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Mobile friendly digital asset management software built for archivists and records managers. Supports entire life cycle of both electronic and physical records. Powerful digital archives software lets you manage and provide access to multimedia assets, e.g., PDFs, maps and drawings, flip books, audio, images, videos, and email. Cloud or on premise. Simple to file content or perform global searches. Easily manage storage and tracking. Reasonable price; fast implementation. Learn more about Eloquent Records & Eloquent Archives

Mobile friendly digital archives software for life cycle of paper or electronic records management; easily file and find documents. Learn more about Eloquent Records & Eloquent Archives

Public and private sector organizations around the world leverage the Nintex Platform every day to quickly and easily manage, automate and optimize their business processes. Nintex Platform includes capabilities for process mapping, workflow automation, document generation, forms, mobile apps, process intelligence and more, all with an easy to use drag and drop designer. Learn more about Nintex

Nintex enables anyone in your organization to manage, automate, and optimize your business processes quickly and easily. Learn more about Nintex

NextProcess

by NextProcess

Founded in 2003, NextProcess brings a unique blend of technology and service expertise to the Business Process Management (BPM) and Procure to Pay (P2P) marketplace. NextProcess has years of experience in the procurement, accounting, and technology fields. Our mission is to provide each client flexible, robust functionality within our applications while driving low cost of ownership. Our software modules include CapEx, Budgeting, POs, AP, T&E, SVC, and other disbursements. Learn more about NextProcess

Software to help your organization move to a paperless document archive with virtually unlimited searchability and flexibility. Learn more about NextProcess

OnSemble is more than an employee intranet it's a complete hub that connects your people to the information they need when they need it. It's the homepage for your organization. OnSemble's drag and drop interface means your imagination is the only limit, design pages that reflect your culture without entering a single line of code. It's is an intranet that your employees with love, and actually use. Learn more about OnSemble Intranet Portal

More than an intranet portal. An employee collaboration, engagement and document platform that allows you to build without programming. Learn more about OnSemble Intranet Portal

Bitrix24 is a free document management platform used by over 4 million businesses worldwide. Available in cloud and on-premise (open source code access). Personal, group and company drive, file sync, file sharing, mobile access, online and offline document editing, multiuser editing, more. Learn more about Bitrix24

Bitrix24 is a free document management platform used by over 4 million businesses worldwide. Available in cloud and on-premise. Learn more about Bitrix24

Box is a platform for document, asset and content management. Learn more about Box

Box is a platform for document, asset and content management. Learn more about Box

App that allows you to create, edit and view any Microsoft Word document, Excel spreadsheet and Powerpoint file. Learn more about LibreOffice

App that allows you to create, edit and view any Microsoft Word document, Excel spreadsheet and Powerpoint file. Learn more about LibreOffice

Process Street is the easiest way to manage your teams workflows,recurring processes (BPM) and standard operating procedures (SOPs). Learn more about Process Street

Process Street is the easiest way to manage your teams workflows,recurring processes (BPM) and standard operating procedures (SOPs). Learn more about Process Street

Automate creation of PDF, Word, Excel, and PowerPoint documents by merging templates in the cloud. Deliver via email, e-signature, etc Learn more about WebMerge

Automate creation of PDF, Word, Excel, and PowerPoint documents by merging templates in the cloud. Deliver via email, e-signature, etc Learn more about WebMerge

ONLYOFFICE

by Ascensio System

ONLYOFFICE is a secure online office suite aimed at helping teams in management and collaboration with strong focus on documents. Learn more about ONLYOFFICE

ONLYOFFICE is a secure online office suite aimed at helping teams in management and collaboration with strong focus on documents. Learn more about ONLYOFFICE

Shoeboxed is the easiest way for your business to track expenses, categorize receipts, log mileage, create expense reports and more. Learn more about Shoeboxed

Shoeboxed is the easiest way for your business to track expenses, categorize receipts, log mileage, create expense reports and more. Learn more about Shoeboxed

Nitro

by Nitro Software

PDF productivity and eSigning tools you can provide for every knowledge worker. Learn more about Nitro

PDF productivity and eSigning tools you can provide for every knowledge worker. Learn more about Nitro

ShareFile

by Citrix Systems

The secure file sharing and storage solution built for business. Featuring state-of-the-art, compliance-supporting security. Learn more about ShareFile

The secure file sharing and storage solution built for business. Featuring state-of-the-art, compliance-supporting security. Learn more about ShareFile

