that lets you create, deliver, and share documents online. It allows for legally binding e-signatures ad supports various document formats like PDFs, Docs, and other preexisting digital documents for faster paperless transactions and processes. The software works well with quotes, contracts, agreements, and other sales collateral, and is ideal for use by your HR, sales, marketing, finance, legal and operations departments. For that matter, any business or organization where document building, sharing and delivery are integral to operation can benefit from PandaDoc’s powerful capabilities.
The software is all around document management platform that enables you or any concerned individuals to approve and sign documents anywhere at anytime with the built-in electronic signature function. It comes with a robust but easy to use document creator with drag and drop editor, allowing you to quickly come up with all kinds of business documents such as proposals, business plans, contracts, and quotes, among others. Documents can be personalized to carry your brand, and customized with whatever elements such as text and images.
eFileCabinet is regarded as one of the most secure and scalable DMS today, offering enterprise capabilities at small business prices. It is a one-stop-shop document management solution which covers a variety of delivery modules, allows for easy and fast upload, and simplifies data migration. It offers workflow automation completely customizable to your business, advanced search to give you quick access to documents, out of the box integration to swiftly get you up and running, and data governance which guarantees that your data is always safe and compliant.
While eFileCabinet is targeted for small and developing businesses, larger companies can also take advantage of its features since it offers more than just storing and sharing data but also new ways to interact, leverage, and execute data. These are made possible with custom-built workflows, templates, smart scanning intelligence, and native security coverage of your important files and documents. It provides integration with leading accounting, sales, e-signature, and office tools, and offered through four low-cost monthly subscription plans.
SmartDocuments Europe is cloud document creation platform that gives you tools to build and assemble documents organization-wide anytime and anywhere. It offers a suite of template management features where you can easily create your own templates for letters, mailings, invoices, and more, using simple drag and drop functionality and an easy to use editor. All templates are centrally managed and available in the Template Repository – across the organization and across applications.
The solution applies modern technologies and open standards for all its modules and components which are based on market-leading standards. All document templates are saved in the Office Open XML (OOXML) format, ensuring easy use of third-party applications. SmartDocuments Europe consists of three main components – SmartEditor for making document templates based on MS Word; SmartControl for storing the templates; and SmartWizard, the document creation Q&A screen with interactive preview screen where you can fill in the remaining information. As you type, you will see the text filled into the document with the preview screen. SmartDocuments comes in custom pricing depending on components and modules you require.
Samepage is an award-winning project collaboration software that brings you collaborative tools, communications solutions, and document management capabilities in one cloud-hosted platform. Its all about productivity, and Samepage lets you achieve that through features and capabilities that include team chat, video conferencing, task management, file sharing, real-time document collaboration, and more. The software is designed to help teams of all sizes manage projects and get more done in a single easy-to-use workspace.
The comprehensive collaboration solution for business teams gives you functionalities such as scheduling, discussion topics, meeting agendas, files, instant messages, conversations, and task lists. It is ideal for companies and organizations such as educational and non-profit organizations, marketing firms, and real estate agencies. It can be implemented across teams of employees, vendors, partners, consultants and customers, and allows you to compile files, images, videos, conversations and maps on one page to facilitate easy collaboration.
Templafy is a document creation solution that gives you a smart way to manage, dynamically update, and share business document templates and brand assets throughout your organization, from anywhere and on any device. It lets you create presentations and documents, integrate with your office apps, and maintain your corporate look across letters, emails, presentations, contracts and other communication materials. It makes content governance a breeze, allowing you are your administrators to centralize document templates and dynamically update content on a single, simple to use platform.
Templafy can connect and work with digital asset management software, making it easy to implement a company-wide document template management strategy that’s always accessible across multiple devices, apps, browsers, and operating systems. It scales to the needs of businesses of any size and industry, and addresses pain points commonly faced by various departments when handling documents. It ensures that your sales and marketing, HR, legal, administration, and IT can create documents consistently with the most up-to-date company content. The software integrates with CRM, online storage, and office tools, and offered on a quote basis depending on number of users and business modules you need.
Zimbra is an open-source messaging and collaboration platform that lets you stay connected with your team using email communication, file sharing, task control, shared inboxes and calendars, and chat/video conferencing, among other tools. You attach and send large files through emails, and share mail folders, contacts and task lists; work together on documents and text files; and search for files in a multi-format archive with a robust search engine. You can even set up a personal cloud inbox integrated with your email which you can use for voice, task, address book, calendar, files and other file sharing capabilities.
