Following is a handpicked list of Top Document Management Systems with their popular features and website links. The list contains both open-source (free) and commercial (paid) software.
BEST Document Management System
1) eFileCabinet
eFileCabinet is a document management software that enables you to import documents in one place. It uses a centralized solution for all your documents. This tool streamlines everyday tasks to increase the productivity of the employees. It enables you to sign a contract with eSignature. This app allows you to share encrypted files with other people. It uses Zonal OCR for automated form filling.
Features:
You can access your documents from Android and iOS apps. It allows you to set a complex password for your document. You can track the document version with ease. This cloud document management enables you to instantly retrieve a file. This enables you to schedule a free demo. This software has excellent customer reviews. Seamlessly integrates with Salesforce, DocuSign, make, Active Directory, and Office. Provides templates for Accounting, Banking, Financial, Insurance, Medical, and Sales Offers multiple file formats like PDF, TIF, JPG, JPEG, GIF, PNG, and BMP Support 2FA, 256-AES, SSL and TLS encryption Offers Compliant standards such as HIPAA, FINRA, and SOC 2 eFileCabinet founded in 2001 Provides Document Check-Out & Check-In and Document Tagging Offers Implementation and Service That Are Unbeatable, Take Control with Workflow, Role-Based Security, and Quick Upload It provides customer support via Phone and Chat Supported platforms: Windows and Mac Price: Plans start at $199 a month. Free Trial: 14 Days Free Trial
Visit eFileCabinet » 14 Days Free Trial
2) SmartSheet
Smartsheet is a document management system that offers collaboration and work management. It automates repetitive processes by sending alerts, requesting updates, and locking row-based changes.
Features:
Smartsheet allows you to automate workflow, including forms. You can quickly toggle between card view, grid view, and calendar view. It supports live reporting. You can easily collaborate with others. This software supports mobile app integration with other applications like Google, Salesforce, and Slack. Smartsheet allows you to manage resources and domain sharing. Seamlessly integrates with Salesforce, Tableau, Slack, box, Jira, Dropbox, and Microsoft Teams. Provides templates for Marketing and Social media Offers multiple file formats like JPG, PNG, GIF, PDF, and DOC Support 256-AES and TLS 1.2 encryption Offers Compliant standards such as SOC, HIPAA, FedRAMP, and ISO Provides 500 MB of free storage SmartSheet founded in 2005 Provides Document Check-Out & Check-In Offers Document Check-Out & Check-In, Keep project plans & schedules on track, Dynamic portfolio management, Unlock real-time visibility for everyone, Automate repetitive processes, and more It provides customer support via Chat and Contact Form Supported platforms: Windows, Mac OS, Android, iOS, and Linux Price: Plans start at $9 a month. Free Trial: 30 Days Free Trial (No Credit Card Required)
Visit SmartSheet » 30 Days Free Trial (No Credit Card Required)
3) Zoho Projects
Zoho Projects is a collaboration and document management tool created by Zoho. This software helps you to plan your projects, assign tasks, and communicate effectively. It enables you to merge documents, graphics, video clips, reports, and spreadsheets in one place. Zoho Projects enables you to share files of your organization with other people. It also helps you to keep track of your document versions. This tool allows you to search for files using the words written in the content or title and instantly view the result.
Features:
Everyone working on a project can log his/her billable & non-billable hours using timesheets. Allows you to create an issue and track them as they get fixed and tested. The team will always access the latest version of all project documents. Integrates easily with third-party apps like Google, Zapier, GitHub, and Dropbox. It has good customer reviews. Seamlessly integrates with Zapier, Slack, ServiceNow, Zendesk, box, and JIRA Provides templates for Restaurants, Architecture & Interior, Health, Businesses, Events, Photography, and Travel Offers multiple file formats like GIF, PNG, JPEG, JPG, BMP, TIF, MP3, WAV, MOV, MPEG, WAV, WMV, and AVI Support 2FA, MFA, 256-AES and TLS 1.2/1.3 encryption Offers Compliant standards such as GDPR, CCPA, PCI, SOC 1 & 2, and HIPAA Provides 5GB free storage Zoho Projects founded in 1996 Provides Document Check-Out & Check-In, Document Tagging, and Version Management Offers Built-In Document Editors, Collaboration, Document & User management, and Admin Governance It provides customer support via Email and Phone Supported platforms: Windows, iOS and Android Price: Plans start at $4.25 a month. 20% Discount on Yearly Payment. Free Trial: 10 Days Free Trial (No Credit Card Required)
Visit Zoho Projects » 10 Days Free Trial (No Credit Card Required)
4) bit.ai
Bit.ai is a smart document management system that helps firms to organize knowledge by projects, teams, and departments. This tool enables you to create unlimited number of workspaces without any hassle. It enables you to organize your document content in folders and subfolders. This program offers themes for transforming your documents into a new look with just one mouse click.
