Best Document Management Systems in 2024

Document management system is a term that unites online storage, management, and tracking of electronic documents, or any type of recorded information that can be treated as a file unit.

This short sentence, however, encompasses piles of complex tasks and assignments, and big-time responsibility for controlling corporate information. Document management tools are not simply content management precursors (often subsumed under the same program), but critical tools for every company whose workflow comprises of capturing content for document repositories, COLD/ERM, and information retrieval.

Document chaos often results in the unfortunate loss of valuable information. Still, it happens to each and every one of us, and we’re being reminded day by day of how much we need the best document management tools for enterprises and SMBs we can find.

You can also check our What Is Document Management Software guide for more information on this type of software and typical features associated with it.

It is a good idea to start by signing up for the free trials or demo of leading document management systems providers as they give you a chance to check out the products’ features free of cost and make a comparison. You can register for the free trials of the following tools, which have received the highest SmartScore rankings and Customer Satisfaction Rating in our document management systems reviews to find the best document management systems for your company: eXo Platform reviews, eFileCabinet reviews, Samepage, Qwilr, Noodle Intranet, and iPlanner.

It might also be a good idea to compare the popular alternatives. You can read our Top 10 Alternatives to PandaDoc comparisons to see what are the most common products worth trying out.

• Startups and small businesses use document management systems to electronically and securely store files and documents.
• Growing organizations and medium-sized companies use the solution to manage, share, and archive files.
• Large enterprises make use of the systems to efficiently, store, search, and share documents.
• Academic institutions recognize the need for centralized and more efficient document storage and file-sharing options.

• eFileCabinet: One of today’s most secure document management systems with an impressive capacity to help companies get rid of paperwork, and please customers with faster and more reliable service
• eXo Platform: eXo Platform is a top-rated, open-source, social networking application that is also built as a smart collaboration tool.
• Samepage: Samepage enables team collaboration through features, such as scheduling, instant messages, task lists, discussion topics, and meeting agendas.
• Zoho Docs: Zoho Docs is a popular system for small businesses that is designed for effective document management.
• Zoho Forms: Zoho Forms is a robust online form builder that can create or collect forms from multiple mobile apps, platforms, and systems, and share them with other users.  
• Qwilr: Qwilr combines the ease of documents with the power and beauty of websites. Its pages have high-quality analytics, and are beautiful, interactive, and bursting with media.  

• Web based – The advantage is you don’t have to deploy a client software package. Simply use your internet browser to access the software.
• Client-Server based – This type of software can be more robust and faster than other types.  You can customize the interface and easily develop sophisticated integration.
• Database packages – This type is usually integrated with the underlying database platform like SQL or Oracle.  It offers sophisticated linkages between data and images. The flipside is they often need added computing horsepower.
• Cloud-based packages – The software is hosted on the vendor’s system and you need only an internet connection to access it. You need not download any software or worry about upgrades. Simply pay the subscription amount and make use of all the benefits of the service.

Unless you’re one of those people whose creativity is fueled by chaos, disorder, and short deadlines, you will find document management systems to be among the most useful additions your company has ever had. Apart from saving trees and keeping the environment unpolluted, managing documentation in the cloud can save you a few more headaches and serious management hazards:

A robust set of features and functionalities: The more the merrier! The reason why you have a DMS in the first place is that you can’t rely on your memory to restore the content of every document, or to know exactly what a report should compare or contain. Ideally, your document management system should support searching filters (to locate information once knowledge is fleshed-out); Versioning (to update files automatically and to avoid inexcusable errors); Permissions (to keep an eye on the social community and to distinguish people who can edit/delete files); Universal document support (to accept standard formats and common extensions, and to be able to respond to emerging formats too). DMSs should also include online editing, offline access, chat support, phone support, and mobile access.

DMSs are time-savers: Businesswise or otherwise, more time means more money. Time is the essential component of a company’s efficiency, and running proper documentation management is the best way to save it. The most valuable part of having a DMS on board is that you get to use search filters to locate whatever file in a few seconds, instead of turning the office upside down to find it.

DMSs store and share your files: Once all relevant documents are stored in a centralized database, you get to collaborate on them and to share them with internal/external parties. You can either share them using system links or send them in password-protected folders to prevent them from falling into the wrong hands. DMSs usually include an audit-tracking functionality, which informs the document owner about any views/edits of the document in question, the same as inefficiencies and mistakes.

DMSs provide access “on the go”: This might be the biggest advantage of DM software in general: storing information in the cloud means that you will be able to access it from any location, at any point in time. Needless to say, document management programs have upgraded to mobile-friendly organization candies, and you can use them from any device empowered with an internet connection.

DMSs safeguard the content of your documents: Many critics argue that letting information go viral is not the safest solution, and that’s true. However, document management systems producers weren’t that reckless to skip tackling the security issue, and they developed powerful safety mechanisms to keep information protected. Their rigorous security policy, the same as RBAC (role-based access controlling) prevents the irreversible damage of confidential information falling into the wrong hands.

