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18 Best Document Management Software [Ultimate Guide]

best-document-management-software

Are you looking for a way to organize your business and reduce your workload? Due to this coronavirus pandemic, most of the businesses are operated virtually. However, with the ongoing process of digitalization, it can be quite difficult to manage and keep a record of all your important documents. 

This is where document management software can help. It helps you to organize your work in a convenient way and enables you to access any of your important files from anywhere and anytime.

A document management system is considered an important element of  Enterprise Content Management or ECM. It is also called Content Management System and is associated with Record Management, workflow, Digital Asset Management, and others. 

 This coronavirus pandemic has led to a new era where most of the work is done virtually. Document management software has become a necessity in this digital era.

They provide companies with a range of In this guide, you can get a complete understanding of document management software and we have also brought some of the most heavily used document management software by successful organizations.


Best Document Management Software

1. Dropbox

This is one of the best free document management software. It is used by more than 500000 teams to stay organized. It provides you a streamlined workflow and protects company data. Thus, making your business more efficient and productive.

What are the features of Dropbox?

Dropbox brings to you flexible storage space and you can choose the plan according to your requirements. You can easily recover deleted files and restore previous file versions in case you have lost something important. It provides you complete control and visibility over your team folders along with sync management. 

This software allows you to password-protect your links, disable downloads, or assign expiration dates to permit temporary entry. This is a simple yet robust way to develop, share, and maintain your team in sync along with the added benefit of admin controls. It allows you to easily deliver final files up to 100 GB to colleagues and customers. 

With the help of this software, you can present shared files with your logo, company name, and a background image. It allows you to work handily and thus, provides collaboration with more than 300,000 connected apps.

Live support is provided and you can quickly get answers to your questions via priority phone, email, and chat support. It provides notifications of progress updates and to-dos added to descriptions, and thus, allows you to stay up to date with a recent activity view that lives alongside your work.

Pros:

  • Storage space is provided.
  • Advanced search features are provided which allows you to search for keywords within your docs.
  • It enables you to quickly transfer the file.
  • You can easily Restore, recover, and rewind content.
  • Various popular apps are seamlessly integrated with Dropbox.
  • Live support is provided to clear your queries. 
  • It enables you to create and edit your work including cloud content and Microsoft Office files directly in Dropbox and thus, bring your work in one place. 

Cons:

  • It is quite expensive and not suitable for people that are using it occasionally.

Plans and pricing: 

It provides a 14-day free trial.

Dropbox Plus

This is available for $. It includes:

  • 2 TB of space
  • Dropbox Smart Sync
  • Advanced search features
  •  rollback individual files or your entire account at once up to 30 days.

Dropbox professional 

This is available for $. It includes:

  • 3 TB of storage space 
  • Dropbox Smart Sync
  • Quick file transfers
  • Restore, recover, and rewind content
  • Work with best-in-class business tools
  • Advanced Security for your life’s work
  • Priority email and chat support

2. eFileCabinet

This document management software helps you to organize your work more systematically and efficiently. You can store all your important files and documents in one place and can concentrate on the work that really demands your attention. 

What are the features of eFileCabinet?

eFileCabinet provides you with Rubex which automatically comprehends, intelligently organizes, names, and reserves your documents using information contained in the documents themselves.

It also allows you to get a detailed look at how your processes play out across your business by reviewing snapshots of ongoing workflows and check specific workflow stages.

With the help of this software, you can create different types of templates for folder structures and you can standardize them for your entire system. You can build a list of predefined document names and apply them quickly to your files added to the drawer.

It allows you to share your files and documents smartly and securely directly from the interface and provide your recipients guest access to download files with a safe connection. For more protection, you can set the recipient’s authorizations, file or folder expiration, and the updates you want to obtain regarding the shared files. 

This document management software enables you to send file requests to consumers and other outside parties, giving them guest access to automatically rename and add specific files quickly to a folder you select.

eFileCabinet provides Rubex that permits you to assign authority for individual documents or the entire folders, drawers, and cabinets. These tools are helpful for you as you can live compliant by establishing retention dates and approvals for documents.

Pros:

  • It automatically comprehends, intelligently organizes, names, and reserves your documents.
  • It provides a detailed look at how your processes.
  • You can also send secure signature requests.
  • You can save and secure your signed documents.
  • It is accessible from both a web browser and a unique desktop application. 
  • It allows you to automatically import email messages and/or attachments from your account.
  • It easily integrates with Google Drive and Microsoft OneDrive.
  • It provides advanced tools such as editing profile metadata, altering user permission, and setting automation rules.
  • Easily check multiple folders or drawers.

Cons:

  • It is slightly difficult to understand.

Plans and pricing:

Advantage

This is available for $55 per month per user billed annually. It includes:

  • Secure File Sharing 
  • eSignature Integration           
  • Unlimited Guest Users           
  • File Versioning                       
  • File Request                           
  • Mobile App                             
  • Email File                               
  • Instant Sign In                        
  • Item Status                             
  • Governance                           
  • Custom Templates                
  • Check-in/Check-out               
  • Online Previewer                  
  • Full-Text Search/OCR                       
  • Metadata/Profiles                  
  • Audit Logging                        
  • Enterprise Security                
  • Two-Factor Authentication     
  • SSL At-Rest Encryption          SideKick                     
  • Access Links              
  • eFC eSignature with KBA and OTP

Business

This is available for $99 per month per user billed annually. It includes everything in advantage along with:

  • Dual Screen Preview             
  • Custom Branding                   
  • Missing Item Search              
  • API Integration Access
  • Personal Providers

Unlimited

This is available for $199 per month per user billed annually. It includes everything in advantage along with:

  • Custom Annotation                
  • Salesforce Integration            
  • SSO               
  • Premium Support       
  • Workflow                    
  •  Zonal OCR                
  • Hero Program
  • Guest User/Preview Search  
  • Email Import Integration        
  • Temporary Licenses  
  • Concurrent Licensing             
  • All Future Features                
  • Storage Amount

3. Zoho Docs

This software is much more than a document management software and helps you to make your work more productive and sufficient. You can easily collaborate with your team members and use a range of advanced features to make your work easier. 