Features:
It helps you to get useful information of documents. You can run analysis report on any document. This cloud document management software enables you to manage user roles and permissions. Bit.ai allows you to customize workflow. It supports 100+ file formats. Seamlessly integrates with Tableau, box, Airtable, Figma, and Dropbox Provides templates for Design, Education, Human Resources, Management, Marketing, Product, Publishing, Sales, Startup, and Technical Offers multiple file formats like DOC, CSV, TXT, PDFs, PowerPoint, Word, Excel, MP4, and MP3 Support 256-AES and TLS encryption Offers Compliant standards such as GDPR and PCI Provides 1GB of free storage Bit.ai founded in 2016 Offers Customizable Workflow Solutions, Digital Content Management, Smart Bit Document Editor, End-to-End Bit Document Sharing, and Custom Document Branding It provides customer support via Email and Contact Form Supported platforms: Windows, Mac OS and Linux Price: Plans start at $12 a month. 30% Discount on Yearly Payment. Free Trial: 7 Days Free Trial
Visit bit.ai » 7 Days Free Trial
5) IncoDocs
IncoDocs is a tool that enables you to digitize the management of documents for exporters and trading companies. This application helps you to create sales and shipping files faster. It enables you to eliminate manual data entry work and costly delays of shipments. IncoDocs allows you to connect your team in one shared workspace for remote work. It offers document templates that can be easily stored in a secure cloud environment. This application helps you to minimize the inefficient document export process.
Features:
Offers digital signatures and stamps. Enables you to import data from existing sources. This product allows you to integrate with your existing software. You can access it from any device. It is one of the best document management software that helps you to create commercial invoices with ease. Seamlessly integrates with Xerio and QuickBooks Provides templates for Commercial and Sales Offers multiple file formats like PDF, TSV, and CSV Support 256-AES and TLS encryption Offers Compliant standards such as GDPR IncoDocs founded in 2016 Offers Export Documentation, Quoting & Invoicing, Online Payments, Purchase Orders, Re-usable Data & Autofill, Secure Doc Sharing, and more It provides customer support via Email, Chat and Contact Form Supported platforms: Windows Price: Plans start at $18 a month. 20% Discount on Yearly Payment. Free Trial: Lifetime Free Basic Plan
Visit IncoDocs » Lifetime Free Basic Plan
6) Templafy
Templafy is a document management system that helps businesses to streamline tasks. This software automatically shows the most relevant content to each employee based on position and usage. It enables you to manage content from a simple dashboard. Templafy allows you to connect all DMS data directly to documents. It provides a faster workflow for creating business documents. This application ensures all documents created through DMS are stored correctly.
Features:
Provides easy access to relevant company content from the document. Allows you to build accurate content quickly. It automatically fixes content inconsistency with a single mouse click. You can integrate this tool with Dropbox, Salesforce, Box, G Suite, and more. It can connect and combine appropriate data from the DMS. This cloud storage software enables you to access documents from tablets and smartphones. Seamlessly integrates with Salesforce, Microsoft Teams, box, Sitecore and Opentext Offers multiple file formats like PPTX, .DOCX, .XLSX, .XLSM, JPG, JPEG, GIF, PNG, SVG, EMF and PDF Support 256-AES encryption Offers Compliant standards such as GDPR, ISO 27001, and SOC 3 Templafy founded in 2016 Provides Version Management Offers Version Management, Library, Dynamics, Validator, ProductivityPlus, Engage, Email Signature Manager, Font Distributor, Content distribution, Template management, and more It provides customer support via Email, Chat and Contact Form Supported platforms: Windows and Mac Price: Plans start at $1 a month. Free Trial: 14 Days Free Trial
Link: https://www.templafy.com/document-management-software/
7) Bitrix24
Bitrix24 is a collaborative document management tool for teams with large and small sizes. This software is available in both cloud and on-premise with source code access. It enables you to place documents, presentations, and videos for download or private use. Bitrix24 manages the version of previous documents. It enables you to edit the files on your PC without any hassle. This application can be integrated with external online storage sites like Dropbox, OneDrive, Google Drive, etc.