Zimbra likewise provides you a complete suite of social tools that include blogs and microblogs, forums and wikis, content editing and web pages, media galleries and video embedding, tags and tag clouds. It lets you create your own personal profile, find others and send friend requests, come up with events and polls, like statuses, and leave comments. Zimbra has third party integration capabilities and works well with Salesforce and Microsoft Sharepoint. The solution can be deployed on-premise with the open source desktop edition that is offered for free, or through the hosted collaboration server edition sold in bundled packs.
PDFelement is a fast, smart, and affordable PDF editor that boasts of ease of use and full control over your PDF content, as well as customization and modification options. It comes with intelligent technology, letting you perform all desired modifications without affecting the formatting or style of your documents. The offers and intuitive interface and simple navigation based on fully-optimized UX designs. Although it is stacked up against the established and pioneering Adobe Acrobat, PDFelement is positioned as a viable alternative and has grown to become the DMS platform of many Fortune 500 companies.
SMBs can take advantage of the software’s capabilities to further redefine their workflows. It lets you annotate PDFs quickly, create and convert PDFs from/to other file formats, fill forms and sign contracts easily, and Use OCR to transform scanned PDFs into editable text. Its text editor supports intelligent paragraph recognition which matches different fonts and styles, and allows easy data export in any desired format. PDFelement is an on-premise software for Windows and Mac machines and priced on a per computer install.
PDFfiller is a DMS and file sharing solution that provides an easy-to-use, cloud-based PDF editor for individual and business use. It employs an intuitive drag-and-drop mechanism and a standardized suite of editing features that doesn’t require any training or technical experience. You simply choose your plan, sign in, and upload your documents and begin editing, signing, and sharing your files. It supports the most popular document formats like PDF, Word, PowerPoint, and Text.
In addition, the system will not only help you edit your PDF documents, but also sign and share those in a secure and fast way. It effectively eliminates hardcopy samples, manual signing, printing, and similar practices that eat up on valuable time and resources. With PDFfiller, it takes less than a minute to check and authorize a new document or one imported from an online storage service. The software integrates with most popular CRM, CMS, office tools, accounting apps, and online storage sites like GoogleDrive, OneDrive, DropBox, or Box. PDFfiller is available in three low-cost plans.
Alfresco is a cloud CMS and collaboration platform that gives you high-grade tools to manage enterprise content, web content, documents and information, processes and services, and digital images or similar assets. The open source content management system helps you in document sharing, collaboration, storage, workflow, information gathering and production, content publishing, and more, regardless of what type of business you are in. Alfresco lets you maximize the value of enterprise content through a document management solution that brings company content under control and under one roof.
Content chaos is brought about when documents are stored in multiple places, resulting in content and information silos that affect business productivity and increase security risks. Alfresco’s brings together documents – legal contracts, marketing assets and engineering documents – in one centralized location, making it easy to find, share, and secure documents. It consolidates core business processes by having information flow to the right person, at the right time, in the applications and devices people use in their work. Alfresco integrates with over a dozen third party business and productivity apps and is available through custom pricing.
Greenbox is built to aid organizations and businesses in storing, managing and sharing their documents in a safe and secure environment. The platform also enables users to properly track changes made to the document, notifying them whenever these are shared or altered. Greenbox also provides granular control for access rights and permissions on each document. For easy file restoration to a desired state, users are provided with a detailed audit trail of the version history and each actions performed.
Building custom workflows is simple and code-free, making it possible for you to utilize advanced processes without relying on the assistance of IT professionals. Essentially, Greenbox is ideal for companies that wish to graduate from paper-based processes to a green and centralized environment.
FileAgo is a web-based document management platform built for utmost security as well as easy storage, management, and sharing of company documents. The software ensures that your files and records are kept safe and sound by having its application operate within the confines of your company premises.
FileAgo features administrative functionalities and role delegation, helping users gain better control in managing the access levels and user restrictions of their files and folders. Giving bulk users document access is effortless thanks to its Groups functionality, which allow you to provide a set of individuals a shared folder. It also has a Permissions feature that allow users to limit what data can be accessed on specific files.
Docupilot is designed to accelerate documentation-related workflows through automation. This document generation solution is capable of automatically creating detailed documents based on your custom set of preferences and standards without requiring users to manually input content. Essentially, this solution greatly eliminates time-consuming data entry, even for complex documents.
Docupilot simply requires users to create document templates and the platform will take care of the rest. Because of this, businesses can focus on creating personalized documents for each and every client instead of slaving away on inputting hundreds or thousands of customer data one by one. It also features integrations with various HRM and CRM systems for easy importing of data into the software.
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