Priority Matrix helps managers and executives manage tasks effectively and efficiently across iPad, iPhone, Mac, and Windows. Learn more about Priority Matrix

Priority Matrix helps managers and executives manage tasks effectively and efficiently across iPad, iPhone, Mac, and Windows. Learn more about Priority Matrix

The first PDF software you will actually like. Smallpdf features 17 PDF tools, 20 languages and is trusted by 15 million monthly users. Learn more about Smallpdf

The first PDF software you will actually like. Smallpdf features 17 PDF tools, 20 languages and is trusted by 15 million monthly users. Learn more about Smallpdf

An online file management system that lets you create, store, organize, collaborate and share files securely. Learn more about Zoho Docs

An online file management system that lets you create, store, organize, collaborate and share files securely. Learn more about Zoho Docs

EisenVault

by Argali Knowledge Services

Takes away the hassle of managing documents with its innovative solution to make storage and retrieval effortless. Learn more about EisenVault

Takes away the hassle of managing documents with its innovative solution to make storage and retrieval effortless. Learn more about EisenVault

Neat is document digitization solution that enhances the productivity of small businesses by automating their bookkeeping activities. Learn more about Neat Small Business Solutions

Neat is document digitization solution that enhances the productivity of small businesses by automating their bookkeeping activities. Learn more about Neat Small Business Solutions

Converts CSV/Excel/PDF/QIF/OFX/QFX files with transactions to format your accounting software needs (like QBO format for Quickbooks). Learn more about ProperSoft Accounting Suite

Converts CSV/Excel/PDF/QIF/OFX/QFX files with transactions to format your accounting software needs (like QBO format for Quickbooks). Learn more about ProperSoft Accounting Suite

Create PDFs, edit them, and convert PDFs into Word, Excel and PowerPoint. Enterprise security, simplicity, and no monthly fees Learn more about Nuance Power PDF Advanced

Create PDFs, edit them, and convert PDFs into Word, Excel and PowerPoint. Enterprise security, simplicity, and no monthly fees Learn more about Nuance Power PDF Advanced

Quality Management Software; includes electronic document control, training control, corrective action. Learn more about MasterControl Documents

Quality Management Software; includes electronic document control, training control, corrective action. Learn more about MasterControl Documents

Online cloud-based platform that allows you to quickly create, edit and review PDF files. Learn more about PDF Pro

Online cloud-based platform that allows you to quickly create, edit and review PDF files. Learn more about PDF Pro

Shelf is a an award winning document sharing platform that has the best search in the industry and is a leader in usability. Learn more about Shelf

Shelf is a an award winning document sharing platform that has the best search in the industry and is a leader in usability. Learn more about Shelf

Square 9 GlobalSearch

by Square 9 Softworks

Document Management solution that simplify's the capture, retrieval and distribution of business information. Learn more about Square 9 GlobalSearch

Document Management solution that simplify's the capture, retrieval and distribution of business information. Learn more about Square 9 GlobalSearch

OnBase

by Hyland Software

ECM solution that combines integrated document management, business process management and records management. Learn more about OnBase

ECM solution that combines integrated document management, business process management and records management. Learn more about OnBase

DocuPhase

by Docuphase

DocuPhase is a complete browser-based platform that delivers unmatched efficiency and performance to companies around the world. Learn more about DocuPhase

DocuPhase is a complete browser-based platform that delivers unmatched efficiency and performance to companies around the world. Learn more about DocuPhase

SmartFile

by SmartFile

SmartFile allows you to securely manage files, control access, and restrict users through granular permissions. Learn more about SmartFile

SmartFile allows you to securely manage files, control access, and restrict users through granular permissions. Learn more about SmartFile

Clinked

by Rabbitsoft

Clinked offers customised cloud solutions for businesses. Securely share files, communicate with clients and keep track of your tasks. Learn more about Clinked

Clinked offers customised cloud solutions for businesses. Securely share files, communicate with clients and keep track of your tasks. Learn more about Clinked

iLovepdf Desktop is a smart solution to overcome your everyday document challenges. Optimize, convert and edit your PDF files with ease Learn more about iLovePDF Desktop

iLovepdf Desktop is a smart solution to overcome your everyday document challenges. Optimize, convert and edit your PDF files with ease Learn more about iLovePDF Desktop

Best DMS - Business News Daily Great User Experience Awarded #1 - FinancesOnline Rising Star Award 2016 - FinancesOnLine Learn more about PinPoint

Best DMS - Business News Daily Great User Experience Awarded #1 - FinancesOnline Rising Star Award 2016 - FinancesOnLine Learn more about PinPoint