What are the features of Zoho Docs?

It allows you to securely storing and managing your files. You can create, upload, and share files of different formats, all without having to install any software. You can store all your files, images, and music in a central area and share them handily with friends and colleagues.

With the help of this software, you can send documents from your email or scanner directly to your cloud account without signing in. You can also organize your files by creating folders and subfolders to categorize your files by projects, file types, function, etc., and find anything instantly.

This software allows you to work on your desktop files either online or offline and View changes on all devices when you’re back online. It enables you to control access to confidential information by setting up a password for your documents.

Pros:

  • Desktop Sync
  • 1GB File upload limit
  • Admin Controls
  • Zoho Office Suite
  • SSL
  • File versioning up to 25 versions
  • Secure file collaboration
  • Two- factor Authentication
  • Mobile app
  • In-app chat
  • Email notification

Cons:

  • Fewer export options are available.

Plans and pricing:

Free

  • Desktop Sync
  • 1GB File upload limit
  • Admin Controls
  • Zoho Office Suite
  • SSL
  • File versioning up to 25 versions
  • Secure file collaboration
  • Two- factor Authentication
  • Mobile app
  • In-app chat
  • Email notification

The paid plan is available for $4.09 and $6.54 per user per month.


4. pCloud Business

This is a complete document management platform that allows you to reserve, sync, and work together on your business files with your colleagues. This software is designed in a user-friendly way that enables you to easily manage and organize your work.

What are the features of pCloud?

pCloud is a document management system that provides a range of easy tools with the help of which you can handily store, sync, edit, and collaborate with your team members.it provides the feature of File Management, Sharing, Security, File Versioning, File Backup, and Digital Asset Management. It allows you to classify your employees in teams and assign group permissions or give individual access levels according to the requirements. 

This software allows you to optimize your teams’ workflow with organized and shared folders so you can have complete control of the data access in and outside the company. It brings to you the facility of adding comments to files and folders so that you do not have to use some other chatting app and can easily connect with your team members for efficient working. You can put your brand in front of your customers every time you share large files. For this, you can use branding to add your own logo, cover, and personalized message.

With the help of this software, you can have all of your account activity recorded in comprehensive records and check or edit any previous versions of your files. It provides you extra storage space and you can cultivate your ideas on your PC without taking substantial HDD space with the help of pCloud Drive. It uses pCloud Crypto to encrypt your private files without giving access to anyone else and thus, providing you complete security. You can also search the contents of your documents and discover files the way you want them. It is highly customizable and you can add up more users whenever you need. pCloud easily sets up to your business requirements. 

Pros:

  • It allows you to set group permissions or give individual access levels, where needed.
  • It provides organized shared folders.
  • You can easily add comments to files & folders.
  • It allows you to have complete control over all the activities.
  • It is easy to use.
  • It provides increased storage space with the pCloud drive.
  • It provides complete security to your files and folders through pCloud Crypto.
  • You can easily search the contents of your documents.
  • It provides a scalable system.
  • It allows you to add your own logo, cover, and personalized message.
  • It provides a 30-day free trial.

Cons:

  • On-premise deployment is not available.

Plans and pricing:

There is a free trial available for 30 days. 

  • Premium 

It is available for a $175 one time payment. It includes:

  • 500 Mb storage
  • Collaboration
  • Security
  • Access and sync
  • Media and usability
  • File management 
  • Backups.
  • Premium Plus

It is available for a $350 one time payment. It includes:

  • 1 TB storage
  • Collaboration
  • Security
  • Access and sync
  • Media and usability
  • File management 
  • Backups.
  • pCloud Family

It is available for a $500 one time payment. In includes:

  • up to 5 users
  • 2 TB Storage
  • 2 TB Shared link traffic
  • Fair share
  • 30 days trash history

5. Hubspot

This is a free document management & tracking software that allows you to build a library of helpful sales content for your entire team, share documents right from your Gmail or Outlook inbox, and see which content closes deals.

What are the features of Hubspot?

The CRM platform of Hubspot is quite good and provides various features for marketing, sales, content management, and customer service.  This software is used by more than 95000 customers in more than 120 countries. It also has various free features that you can use without buying a paid plan as well. You can share and track documents and it works with Gmail, G Suite, and Outlook, or Office 365 for Windows. 

This software allows you to create beautiful landing page templates that attract more leads. It provides you a free appointment and meeting scheduler feature. It also delivers various social media management tools that are easy to use. They help you to share, connect, publish, schedule your content and blogs. It has an email tracking software that assists you to personalize your outreach after a lead engages with your emails. This software also helps in email marketing, pipeline management, sales email templates, lead management software, and many more. 

With the help of this software, you can film your CRM with leads from your website using influential online forms. It has various tools such as built-in analytics, reports, and dashboards that help you to measure the performance of your marketing campaigns. You can also keep an eye on your leads and when a lead clicks an email link to open your document, or shares it with a colleague, we’ll notify you instantly on your desktop.

Pros:

  • It helps with scheduling appointments and meetings.
  • It provides various social media tools.
  • It has email tracking tools.
  • It provides lead management tools.
  • It provides email marketing tools.
  • It has pipeline management tools.
  • Customize sales email templates.
  • It provides a free online form builder.
  • It provides a free chatbot builder.
  • It provides free live chat software.
  • Create beautiful landing pages.
  • Piesync integrations.