DMSs will integrate with most of your existing software infrastructure: Their nifty capability to integrate with third-party apps allows information to flow seamlessly from one system to the other, which will keep your workflow both accurate and time-efficient. Most modern DMSs support email integration, meaning that you get to share files with contacts outside the system, without having to convert them, or use additional programs.

DMSs organize information in an intelligent way: Organizing, categorizing, and prioritizing files is the worst chapter of the doc management nightmare, which is why most employees welcome DMSs with open arms. These systems provide companies with solid organizational hierarchy, and they tag and rate documents to make your job even easier.

DMSs provide a strong collaboration platform: Document management systems can turn into an ideal collaboration platform either by utilizing its native collaboration features or with the help of third-party integrations.  Collaboration and document management ideally work together, especially when the people involved in projects work from different locations.

You’re already on the fence with your never-ending pile of documents to organize, and you’ve decided firmly to let an online-based system deal with it instead of you. The worst part of the process, however, is yet to come: how to choose the right DMS for your business?

Vendors and producers usually point out a target list of scales and industries, but most of their products equally fit small, medium, and large businesses. More decisive in the case are functionality preferences, even if they can also be daunting to pick out.

For more info on the benefits of document management software feel free to read our comprehensive guide on that topic.

What we recommend you to do is to start looking for basic functionalities, and turn to your personal expectations once the list is narrowed down to a dozen of them:

Attractive appearance

It may not be the hat of all criteria, but you’d be surprised to know how many people care about the looks of the software they’re using. We’re not denying it: pleasantly-looking interfaces motivate people to work more, not just because they look that way, but because they are intuitive and easy to navigate.

Quick deployment

Do you know how many CEO Managers gave up on implementing a DMS because they were afraid they’ll run short of time to implement it? A few years ago, their hesitation could be justified. Nowadays, however, the transition to an online mechanism for document management happens smoothly, and there is no risk of losing time or valuable information.

Cost-effectiveness

Cloud-based DMSs can save money in the long run, but that doesn’t justify ridiculous investments in one. Depending on your needs, you can find a system that doesn’t surpass your budget for covering financial obligations, anywhere between $20 and $50 per month (per user). Note that certain vendors offer discounts for advance payments, as well as a 30-days full-insight trial you don’t even have to pay for.

Remote capabilities

Cloud-based document management systems are essential to the remote work software list. With all relevant files easily accessible from a central cloud storage,  team members working on the same project can access documents, share, and collaborate easily from different locations. This capability of a cloud-based document management platform makes it invaluable to remote workers.

Before you jump on the bandwagon, consider these activities to make your transition seamless:

• Understand the importance of the step you’re making: You’re transitioning to a completely new system, and that looks just as scary as it sounds. The system is the composition and your employees are the orchestra, and it is of importance that everyone plays his instrument right. Bring workers on board, dispel their curiosities, and most importantly: explain the benefits.
• Don’t save money on training: Not every DMS is easy to use, but you’ve already paid and you can’t go back. Instead of letting the investment slide through the cracks, invest again to prepare employees on how to use it. Organize seminars and training, and give them as much time as they need.
• Digitalize your documents in advance: Scan the paperwork, even if it takes time. It will allow you to start using your DMS from the very first moment it arrives at your company.
• Customize your DMS: DMSs usually look, feel, and function as “one-size-fits-all” programs, but that shouldn’t stop you from making yours more personal. The more you customize it, the better it will suit the specific needs of your business.
• Test support from the very first moment: Establish contact from day one, especially if you need implementation help. The behavior of technical staff can tell a lot about a product and a company, so do the most to justify your investment.

Smart automation: Automation tools help enhance a document management system’s capability to organize files. AI and machine learning technology take automation functions in document management systems to the next level. A good example of this is the intelligent process automation (IPA) which is a scalable intelligent technology that helps in automating repetitive tasks in document management workflow.

Mobile friendly: More and more people are using their mobile phones as their daily driver. And with more people’s growing preference of working remotely, making document management more mobile-friendly seems like a natural path to take.

Interactive documents – Unlike printed documents, digital files are flexible and easily adapt to modern changes. These days, you can embed video and audio files, photo galleries, navigation buttons, and others on your digital documents.

Unauthorized access: For managers and business owners, a document management system allows them to save important documents without worries.  But for this to be effective, user access to folders and files must be defined first, and this includes limiting the actions a user can make on specific documents. For example, a document can only have edit access to its original author, which prevents other users from making accidental or deliberate revisions.

Compliance and data security: Cloud storage, like other cloud-based systems, can be vulnerable to cybersecurity threats. While compliance with existing data security and privacy policies are observed, there are document management platforms that go the extra mile by adding layers of security. Meanwhile, there are also those that meet standard industry regulations.

Accountability: There are document management systems that are not capable of generating a detailed audit trail. This can create some issues. especially when it comes to determining if a document has been revised without permission or authorization. A good document management system must be capable of generating a detailed audit trail to see if a document has undergone revisions and who made them. In this way, they will know who will to hold accountable in case issues arise.