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Higher education professionals can take control over the design and delivery of documents with Evisions FormFusion. Learn more about FormFusion Document Enhancement

Higher education professionals can take control over the design and delivery of documents with Evisions FormFusion. Learn more about FormFusion Document Enhancement

Inteum

by Inteum Company

An innovation management software that streamlines the whole technology supply chain, from IP to monetization. Learn more about Inteum

An innovation management software that streamlines the whole technology supply chain, from IP to monetization. Learn more about Inteum

Easy-to-implement, easy-to-use enterprise document and content management software. Securely access your files anywhere! Learn more about Contentverse

Easy-to-implement, easy-to-use enterprise document and content management software. Securely access your files anywhere! Learn more about Contentverse

Document Management, Workflow and Document Storage products for Accounting Firms Learn more about Doc.It Suite

Document Management, Workflow and Document Storage products for Accounting Firms Learn more about Doc.It Suite

A complete document output management solution designed to manage, convert, distribute and print output files from any system. Learn more about Compleo Suite

A complete document output management solution designed to manage, convert, distribute and print output files from any system. Learn more about Compleo Suite

Docufree

by Docufree

The most comprehensive suite of document and business process management solutions that make paperless possible. Learn more about Docufree

The most comprehensive suite of document and business process management solutions that make paperless possible. Learn more about Docufree

novaPDF

by Softland

novaPDF creates industry-standard PDF files from any Windows application which can print, password protect and digitally signs them. Learn more about novaPDF

novaPDF creates industry-standard PDF files from any Windows application which can print, password protect and digitally signs them. Learn more about novaPDF

iGrafx delivers proven ROI to the largest enterprises in the world. Learn more about iGrafx

iGrafx delivers proven ROI to the largest enterprises in the world. Learn more about iGrafx

Nimbus Note

by Nimbus Web

Create and edit notes, save web pages, customize screenshots, and instantly share them with your coworkers. Learn more about Nimbus Note

Create and edit notes, save web pages, customize screenshots, and instantly share them with your coworkers. Learn more about Nimbus Note

A simple document control software system to Import, Manage, Control and Sign your documents. Learn more about Orcanos ALM and QMS

A simple document control software system to Import, Manage, Control and Sign your documents. Learn more about Orcanos ALM and QMS

Docsvault

by Easy Data Access

Docsvault allows organizations to manage and secure their documents, coordinate changes, and control access. Learn more about Docsvault

Docsvault allows organizations to manage and secure their documents, coordinate changes, and control access. Learn more about Docsvault

Easily link/update Word/PowerPoint content (text, tables, and charts) based on Excel data and calculations with our Office 365 add-in. Learn more about Excel-to-Word Document Automation

Easily link/update Word/PowerPoint content (text, tables, and charts) based on Excel data and calculations with our Office 365 add-in. Learn more about Excel-to-Word Document Automation

Isolocity

by Isolocity

An intuitive, cloud-based quality management software that automates a company's quality management system. No consultant required. Learn more about Isolocity

An intuitive, cloud-based quality management software that automates a company's quality management system. No consultant required. Learn more about Isolocity

Open source out-of-the-box portal integration and full content control with integrated document management and workflow. Learn more about Alfresco Content Services

Open source out-of-the-box portal integration and full content control with integrated document management and workflow. Learn more about Alfresco Content Services

A server documentation tool that inventories and audits the configuration of your servers and tracks changes to your IT environment. Learn more about XIA Configuration Server

A server documentation tool that inventories and audits the configuration of your servers and tracks changes to your IT environment. Learn more about XIA Configuration Server

SearchExpress

by SearchExpress

Document management solutions will reduce the costs of handling, storing and retrieving your documents. Learn more about SearchExpress

Document management solutions will reduce the costs of handling, storing and retrieving your documents. Learn more about SearchExpress

Whether your goal is going paperless or lean, Dozuki is your comprehensive tool for documentation creation, control & distribution. Learn more about Dozuki

Whether your goal is going paperless or lean, Dozuki is your comprehensive tool for documentation creation, control & distribution. Learn more about Dozuki

Web and mobile solution that streamlines document workflow and care coordination for post-acute healthcare providers. Learn more about Forcura