Cons:

  • It requires improvement in AMP mobile pages.

Plans and pricing:

  • Starter

This is available for $45 per month billed at $540 per year. It provides landing pages, ad management, live chat, conversational bots, forms, contact website activity, list segmentation, email health insights, email marketing, ad retargeting, forms follow-up email.

  • Professional

This is available for $800 per month. It includes all free CRM features, Forms

, Email marketing, Ad management, Landing pages, Conversations inbox, List segmentation, Team email, Live chat, Conversational bots, Mobile optimization, Reporting dashboard, Messenger integration, Custom properties, HubSpot mobile app, Email health insights, Form follow-up emails, and Ad retargeting

  • Enterprise

This is available for $3200 per month. It has SEO recommendations & optimizations, Content strategy, Google Search Console integration, Calls-to-action, Multi-language content, ABM tools, Email comparison reporting, Ads optimization events, Standard SSL certificates, and many more.


6. LogicalDOC

LogicalDOC is a document management software that enables you to optimize your research by searching through documents with the help of parameters, keywords, or content (full-text). The advantage of using this document management software is its simplicity in both data entry and document retrieval.

What are the features of LogicalDOC?

LogicalDOC provides you the benefit of full-text indexing of all documents which enables you with instant search results based on the content of files and metadata. This feature is also helpful for reducing the need for data entry since the full content of a document is automatically indexed, and this is enough to find the desired information. You can also easily customize document properties and metadata to match the business needs of your organization. All the documents include the features of Author, Subject, Coverage, and Date and it allows you to define your own templates in order to add all the custom properties you need. 

LogicalDOC’s integrated Document Version Control allows you to control multiple versions of a document as it enters and every time a change is made in a document it is automatically saved. A quick search box is always available in the user interface which provides easy searching and retrieval of documents. You also get the facility of Folder Searching, Saved Searching, Bookmarking, and many more that makes your work easier and convenient.

With the help of this software, you can easily drag and drop files directly from your desktop into the archive through the Drop Spot feature. It also provides Multiple Workspaces and Multiple Format Conversions. You can turn paper documents into full-text searchable digital files and organize them in a paperless document management system. It also provides Zonal OCR which allows you to read specific areas or “zones” of a document.

Pros:

  • It provides multilingual full-text indexing.
  • You can customize document properties and metadata.
  • It provides easy document searching, Folder Searching, Saved Searching, Bookmarking, and many more.
  • All the documents include the features of Author, Subject, Coverage, and Date.
  • You can control multiple versions of a document.
  • A quick search box is available.
  • You can easily drag and drop files directly from your desktop into the archive through the Drop Spot feature.
  • It also provides Multiple Workspaces and Multiple Format Conversions.
  • The facility of OCR, Zonal OCR, and online editing is provided.
  • It provides Integrated HTML Editor, Integrated Text Editor,  and Digital Signature.
  • It also recognizes the barcode and zonal barcode.
  • It provides you the feature of Stamping, forms management, custom identifier, auto naming, and auto-folding, and many more features.

Cons:

  • Searching features need improvements.

Plans and pricing:

It provides a free trial for 30 days. The pricing information on the business, enterprise, and cloud plans is not available and you need to contact the team for its pricing.  


7. Digital Drawers

This is a very easy-to-use software that allows you to manage document software. Whether you are a small business or a big one this is a quick yet convenient to use software.  This software allows you to manage all your important files and folders without any problem. This is a window-based software and organizes all your work in an efficient and easy way.

What are the features of this software?

This software helps you to organize your work in a handy way. It provides a centralized location for all your important documents and files. You can also use a familiar file and folder structure according to your requirements and preferences. It provides multiple file cabinets. All the file cabinets are customizable according to your uses. It also has 25 customizable search keys. 

The search and retrieval of documents are also easy in this software. It provides a window-based folder tree. It also enables one to keyword search or metadata search. You can search documents through text. It provides an OCR facility that is automatic text indexing. You can sort documents with the help of keywords. You can search multiple documents and file cabinets at the same time.

With the help of this software, you can easily add or modify search keys easily. It allows you to relabel documents and easily move documents between file cabinets. For your convenience this software allows you to divide file cabinets into branches. It also has easy printing and mailing of documents. 

Pros:

  • It allows easy management of documents.
  • Arrange your files in cabinets.
  • Easily find your documents.
  • Easily print or mail your documents.
  • Customize your files according to your needs.
  • It provides you complete control of your document and files.
  • Easy to use.

Cons:

  • The interface can be difficult to understand for some users.

Plans and pricing:

For the pricing, you need to contact the team.


8. Master Control

This not just is a document software but also provides you with various other benefits. It can be used for quality event management document management and many more. Hundreds of companies around the world use MasterControl to automate core business processes and document management activities to promote collaboration, improve decision making, and accelerate time to market.

What are the features of Master Control?

Master control’s document management software helps small as well as large companies to work efficiently and produce good results. It helps to make the work of enterprises easier by providing the features of automatic routing, web-based delivery, document collaboration, and many other features. This document management software is used by various organizations to help them make their document management easy.

It provides integrated document software systems that enable compliance with ISO requirements, FDA current good practices, and other global regulatory requirements. It provides a leading cloud-based quality management system (QMS) designed to let quality professionals focus on what they do best.

With the help of Master Control, you can incorporate quality into every process across the entire development lifecycle of your product. It provides you with a single platform for clinical study quality management and supplier corrective actions to production deviations and consumer complaints. It helps you to transform quality and compliance into business accelerators.

This software brings to you a range of tools, with the help of which you can break down silos, eliminate human errors, reduce costly delays, and review times and ensure that regulators, partners, distributors, and customers are always confident in the quality of your products.