Features:
This digital filing system is fully customizable. Your organization employees can upload files from personal accounts. It helps you to create a custom workflow for draft submissions and contract revisions. Bitrix24 enables you to open documents using OpenOffice and MS office. It automatically saves your documents to Bitrix24 account. Offers on-demand Bitrix24 demo. Seamlessly integrates with MailChimp, Slack, Skype, Zapier, and Xero Provides templates for Document Offers multiple file formats like DOCX, XLSX, PPTX, ODT, ODS, ODP, DOC, XLS, PPT, and TXT Support SSL and Two Step Authorization encryption Offers Compliant standards such as GDPR and SOC Provides 5 GB free storage Bitrix24 founded in 2012 Offers Configurable access permissions, Safe & secure storage, High performance, Complete customization, Wide range of editions, Custom backup rules, and more It provides customer support via Email Supported platforms: Windows, iOS and Android Price: Plans start at $5 a month. 35% Discount on Yearly Payment. Free Trial: 30 Days Free Trial
Link: https://www.bitrix24.com/features/docs.php
8) Bynder
Bynder is a CMS with million-plus users around the world. It provides different document management features. It helps professionals to accelerate the creation of video and other content and get the right assets to the people and systems that need them, and ensure brand compliance.
Features:
Great collaboration tools Easy to create shareable style guides. Ideal for marketing Digital asset management Offers creative workflow. It has excellent customer reviews. Bynder can accelerate the end-to-end creative content lifecycle. It enables you to securely share files both internally and externally without any hassle. Seamlessly integrates with SAP, Salesforce, Figma, Wrike, Drupal, and HubSpot Provides templates for Digital Brand Offers multiple file formats like JPG, PNG, GIF, BMP, TIFF, TIF, AI, EPS, PSD, PSB, WAV, MP3, MP4, MPG, and MPEG Support 256-AES and TLS encryption Offers Compliant standards such as ISO 27001, ISO 27018, ISO 22301, PCI-DSS, HIPAA, GDPR, and CCPA Bynder founded in 2013 Provides Document Check-Out & Check-In, Document Tagging, and Version Management Offers Instant search results, Google-style search, Directly embed media, Security & access control, Manage & Organize, and more. It provides customer support via Email, Chat, Phone and Contact Form Supported platforms: Windows, iOS and Android Price: Plans start at $59 a month. Free Trial: 14 Days Free Trial
Link: https://www.bynder.com/en/document-management-system/
9) Docuware
Docuware is a document management and workflow automation tool. It enables you to keep your critical business information secure and accessible. This application enables you to share, edit and archive contracts. It uses data encryption to securely access the content. This tool allows you to add notes, comments, signatures in documents.
Features:
This digital filing system offers automated invoice processing. You can access your content from any device. Enables you to organize your employee records with ease. Allows you to store all your documents on cloud-based storage. It has good customer reviews. Seamlessly integrates with SAP, sage, ORACLE, infor, and Outlook Offers multiple file formats like PDF, DOCX, XLSX, PPTX, CAD, TIFF, and JPEG Support 256-AES encryption Offers Compliant standards such as HIPAA, GDPR, CCPA, and SOC 2 Docuware founded in 1988 Provides Document Check-Out & Check-In, and Version Management Offers Intelligent Indexing, Scan & classify, Task control, Workflow automation, Digital editing and Automatic delivery, and more It provides customer support via Contact Form, Email and Phone Supported platforms: Windows and Linux Price: Plans start at $40 a month. 25% Discount on Yearly Payment. Free Trial: 30 Days Free Trial
Link: https://start.docuware.com/
10) Alfresco
Alfresco is a tool that makes your document management process simple and easy. It allows you to track your document with minimal effort. This tool groups file to easily discover content. It enables you to manage your documents across 60+ applications like FileNet, Documentum, and OpenText. This software has a built-in workflow to simplify document approval and review. It offers filters that enable you to retrieve relevant content faster.