Document control management software that provides document routing, revision control, escalation, approval, and delivery. Learn more about Intellect Document Control

Document control management software that provides document routing, revision control, escalation, approval, and delivery. Learn more about Intellect Document Control

Worldox

by World Software

Enterprise-capable document management system with document profiles, full-text searching and collaboration. Learn more about Worldox

Enterprise-capable document management system with document profiles, full-text searching and collaboration. Learn more about Worldox

Business-in-a-Box includes 1,800+ Business & Legal Documents to help you start, run & grow your business. Learn more about Business-in-a-Box

Business-in-a-Box includes 1,800+ Business & Legal Documents to help you start, run & grow your business. Learn more about Business-in-a-Box

Laserfiche

by Laserfiche

Laserfiche is a leading global provider of ECM software empowering organizations to take control of information and business processes. Learn more about Laserfiche

Laserfiche is a leading global provider of ECM software empowering organizations to take control of information and business processes. Learn more about Laserfiche

Filestack

by Filestack

The Super API for End User Content. Upload, transform, and deliver files from anywhere on web, including Dropbox, Facebook and more. Learn more about Filestack

The Super API for End User Content. Upload, transform, and deliver files from anywhere on web, including Dropbox, Facebook and more. Learn more about Filestack

Xerox DocuShare's Content Management System gives you the easiest method to manage all of your paper and digital documents Learn more about DocuShare

Xerox DocuShare's Content Management System gives you the easiest method to manage all of your paper and digital documents Learn more about DocuShare

Build better business applications in just a few clicks with AODocs. Learn more about AODocs Document Management

Build better business applications in just a few clicks with AODocs. Learn more about AODocs Document Management

PdfCompressor

by CVISION Technologies

PdfCompressor is a leading document compression, OCR, and PDF conversion solution designed for highly efficient document capture. Learn more about PdfCompressor

PdfCompressor is a leading document compression, OCR, and PDF conversion solution designed for highly efficient document capture. Learn more about PdfCompressor

Google Drive-integrated Enterprise document management tool to automate workflow and lifecycle management. Learn more about Powertools for Google Drive

Google Drive-integrated Enterprise document management tool to automate workflow and lifecycle management. Learn more about Powertools for Google Drive

Tresorit

by Tresorit

Secure, encrypted cloud storage service that lets businesses to store, sync and share confidential documents. Learn more about Tresorit

Secure, encrypted cloud storage service that lets businesses to store, sync and share confidential documents. Learn more about Tresorit

PDF Studio

by Qoppa Software

A complete PDF editor to review and markup PDF documents. Maintains full compatibility with the PDF standard. Windows, Mac and Linux. Learn more about PDF Studio

A complete PDF editor to review and markup PDF documents. Maintains full compatibility with the PDF standard. Windows, Mac and Linux. Learn more about PDF Studio

Doccept

by Kensium Solutions

Document Management System that allows businesses to streamline business processes become better organized, more secure. Learn more about Doccept

Document Management System that allows businesses to streamline business processes become better organized, more secure. Learn more about Doccept

Vitrium Security

by Vitrium Systems

Vitrium provides enterprise digital rights management (DRM) software for protecting documents, images and video content. Learn more about Vitrium Security

Vitrium provides enterprise digital rights management (DRM) software for protecting documents, images and video content. Learn more about Vitrium Security

An efficient document creation tool with live-collaboration built in. Work with word documents easily. Learn more about Zoho Writer

An efficient document creation tool with live-collaboration built in. Work with word documents easily. Learn more about Zoho Writer

Nuxeo is a Content Services Platform for managing all types of enterprise information. Learn more about Nuxeo Platform

Nuxeo is a Content Services Platform for managing all types of enterprise information. Learn more about Nuxeo Platform

Automate your document generation processes and transform how you connect all parts of your business. Learn more about Conga - Document Generation

Automate your document generation processes and transform how you connect all parts of your business. Learn more about Conga - Document Generation

Tabbles

by Tag Forge

Manage files, emails and data by tagging them. Auto-tagging, Outlook support, Shared-tagging, File synchronization, Cloud storage. Learn more about Tabbles

Manage files, emails and data by tagging them. Auto-tagging, Outlook support, Shared-tagging, File synchronization, Cloud storage. Learn more about Tabbles

Create different types of content Create content of type text, image, audio, video, etc. Learn more about Zoho Notebook

Create different types of content Create content of type text, image, audio, video, etc. Learn more about Zoho Notebook

The best document management software for creating training manuals, technical blog reviews and step-by-step guides with no hassle Learn more about StepShot Guides

The best document management software for creating training manuals, technical blog reviews and step-by-step guides with no hassle Learn more about StepShot Guides

Ephesoft delivers a cloud, smart document capture & analytics platform that turns the worlds unstructured content into actionable data Learn more about Ephesoft Transact

Ephesoft delivers a cloud, smart document capture & analytics platform that turns the worlds unstructured content into actionable data Learn more about Ephesoft Transact

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What is Document Management Software?