It helps you to design history, trial master files, CAPAs batch records, postmarket reporting, and many more. It provides a complete digital platform that allows automatic record management, simpler compliance, and gets your products to market faster.

Pros:

  • It provides an easy document management system.
  • You can design history.
  • It helps you to reduce paperwork.
  • It helps you to reduce errors in work.
  • You can easily collect, track or manage your data.
  • Everything can be managed in one platform.
  • It is a cloud-based system.
  • You can design and test it.
  • It is a completely digital platform.
  • Records can be automatically entered.
  • It provides simpler compliance.

Cons:

  • It is not HIPAA compliant.

Plans and pricing:

For the pricing of this software, you need to contact the team. You can choose the best price based on your requirements for your business.


9. FileHold

This is one of the best document management the software with help of which you can easily manage your documents and files. It provides various types of standard, optional, and custom features with enable you to easily manage your file and data work.

What are the features of FileHold?

This software provides centralize file storage to help you maintain current and effective versions of critical business documents. It also brings to you a tailored way to manage and track your documents.

It provides features of version control and audit trails to help you keep updated about when a document was modified. It brings to you advanced search and retrieval features so that you can easily find your documents without consuming much time.

The interface of this software is quite easy to use and allows uses to take complete benefit of scanning and document management features with little or no ramp-up time.

With this software, users can easily collaborate with their team members and easily share files. For this, it provides a web-based architecture that facilitates easy communication, collaboration, and finding of files.

It allows you to centralize work tasks to be completed on documents, or any other and you can all work in the same place. Thus, making work more efficient.  FileHold can be used on a laptop, desktop, tablet, or smartphone so you will always work onto your documents, or start or complete workflows on the go without any interruption.

It also provides the features of document tagging, metadata capture, user roles, and security, easy searching audit logging and tracking, and many more features.

It also provides integration with Microsoft office so that you can easily work. Some of the optional features of this software are workflow management, Microsoft active directory integration, Microsoft share point integration, fast find, print to file hold, courier secure document sharing, adobe electronic signature integration, and many more.

Pros:

  • Workflow management.
  • It provides level 2 document viewers.
  • It has a multi-document repository.
  • Server-side ocr.
  • It provides language localization.
  • Rebranding.
  • It also has the feature of auto filing.
  • It provides 3rd party integration.
  • It also has the feature of smart soft capture for scanning and imaging.

Cons:

  • Collaboration features require improvement.

Plans and pricing:

For the pricing, you need to contact the team. The team can suggest to you the best price based on the requirements, features, users and other aspects of your business. However, you can try a free trial before actually buying the software.


10. Papertracer

This is a document management software that allows you to easily manage your documents and workflow. This software for your convenience easily integrates paper and electronic files to create a searchable contract management database.

What are the features of a paper tracer?

It allows you to set up your workflows, data, and users for quick integration into the system. It allows you to easily configure templates, import record data, add records and documents, archive old data, create sub-detailed data using customizable documents.

It allows you to use different ways for storing, migrating, and searching your data. You can easily scan new documents and integrate them into your system. You can use run optical character recognition (OCR) to easily search document content.

It allows you to upload or drag and drop files and version control is enabled for all your files. To make your work easier you can add reoccurring entries for records and allows redlining or tracking of changes in word to collaborate with review changes.

It provides effective management of your workflow, data, and users. It provides customizable workflow definitions without any programmer knowledge.it also provides easy and powerful search options and your documents can have any number of attached documents. It provides efficient automation of business processes and document management and helps you to increase your business productivity.

With the help of this software, you can easily collaborate with your team members from anywhere. It allows you to route to other users to gather their approval or comments.

You can review record changes and updates and allows you to assign delegates to take action on routing processes. You can set up a route as per the required order to get approvals or comments. It provides you the facility of E-signature from internal and external users.

Pros:

  • It provides you better management features.
  • Efficient automation of business processes and document management to increase your productivity.
  • It allows you to easily collaborate with your team members.
  • It provides the facility E-signature.
  • It provides secure collaboration.
  • It provides reports and allows you to analyze your business.
  • You can also share reports with others.
  • You can also request signatures from multiple users.
  • Also, the E-Signature does not require any additional fees or downloads.
  • It provides various security features to help keep your data safe and manage users.

Cons:

  • It is not compatible with ADFS.

Plans and pricing:

There is a free trial available with each plan.

Small

  • Recommended users: Up to 10
  • Electronic signatures
  • Redlining
  • Searchable database
  • OCR
  • Scan to pdf and upload
  • Advanced reports and dashboard
  • Input forms
  • Free trial

Medium

  • Recommended users: Up to 100
  • Electronic signatures
  • Redlining
  • Searchable database
  • OCR
  • Scan to pdf and upload
  • Advanced reports and dashboard
  • Input forms
  • Free trial
  • Contract authoring
  • Custom fields
  • Custom workflows
  • Implementation

Enterprise

  • Recommended users: Unlimited
  • Electronic signatures
  • Redlining
  • Searchable database
  • OCR
  • Scan to pdf and upload
  • Advanced reports and dashboard
  • Input forms
  • Free trial
  • Contract authoring
  • Custom fields
  • Custom workflows
  • Implementation
  • Single sign-on

For the pricing of every plan, you need to contact the team.


11. Docuware

This is another great document management software that allows you to successfully and easily manage your important files and documents. This is quite handy to use and you can collaborate with your team member to work efficiently.

What are the features of Docuware?

DocuWare is one of the best document management software which allows you to manage your work productively and efficiently. It is the platform that authorizes you to seize, process, and utilize your business data. It allows you to maintain your teams seamlessly and productively, automate document workflows in any association, and safeguard data and documents with secure, consolidated archiving.