Web and mobile solution that streamlines document workflow and care coordination for post-acute healthcare providers. Learn more about Forcura

TrackMyRisks

by Continuity Partner

Take control of governance, risk and compliance documents. Store and share documents securely. Automate renewals and reminders. Learn more about TrackMyRisks

Take control of governance, risk and compliance documents. Store and share documents securely. Automate renewals and reminders. Learn more about TrackMyRisks

ChronoScan

by Digital File

Complete suite for document scanning & data entry. PDF & OCR data capture. Learn more about ChronoScan

Complete suite for document scanning & data entry. PDF & OCR data capture. Learn more about ChronoScan

CloudConvert is an online file conversion tool with an advanced and scalable API. More than 200 formats are supported. Learn more about CloudConvert

CloudConvert is an online file conversion tool with an advanced and scalable API. More than 200 formats are supported. Learn more about CloudConvert

MadCap Flare

by MadCap Software

The most efficient way to create, manage and publish technical documentation, user manuals, policy guides and more. Learn more about MadCap Flare

The most efficient way to create, manage and publish technical documentation, user manuals, policy guides and more. Learn more about MadCap Flare

S-Drive

by CyanGate

S-Drive is an easy, secure and unlimited document management, file management and file storage platform on Salesforce. Learn more about S-Drive

S-Drive is an easy, secure and unlimited document management, file management and file storage platform on Salesforce. Learn more about S-Drive

infoRouter

by Active Innovations

Document Management software for managing information assets efficiently, simply, and securely. Learn more about infoRouter

Document Management software for managing information assets efficiently, simply, and securely. Learn more about infoRouter

Document management that combines content, security and storage features with workflow and process management capabilities. Learn more about FileNet Content Manager

Document management that combines content, security and storage features with workflow and process management capabilities. Learn more about FileNet Content Manager

IBM Enterprise Content Management allows businesses to access, analyze, and act on business content. Learn more about IBM ECM

IBM Enterprise Content Management allows businesses to access, analyze, and act on business content. Learn more about IBM ECM

Jama Connect

by Jama Software

Jama Connect is a project and product development solution for companies developing complex hardware, software and integrated systems. Learn more about Jama Connect

Jama Connect is a project and product development solution for companies developing complex hardware, software and integrated systems. Learn more about Jama Connect

PDF Tables

by The Sensible Code Company

Effortlessly convert PDF tables into Excel, CSV, XML or HTML. Learn more about PDF Tables

Effortlessly convert PDF tables into Excel, CSV, XML or HTML. Learn more about PDF Tables

NetDocuments

by NetDocuments

Offers organizations of all sizes a web-centric, SaaS (Software-as-a-Service) document, email and records management solution. Learn more about NetDocuments

Offers organizations of all sizes a web-centric, SaaS (Software-as-a-Service) document, email and records management solution. Learn more about NetDocuments

SmartVault

by SmartVault

SmartVault makes it easy to collect, manage, & share documents with a single, integrated document management & client portal solution. Learn more about SmartVault

SmartVault makes it easy to collect, manage, & share documents with a single, integrated document management & client portal solution. Learn more about SmartVault

All PDF Converter

by PDF Converters

All-In-One PDF converter turns PDFs into 7 high-quality file formats, including Word / Excel / HTML / Images / Epub / Txt / XML. Learn more about All PDF Converter

All-In-One PDF converter turns PDFs into 7 high-quality file formats, including Word / Excel / HTML / Images / Epub / Txt / XML. Learn more about All PDF Converter

eBA

by Bimser International

eBA Document and Records Management software lets you capture, store & track the life-cycle of your electronic documents. Learn more about eBA

eBA Document and Records Management software lets you capture, store & track the life-cycle of your electronic documents. Learn more about eBA

Captures paper & electronic documents from common ingestion channels, and exports the documents and data into core business systems. Learn more about Kofax Capture

Captures paper & electronic documents from common ingestion channels, and exports the documents and data into core business systems. Learn more about Kofax Capture

PaperSave

by PaperSave

Complete document management, electronic workflow and invoice automation solution, for Microsoft Dynamics and Blackbaud. Learn more about PaperSave