Features:
You can access your documents offline. It allows you to add index in your document. Enables you to archive your document. This software can be accessed from mobile, web, and desktop. Allows you to control the version of documents with no trouble. Seamlessly integrates with SAP, Salesforce, box, AUTOCAD, and Outlook Provides templates for File and Folder Offers multiple file formats like HTML, XML, DCX, PCX, DCA-RFT, MODCA, and HEIC Support 256-AES encryption Offers Compliant standards such as ISO 15489, ISO 16175, FOIA, EgovG, GDPR, and MoReq Alfresco founded in 2005 Provides Document Check-Out & Check-In, Document Tagging, and Version Management Offers Powerful search & discovery, Secure business-critical content, Calendar, Discussion forum, Data list, and Site links It provides customer support via Phone, Chat and Contact Form Supported platforms: Windows and Linux Price: Plans start at $5 a month. Free Trial: 30 Days Free Trial
Link: https://www.alfresco.com/ecm-software/document-management
11) Openkm
Openkm is one of the best document management systems to store and manage your content. This application makes the distribution of files simple and easy. It allows you to monitor workflow status, tasks, and processes. Openkm software can scan and securely store all your paper documents. It enables you to create a personal document for each user. This app can perform a virus scan of all uploaded documents.
Features:
It helps you control your enterprise content. You can collaborate with other people on projects and documents. Offers add-ons for Excel, Outlooks, PowerPoint, and Word. Allows you to send a document as an email attachment or via document URL. Enables you to find needed documents with ease. You can add comments to documents. Enables you to access past versions of documents. Seamlessly integrates with Google Drive Provides templates for Document Offers multiple file formats like Text, HTML, RTF, XML, PDF, OpenOffice.org, JPEG, and MP3 Support SSL encryption Offers Compliant standards such as HIPAA and ISO Openkm founded in 2005 Provides Document Check-Out & Check-In, and Document Tagging Offers Administration, Search engine, Security, Document previsualization, Task manager, Collect, Collaborate, and Capitalize It provides customer support via Email, Phone and Contact Form Supported platforms: Linux, Windows and Mac OS Price: Plans start at $29 a month. Free Trial: 30 Days Free Trial
Link: https://www.openkm.com/
12) FileNet Content Manager
FileNet Content Manager is a tool that enables you to extract useful information from documents with ease. This application combines enterprise content, security, and storage features with ready-to-use workflow. It provides secure access across more than one content store and automates the classification of files. This application enables you to quickly collaborate with other people.
Features:
It helps you manage the versioning of the documents. This application automatically modifies documents depending on the role of the user. It can create index fields and content types. FileNet content manager offers API to build and integrate content services into your business. Seamlessly integrates with Salesforce Provides templates for PowerPoint and Email Offers multiple file formats like BMP, GIF, JPEG, JPG, TIFF, and HTML Support 256-AES and End-to-end encryption encryption Offers Compliant standards such as ISO/IEC 9075-10:2003 FileNet Content Manager founded in 1982 Provides Document Check-Out & Check-In, Document Tagging, and Version Management Offers Securely share, Cloud-native management & deployment, Role-based redaction AI-driven insights, Low-code developer tools & GraphQL APIs, and more It provides customer support via Email, Chat, Phone and Contact Form Supported platforms: Windows and Linux Price: Request a Quote from Sales Free Trial: 30 Days Free Trial
Link: https://www.ibm.com/products/filenet-content-manager/details
13) CartaDC
CartaDC is software that enables you to create automatic workflows with minimal effort. It gives you quick visibility into all of your documents from any place. This application allows you to store documents online safely and securely. It helps you to save time by automatically routing documents to the right people for approval. This app offers compliance monitors to build reports, retention schedules, and alerts with GDPR functionality.