It can help to occupy data from a vast range of references, facilitating automated import and indexing routines to allow structured data access without any kind of manual effort required. It uses  AI-based technology to modify document content right into indexing terms. This prevents error-prone manual data entry and provides an indexing method that takes place automatically and within seconds.

DocuWare builds a full-text record of all data for precise and customizable search queries and can be uploaded with the help of mobile apps. You can also Connect DocuWare with any scanning hardware to capture incoming paper documents such as invoices and delivery slips.  You can use data from other platforms to complete a document’s indexed metadata to ensure consistent taxonomy and Speed up data capture through customizable web forms. You can also share the information with anyone else who needs it.

This document management software recognizes a variety of bar codes, reads them and utilizes the information for document indexing. It also allows easy import and you can index documents without any user interchange from Microsoft Office or any other program.  You can shift single documents and entire folders directly from the file system to a file cabinet to share and conserve information.

Pros:

  • It provides a certified interface for managing SAP documents.
  • It allows you to organize and store emails from all your accounts.
  • You can integrate outlook into Docuware.
  • You can extend collaboration tools like SharePoint.
  • It allows you to Print documents such as outgoing invoices from any program directly into your digital archive.
  • Archive your invoices GOBD-compliant and transfer them complete with booking data to DATEV.
  • Use stamps, annotations, or image corrections without changing original documents.
  • Easily Automate recurring manual team and organizational tasks.
  • You can Tackle tasks from any device.

Cons:

  • Searching features are slightly complicated.

Plans and pricing:

There is a free trial available which you can choose,  before actually buying any plan.

  • Cloud Base

Includes 4 named client users with 20 GB storage

  • Cloud Professional

 Includes 15 named client users with 50 GB storage

  • Cloud Enterprise

Includes 40 named client users with 100 GB storage

  • Cloud Large Enterprise

Includes 100 named client users with 250 GB storage

For the pricing of these plans, you need to contact the team.


12. Hightail

This is one of the most easy-to-use document management software. It makes it simple to share large files, obtain feedback and maintain your entire team on the right track, all in one place. You can also start with a 14 free trial without a credit card, to test the compatibility of the software with your team and business requirements.

What are the features of Hightail?

This document management software allows you to keep teams on the same page by collecting annotations, versions, and real-time conversations from multiple reviewers in one place centered around the creative file.

Sending and receiving files should be simple, and this is quite important when you’re under a deadline. Hightail allows you to transfer large files, quickly and securely, to anyone.

With the help of this document management software, you can keep your project deliverables stay on track by managing all discussions, decisions, and deadlines in one place. This can be done with the help of personal and team dashboards.

Hightail provides project management features that help to keep your team on track. It also provides various integrations and allows you to upload files from other storage accounts such as Dropbox, Microsoft OneDrive, and Google Drive. You can also Sync your work using Hightail’s Adobe plugin for faster creative reviews, or preview files and comment on the go with Hightail’s mobile apps.

High tail document management software allows you to organize files in projects, spaces and file groups and thus, provides easy retrieval. You can collect and share files with anyone without needing a Hightail account.

Pros:

  • It provides annotations, versions, and real-time conversations from multiple reviewers in one place.
  • You can transfer large files, quickly and securely, to anyone.
  • Manage all discussions, decisions, and deadlines in one place.
  • It provides personal and team dashboards.
  • It provides various integrations and allows you to upload files from other storage accounts such as Dropbox, Microsoft OneDrive, and Google Drive.
  • You can sync your work using Hightail’s Adobe plugin for faster creative reviews, or preview files and comments.
  • Mobile app available so that you can work from anywhere.
  • Organize files in projects, spaces and file groups and thus provides easy retrieval.

Cons:

  • Difficulty in finding previously downloaded documents.

Plans and pricing:

There is a free plan available.

LITE

This plan is free. It includes:

  • Files and sharing
  • Creative collaboration.
  • Various integrations with other platforms.

Pro

This is available for $12 per month. It includes:

  • Files and sharing
  • Creative collaboration.
  • Various integrations with other platforms.
  • Security – password protection.
  • Support – live chat and phone.

Teams

This is available for $24 per user per month. It includes:

  • Files and sharing
  • Creative collaboration.
  • Various integrations with other platforms.
  • Security – password protection.
  • Support – live chat and phone.
  • To-dos & task management        
  • Advanced approval routing         
  • Personal & Team dashboards
  • Advanced features -member management

Business

This is available for $36 per user per month. It includes:

  • Files and sharing
  • Creative collaboration.
  • Various integrations with other platforms.
  • Security – password protection.
  • Support – live chat and phone.
  • To-dos & task management        
  • Advanced approval routing         
  • Personal & Team dashboards
  • Advanced features -member management
  • Organization level permissions
  • Members management
  • Single Sign-On
  • Admin Reports
  • Invoicing for the entire team

All these plans are billed annually.


13. Templafy

Templafy is one of the best document management software that helps companies perfect every aspect of business document creation. It is an easy to use platform and can help to make your work more organized and efficient.

What are the features of Templafy?

Templafy allows you to connect and manage entire document ecosystems in one place. You can search for different modules or design a solution that fits your enterprise’s requirements.  You can get easy control over the management and distribution of all company templates, document assets, fonts, and email signatures with the help of the admin center. It also provides secure integrations to existing document content applications to help you improve your IT infrastructures and increase value.

Templafy has a library that provides one-click access to all company document assets from inside document creation applications. It has templates, presentations, slides, slide collections, text elements, icons, and images. You can also easily get real-time updates to remain up-to-date, on-brand, and compliant assets. The best part about this library is that it is available offline and is accessible on all devices.

With the help of templafy, you can get automate intelligence for document creation. This can help you to speeds-up document, presentation, and email creation introduces auto-compliance and eliminates the need to maintain large numbers of templates. You can also get Automatically personalized documents.