Complete document management, electronic workflow and invoice automation solution, for Microsoft Dynamics and Blackbaud. Learn more about PaperSave

Enterprise-ready and stress-free document management for SharePoint and Office 365. All-in-one, intuitive and easy-to-use platform. Learn more about Bonzai Intranet

Enterprise-ready and stress-free document management for SharePoint and Office 365. All-in-one, intuitive and easy-to-use platform. Learn more about Bonzai Intranet

elapseit

by ELAPSE IT

Resource planning and project management software, that helps you manage everything from project kick-start to invoice. Learn more about elapseit

Resource planning and project management software, that helps you manage everything from project kick-start to invoice. Learn more about elapseit

Ensur

by DocXellent

Provides electronic document control to maintain security and compliance with your organization's documents. Learn more about Ensur

Provides electronic document control to maintain security and compliance with your organization's documents. Learn more about Ensur

Imaging Made Simple

by Imminent Technologies

Manage information within one single repository; including email, fax, documents, content from other data sources, and more. Learn more about Imaging Made Simple

Manage information within one single repository; including email, fax, documents, content from other data sources, and more. Learn more about Imaging Made Simple

Document Parser SDK works with docs by providing extensive templates for document processing. It supports PDF scans, images, and OCR. Learn more about ByteScout Document Parser SDK

Document Parser SDK works with docs by providing extensive templates for document processing. It supports PDF scans, images, and OCR. Learn more about ByteScout Document Parser SDK

CintaNotes

by Sitex OOO

A novel Windows app that helps you take notes from anywhere and automatically organize them. Learn more about CintaNotes

A novel Windows app that helps you take notes from anywhere and automatically organize them. Learn more about CintaNotes

Documize

by Documize

Delightful internal and external documentation for every part of your business. Learn more about Documize

Delightful internal and external documentation for every part of your business. Learn more about Documize

DocuXplorer

by DocuXplorer Software

DocuXplorer is the ideal solution for organizations looking to replace their current document management software or start fresh! Learn more about DocuXplorer

DocuXplorer is the ideal solution for organizations looking to replace their current document management software or start fresh! Learn more about DocuXplorer

FOLDERIT

by FOLDERIT

The easy way to securely Store, Share, Approve and Manage your digital documents. Learn more about FOLDERIT

The easy way to securely Store, Share, Approve and Manage your digital documents. Learn more about FOLDERIT

Liscio

by Liscio

Liscio is a secure sharing solution that simplifies communication and collaboration by creating a safe digital space to work together. Learn more about Liscio

Liscio is a secure sharing solution that simplifies communication and collaboration by creating a safe digital space to work together. Learn more about Liscio

Patrina helps businesses secure, organize and manage data in order to make it universally accessible and useful. Learn more about Patrina ERM

Patrina helps businesses secure, organize and manage data in order to make it universally accessible and useful. Learn more about Patrina ERM

bit.ai

by Bit Tech Labs

All-in-one document collaboration & content management platform for teams to create, share and manage their content from one place. Learn more about bit.ai

All-in-one document collaboration & content management platform for teams to create, share and manage their content from one place. Learn more about bit.ai

Enadoc

by Tech One Global

An enterprise document imaging system that is Cloud-based and mobile-ready to create paperless environments for SMEs. Learn more about Enadoc

An enterprise document imaging system that is Cloud-based and mobile-ready to create paperless environments for SMEs. Learn more about Enadoc

A comprehensive & powerful cloud API to convert files. Hundreds of different formats supported - documents, images, audio, video & more Learn more about File conversion API

A comprehensive & powerful cloud API to convert files. Hundreds of different formats supported - documents, images, audio, video & more Learn more about File conversion API

Policy Manager

by MCN Healthcare

Save Time and Automate your Document Review and Approval Process with Policy Manager Learn more about Policy Manager

Save Time and Automate your Document Review and Approval Process with Policy Manager Learn more about Policy Manager

Projectfusion

by OD Consultancy

We offer a VDR solution for project management, online collaboration, secure document storage and sharing in your own private cloud. Learn more about Projectfusion

We offer a VDR solution for project management, online collaboration, secure document storage and sharing in your own private cloud. Learn more about Projectfusion

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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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