Features:
You can share any number of documents with internal and external stakeholders. It supports browsers like Google Chrome, Internet Explorer, Firefox, and Safari. It can be easily accessed from Windows and Mac operating systems. Seamlessly integrates with ECM and ERP. Offers multiple file formats like JPG, PNG, TIFF, and PDF Support 256-AES encryption Offers Compliant standards such as GDPR CartaDC founded in 2004 Provides Document Tagging Offers Document Tagging, Account-Based Marketing, Content Marketing, Conversion Rate Optimization, Customer Data Platform (CDP), Demand Generation, Digital Analytics, and more It provides customer support via Phone and Contact Form Supported platforms: Windows and Mac Price: Plans start at $15 a month. Free Trial: 90 Days Free Trial
Link: https://www.accesscorp.com/software-for-document-management/carta-dc/
FAQs
eFileCabinetSmartsheetZoho ProjectsBit.aiIncoDocsTemplafyBitrix24Bynder
Searching: You have to look for a wide variety of options for quickly finding needed files. It is good that it allows you to search documents by name, content, type, and modified date.Simple file structure: The Document Management System must have an easy-to-use file structure.Version control: Version control or versioning is important feature of document management software that enables you to track changes in files. The best DMS should also maintain an archive of old versions. Therefore, you can easily see the modifications in documents.Mobile access: You have to look for the Document Management System that is accessible via tablets and smartphones. This will allow you to view, alter and share files from any place.Integration: The document management system should easily integrate with other software you are already using, like CRM software and email client.Scanning: The document management software should provide a document scanning feature.Security: The document management system must allow you to assign permissions for a particular user on accessing folders and files.
Alphabetical filing system: The best way to file documents is to file your documents alphabetically. The name of a folder should be according to the name of the documents.Numerical filing system: Businesses that need a number of documents like invoices should create a numerical filing system.Category filing system: You need to arrange your files according to categories like personal, marketing, administration, and customer data. It is also possible to include sub-topics for each category as per your need.
Accounting: It will help you to manage and store your tax documents, financial information, customer bills, and project management.CRM: It enables you to transfer, store and organize the details of customer leads.Email: You can integrate Microsoft Outlook in your PC as it enables you to store and manage your emails with ease.Digital Signature: It automatically allows you to capture a digital signature on files.
Capture documents: The document capturing facility will help you to save your files so that you can easily find them later. This is possible because of the indexing feature of DMS. You can also add some metadata for searching them without hassle.Central document storage: A DMS has central document storage. This is important for managing and retaining documents that come from multiple places.Document retrieval and distribution: A DMS includes document retrieval and distribution. It is important to ensure that you utilize and share your documents without any trouble.
Document capture and imaging: It uses the latest imaging technology to digitize your printed documents. These applications are integrated with file readers and search features.Record management: Modern Document Management System can secure records by classifying and archiving your sensitive information.Contract management: Document Management Software can facilitate the workflow for creating and revising particular types of contracts.Indexing: It assigns data to documents either in a library or archive to make them searchable. This metadata can be properties such as author and file format.
Mobile-friendly tools: Document management system vendors are developing mobile-friendly tools that provide you a seamless experience between your PC and smartphone. Therefore, providing an intuitive interface on the phone also becomes crucial.Focus on collaboration capabilities: Document management software is offering collaboration features such as accessing block files. Many tools also integrate social sites to improve teamwork skills and reduce errors when more than one user works on the same document.
- Cloud-based software: Cloud-based software are hosted over the internet instead of installed onto your PC. It enables you to access your documents from any place. Cloud-based software has the following deployment options:
It has lower document management costs and provides easy scalability.Data is stored in third-party servers. This will reduce the burden of controlling it.Accessible from any internet-connected device.
- On-premise software: On-premise software are generally applications that are installed on the local system. It enables you to configure, manage, and control your data with ease. On-premise software has the following deployment options:
This type of software has higher upfront costs but does not have any recurring expenses.It takes a long implementation time.Updates are the responsibility of user.All your data is stored on self-managed servers that give users good control over it.It is customizable in terms of data control and security.