Templafy allows Employees can have multiple profiles if working under different brands, languages, or from different offices. Templafy manages and deploys email signature without IT.  It also has a user-friendly marketing signature campaign feature that marketing departments can fully control.

Pros:

  • You can manage and deploy email signatures without IT.
  • Connect and manage entire document ecosystems in one place.
  • Search or design a solution that fits your enterprise’s requirements.
  • Easy control over the management and distribution of all company templates, document assets, fonts, and email signatures.
  • Secure integrations provided.
  • Templates, presentations, slides, slide collections, text elements, icons, and images available.
  • The library is available offline and is accessible on all devices.
  • Automatically personalized documents are available.

Cons:

  • It provides limited integrations.

Plans and pricing:

There is a free trial available which you can take before buying the software. Also, to get the pricing information about the software you need to contact the Templafy team.


14. Document Locator

This document management software comes from ColumbiaSoft and helps to automate everyday tasks to make your work easier and keep your office paperless. Document locator is built into Microsoft Windows Explorer and Microsoft Office and is very simple to use.

What are the features of the Document locator?

It provides various features to help you quickly find documents. It provides instant searches, advanced searches, and saved searches. You can also get full-text indexing of file content, including scanned paper files, and instant search results. Check-in and check out features that help you to collaborate with losing versions. You can also know the status of documents being worked on by others. You can locate the latest version, view and stimulate prior versions, and capture a record of every change. It helps you to remain up to date with notifications and alerts that drive awareness and productivity.

With the help of this software, you can view and mark up nearly 200 document formats, including CAD files. You can easily Categorize documents with descriptive information to improve organization and findability. It provides easy-to-use features Drag-and-drop, copy-and-paste, or save directly from within familiar business applications. You can easily Convert paper to full-text searchable, digital files for paperless document management.

This software also provides automated routing and approval that can be customized to your specific business operations. It also allows you to Automate tasks to schedule repetitive document management processes. You can easily access files on the go in a Web browser for secure, remote access to information. You can also get files on smartphones and tablets with secure connections.

This document management software provides you a preview file to see what is inside before it is opened. You can also quickly categorize files with important metadata facts using a profiling tool. Set reminders on documents and files and facility of digital signatures are also provided. It allows you to link related files to one another for better management and retrieval of files.

It helps you to send documents and record acknowledgment that recipients have read and understand the files. This software uses leverages SQL Server for scalable and durable performance in deployments of all sizes. You can also get usage metrics, workflow details, and other important intelligence with reports. It also provides simultaneous comparisons of documents to see where changes have occurred.

Pros:

  • It allows you to Synchronize Active Directory accounts with Document Locator.
  • Various integrations such as windows, adobe acrobat, DocuSign, and many more.
  • Easy search and retrieval provided.
  • Full-text indexing provided.
  • Check-in and check-out features available.
  • Know the status of documents being worked on by others.
  • Locate the latest version, view and stimulate prior versions, and capture a record of every change.
  • View and mark up nearly 200 document formats.
  • Categorize documents with descriptive information.
  • Convert paper to full-text searchable.

Cons:

  • The interface requires some improvements.

Plans and pricing:

On site

This is available for $22 user per month billed annually with 15 or more users.

Hosted

This is available for $53 user per month billed annually with 15 or more users.

In order to get more personalized proving information, you can contact the team.


15. Smartsheet

Smartsheet furnishes businesses with collaboration software and solutions to establish team efficiency, efficacy, and scale. A dynamic platform for work management and productive business.

What are the features of Smartsheet?

There is an admin center available with the help of which you can easily view and interact with your admin tools in one centralized control console and experience streamlined navigation between User and Group Management, Usage Reports, and Enterprise Configuration Options.

You can also enhance the vision of security and account settings accessible and use the recommended next steps to optimize your account configuration based on Smartsheet best practices.

With the help of this software, you can execute simple and powerful automated workflows in few minutes. It allows you to Automate repetitious processes by delivering alerts, requesting permissions and updates, and closing rows according to sheet changes and preset times. It also helps you to make your business more efficient as you can eliminate repetitive, manual business processes, and thus, you can deliver quality work faster.

This software provides actionable understandings of business health by relating your strategies of record to the right processes and allows you to solve the complex challenges unique to your business with advanced workflows built through a no-code interface.

With the help of Smartsheet Data Uploader,  you can merge or replace data from CSV files, Excel spreadsheets, and Google Sheets into Smartsheet. It also facilitates influential collaboration skills with connectors by automatically combining data across crucial business outlets, such as Salesforce, Jira, ServiceNow, and Microsoft Dynamics 365.

Pros:

  • Plan, manage and review content production in Smartsheet.
  • Use automated alerts and reminders.
  • You can Include content tasks in reports and dashboards.
  • Authorize colleagues, vendors, and clients to examine content proofs without sheet access.
  • Use pinned annotations, conversations, and individual approvals to give feedback.
  • Provides easy updates and automatic locking.
  • Enhance collaboration by sending Smartsheet-generated emails from your organization’s domain.
  • It has an easy-to-use drag-and-drop UI.
  • Various integrations are provided. 

Cons:

  • User Interface can be enhanced.

Plans and pricing:

Individual

This is available for $14 Per Month. It includes:

  • Free users
  •  Connect Smartsheet to your favorite apps.
  •  Access our library of free templates.
  • Capture data with forms.
  •  Automate workflows and repetitive tasks.