Document Management software automates the process of managing documents from creation to storage to distribution throughout an enterprise, increasing efficiency and reducing the cost and clutter of maintaining paper records.


What is document management software?

1. The benefits of document management software

Document management solutions can aid in the digital transformation of your business by eliminating the need for manual paperwork.

Listed below are some advantages of using a document management solution:

  • Access documents anywhere and anytime
  • Collaborate through file sharing 
  • Safeguard business critical documents from unauthorized access, cybercrime, ransomware, and natural disasters
  • Reduce costs related to storing physical documents

2. Typical features of document management software

  • Document capture: Leverage image capture technology to digitize printed documents. Advanced platforms offer optical character reader (OCR) and search functionality.
  • Document storage: Store, access, share, and edit documents in a common platform. 
  • Full text search: Search for relevant files and documents by typing keywords into a search box.
  • Control access/permissions: Manage the document access permissions for specific people or a group, and control who can view and/or edit documents.
  • Collaboration tools: Share documents with individuals or a group of people, and allow them to edit and add comments.
  • Document archive: Create a centralized repository for storing confidential and archived data for future reference.

3. The cost of document management software

Most products in the market are priced on a “per user, per month” basis, and can be broken down into three pricing tiers based on their starting price: 

Price ranges

  • $0 - $4
  • $4 - $15
  • $15+

*The pricing included in this list is for the entry-level/lowest-priced offering that was found on vendor websites on August 1, 2018.

The above list includes pricing for the base plans of these products. An enterprise, or premium product, which is priced higher, may include some additional features such as optical character reader (OCR) integration, version control, workflow automation, and document scanning.


4. Considerations when purchasing document management software

  • Integration capabilities: To make optimal use of a document management solution, users need to integrate it with other key business systems such as accounting, customer relationship management (CRM), HR, and accounting solutions. These integrations not only help you leverage the document storage and sharing capabilities that are offered in the document management system, but also allow you to conduct a company-wide document text search. For example, a document management software integration with an accounting solution helps users index and store accounting and financial documents,  which proves helpful in accessing documents during internal or external audits.
  • Data security: Small businesses face external data-security threats (such as hacking and data breaches) as well as internal data-security threats (such as employee theft). And since document management system is the storage house of the important business documents, these are a lot more susceptible to a data breach. To ensure zero data loss, you should ensure that the document management system you select is equipped with the latest security protocols and methodologies. These include 256-bit Advanced Encryption Standard (AES) security and SSL/TLS (Secure Sockets Layer/Transport Layer Security) encryption.
  • Document scanning and imaging needs: Document scanning and imaging helps users by allowing them to scan paper documents and index them using a set of keywords. Digital storage combined with accurate indexing helps users search for these documents. Some products also offer optical character recognition (OCR), which helps users convert handwritten documents into a digital format. Buyers who work with a lot of physical documentation should shortlist products that include this functionality.

  • Businesses want tighter integrations between project management software and document management software: Collaborations span across different teams within a business. To improve operational efficiency, businesses are moving towards unified tools that save time and effort in toggling between different tools. For this reason, businesses are looking to integrate their project management system with document management system, enabling users to share documents while working on a project.
  • Mobile is the future of document management: With an increase in the use of mobile devices, it’s a priority for small businesses to have mobile capabilities. We can expect vendors to offer more and more mobile services such as mobile responsive interfaces, mobile apps, and client portals. 

Sources

The pricing ranges are calculated from the products listed in the Capterra Top 20 report. Products with freemium pricing models are excluded from evaluation. Features are highlighted on the basis of their importance and relevance, and standard feature offerings by vendors in the document management software directory.

The following sources were used for this document:

  1. Capterra Top 20 - Most Popular, Capterra (Date accessed: August 1, 2018)
  2. 3 Project Management Trends Small Businesses Need to Know About, Software Advice (Date accessed: August 1, 2018)
  3. Top 5 Tech Trends for Small Business, Capterra (Date accessed: August 1, 2018
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