Business

This is available for $25 Per User/Month. It includes:

Individual plan features PLUS:

  •  Visualize live data with dashboards & charts.
  • Track progress with Activity Log.
  • Extend data analytics with Connectors.
  • Manage groups and users.
  • Consolidate information into reports.
  •  Apply custom branding

Enterprise

Business plan features PLUS:

  • Unlimited sheets
  • WorkApps.
  •  Single sign-on with Directory Integration
  •  Automate adding users
  • Approved domain sharing
  •  Configurable file storage options
  •  Customizable user experience
  • System and group admin features
  • Access to Premium Add-ons and support.

Premier

Enterprise plan features PLUS:

  •  Dynamic View
  •  Data Uploader
  •  Calendar App
  •  DataMesh
  •  Pivot App
  • Premium support
  • Salesforce Connector
  •  Jira Connector
  • Microsoft Dynamics 365 Connector

For pricing of enterprise and premier plans, you need to contact the team.


16. Evernote

This is another great document management software. It provides you various advanced features to help you make your work more efficient and take your business to greater heights.

What are the features of Evernote?

Evernote automatically saves notes online and makes them available on all your devices including your laptop and phone and thus, allowing you to work from anywhere. You can easily get offline access to your notes from anywhere. You can also create checklists for your completed tasks. It also allows you to Record audio in meetings or lectures to capture everything. It can help you to find notes fast with the help of notebooks and tags.

With the help of this document management software, you can create a detailed system of notebooks or keep it simple and let our powerful search do the work. Tag notes with keywords to sort them by category, even if they’re saved in different notebooks and thus, providing you easy and flexible management of work. It allows you to Locate notes by searching for titles, dates, content types, and keywords.

You can also clip useful information available online to Evernote.  It also provides easy-to-install note templates to fit your every need and these are fully customizable and endlessly reusable. There are various types of categories available for making templates. It provides search for text in PDFs, Office docs, images, presentations, and scanned documents in an instant.

Pros:

  • It allows you to sync and organize your work.
  • Web clipper which allows you to save information from any site.
  • Various types of contemplated are available.
  • You can easily search and find anything you want in documents.
  • Easily collaborate with your team and bring all information in one place.
  • You can find text in any note.
  • Allows you to easily scan documents.
  • Various integrations are provided.

Cons:

  • The free plan has limited features.

Plans and pricing:

Basic

This plan is free and includes:

  • Sync up to 2 devices
  • Find notes fast with search and tags
  • Apply rich formatting to your notes
  • Clip web pages
  • 25MB maximum note size
  • 60MB monthly upload limit

Premium

This is available for $7.99 per month. It includes:

  • Everything in Basic
  • Sync unlimited devices
  • Access notes offline
  • Annotate PDFs
  • Search text inside Office docs and PDFs
  • Create custom templates
  • Customize your Home
  • 200MB maximum note size
  • 10GB monthly upload limit

Business

This is available for $14.99 per user per month. It includes:

  • Everything in Premium
  • Work together in shared spaces
  • See your team’s activity history
  • Centralize account administration
  • Manage team and data access
  • Log in fast with single sign-on (SSO)
  • Business data ownership
  • 20GB monthly upload limit + 2GB/user

17. InfoRouter

This is a robust and integrated document management software to govern all your documents and the files necessary for the success of your organization. It is a reliable, scalable, and fast document management software and makes your work more efficient and easy.

What are the features of Inforouter?

InfoRouter provides various features for fast and easy retrieval of documents and files. It allows you to search with the help of documents’ names, contents, and any meta-data, phrase and proximity search, word stemming, and synonyms. It also provides features that help you to stay compliant with several regulatory agencies such as DoD 5015.2 STD, Sarbanes Oxley, ISO Document Control, HIPAA, and SEC.

This software brings to you a range of record managing features such as scanning your incoming documents, routing predefined workflows, tracking their status, and retention and disposition schedules. It also has electronic documents and content delivery. You can Drag-n-Drop documents in and out of infoRouter using Windows Explorer.

With the help of this software, users can remain updated for New Documents, Views, Changes, Updates, Check Outs, Approvals, Rejections, Comments, Moves, Deletes, Check-Ins through instant email alerts. You can also get daily consolidated reports for all events. It delivers customizable text or HTML e-mail templates and multi-language e-mail notification support.

Pros:

  • It provides various features for searching.
  • It provides Regulatory Compliance and Corporate Governance.
  • Record managing features such as scanning your incoming documents, routing predefined workflows, tracking their status, and retention and disposition schedules.
  • Easy document creation and editing.
  • It helps you to stay updated with various notifying and email alerts.
  • It provides advanced folder management features.

Cons:

  • The interface can become better.

Plans and pricing:

It doesn’t have a free plan, however, you can take a free trial to test the software. The pricing starts at $4750 as a one-time payment per user.


18. Onehub

This software provides a better way to securely store, manage and share your business files in the cloud. It is one of the best software which helps you to stay hyper-organized and access your files from anywhere.

What are the features of Onehub?

Onehub is one of the best cloud storage solutions that enable you to upload files rapidly and effortlessly. For this, it provides smart features such as drag-and-drop folder uploads, intuitive folder-based organization, automatic versioning, and a secure FTP gateway for mass uploads.

It also authorizes you to customize the logo, colors, and pages in your workspaces to develop a completely branded solution and you can modify your account theme to easily apply your branding. You can even enhance a custom domain and white labeling to your account to get results according to your requirements.

This software provides advanced security features such as role-based permissions, audit trails, session timeouts, and two-factor authentication to empower you to keep your content protected with ease.

You can also get previews of your documents quickly in your browser or on your mobile device. It uses a cloud-based storage system that can preview the most crucial file types. You can permit your clients to seamlessly witness or interact with your content utilizing the best cloud storage service without needing to download or open any additional software.

Pros:

  • It provides easy collaboration.
  • You can add comments and tasks.
  • Allows you to stay updated with activity and notifications.
  • You can add simultaneous collaboration either via Microsoft Office Online or Google Drive integration.
  • It enables you to add direct access to your content via secure links, maintaining control over the expiration date, password, and access level.
  • It also provides automatic numerical indexing.
  • You can automatically generate watermarks across your documents.
  • Embedded sign-in forms are available.

Cons:

  • Phone assistance can be improved.

Plans and pricing:

ADVANCED

This is available for $20 per user per month. It includes:

  • 1000 users
  • 200 workspaces.
  • Custom Branding             
  • Password-Protected Links           
  • Enforce Two-Factor authentication          
  • Custom Session Timeouts            
  • FTP Support       
  • Full-Text Search               
  • Workspace Exports

Standard

This is available for $12.50 per user per month. It includes:

  • Total Users 200
  • Workspaces 50
  • Cloud Storage 1 TB
  • Enterprise-Grade Security            
  • White Label & Custom Domain  
  • Custom Branding

Data room edition

This is available for $300 per month. It includes:

  • Total Users Unlimited
  • Workspaces Unlimited
  • Cloud Storage Unlimited
  • Enterprise-Grade Security            
  • White Label & Custom Domain  
  • Custom Branding             
  • Password-Protected Links           
  • Enforce Two-Factor Authentication          
  • Custom Session Timeouts            
  • FTP Support
  • Full-Text Search
  • Audit Trails        
  • Workspace Exports         
  • Data Room Security        
  • Document Watermarks 
  • Automatic Indexing        
  • Non-Disclosure Agreements        
  • Stealth Mode    
  • Dedicated Support Staff
  • Customized Training      
  • 24/7 Phone Support

Unlimited

This is available for $500 per month. It includes:

  • Enterprise-Grade Security            
  • White Label & Custom Domain  
  • Custom Branding             
  • Password-Protected Links           
  • Enforce Two-Factor Authentication          
  • Custom Session Timeouts            
  • FTP Support       
  • Full Text Search
  • Audit Trails        
  • Workspace Exports         
  • Data Room Security        
  • Document Watermarks 
  • Automatic Indexing        
  • Non-Disclosure Agreements        
  • Stealth Mode    
  • Dedicated Support Staff
  • Customized Training      
  • 24/7 Phone Support

What is document management?

Document management is a process in which your important files and folders are kept in an organized way and you can get access to any of them very easily.

What is a document management software?

A document management software is basically a tool that helps organizations to manage and track their electronic documents. Some of the important features that you can look for while choosing the best document management software are import, storage, security, identity, and many more. You can get more detailed information on these features in this article. But first, let us discuss the importance of using a document management system.

What are the advantages of using a document management software?

Document management software helps you to bring all your work in one place and thus, providing you better control and management of your work. Also, you can easily collaborate with your team and keep regular track of everything happening in your business.

With the help of a document management software, you can get complete security for your documents and important files. They also help you to control the access to documents. Using a document management software provides you with several features with the help of which you can easily search and find a file or a note through a keyword, title, synonym, and many others.

Document management software provides you more flexibility and brings extra efficiency to your work. Most of this software are easy to use and offers a free trial so that you test the compatibility of the software with your business.


What are the Features to consider while buying a document management software

Some of the features that you must keep in mind while buying a document management software are as follows:

  • Easy to use

The main aim of using a document management software is to make your work easy. And if you are using a document management software that is difficult to understand and use then it makes your work harder and time-consuming. Thus, it is important to use a document management software with an easy interface.

  • Consider the needs of your business

Different document management software offers different features at different prices. You need to carefully examine the nature and requirements of your business and choose a software and plan accordingly.

  • It should offer various integrations.

Choose a document management software that offers integrations with various platforms. It should be compatible with the software and you should not need to jump from one application to another. This will help to make your work easier and faster. 

  • Workflow management

Most of the document management software offers more advanced features including workflow management.

  • Collaboration with other team members.

You need to choose a document management software with the help of which you can easily collaborate and work with your team members. Most document management software provides various tools for editing, add comments, tasks, and many more to help you connect with your team members in the best way possible.

  • Choose a software that offers a free plan or trial.

This is quite an important factor when you purchase any kind of software. It is better to choose a software that offers a free plan or trial. With a free trial or plan, you can get a better understanding and knowledge of the software without actually buying it. And in case you are not liking the software or if it is not according to the needs of your business then you can easily discontinue the use.

  • Price

Last but not least, price is a crucial factor. Different types of document management software offer various plans and you can choose the best one based on your budget and needs.


Frequently Asked Questions on Best Document Management Software

Question 1: Why do you need a document management software?

Answer 1: With the help of a document management software, you can get complete security for your documents and important files. They also help you to control the access to documents. Using a document management software provides you with several features with the help of which you can easily search and find a file or a note through a keyword, title, synonym, and many others.

Question 2: Which is the easy-to-use document management software?

Answer 2: In case you are using a document management software that is difficult to understand and use then it makes your work harder and time-consuming. Thus, it is important to use a document management software with an easy interface. Some of the easy-to-use document management software are Onehub, Templafy, Hightail, etc.

Question 3: Is Google Drive a document management software?

Answer 3: With the help of Google Drive you can store, edit, manage, access documents, however, it doesn’t replace the need for a proper document management software. A proper document management software offers many other features.

Question 4: Does Microsoft offers a document management system?

Answer 4: Yes, you can take the help of Microsoft office 365 which has an inbuilt document management software.


Wrap up

Due to this coronavirus pandemic, most of the businesses are operated virtually. However, with the ongoing process of digitalization, it can be quite difficult to manage and keep a record of all your important documents.

This is where a document management software can help you. They provide you a secure and flexible platform to store and organize all your documents and files in a single place. Apart from management, there various other tools available which tend to make your work easier.


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