Best Document Management Software
Gone are the days of having to track down paperwork in physical storage.
For security and flexibility, you need document management software. It’ ll furthermore give your employees’ the ability to access and collaborate on files from anywhere
Whether your company goes green or just wants to much better organize document sharing plus storage, this guide will stage you to the right document management software (DMS) solution for your company.
If you’ ve started looking, you’ ve probably noticed there are 100s, if not thousands, of record management solutions on the market today. Impair storage tools like Search engines Drive or Dropbox theoretically fall into this category too. But for this guide, I’ ve focused on more robust solutions. You can find really only seven solutions I would recommend to a business.
The 7 Greatest Document Management Software
Here are the seven record management software I like:
The particular reviews below include the features, benefits, prices, and any potential drawbacks you should know regarding each tool.
1 . eFileCabinet
eFileCabinet is among the best document management options on the market. They help people, small business owners, and enterprise-level companies organize data and files online.
Their own solution helps you remain structured no matter how many documents plus files you have.
You can search for documents or locate them based on folder themes or pre-defined file titles. eFileCabinet also keeps a portfolio of your most used documents for quick access.
The eFileCabinet solution will the hard work for you. Simply add a document, and the software program will file it. The automated workflow streamlines your time-consuming tasks to improve effectiveness in the office.
All your documents can be accessed from anywhere with a web browser or even mobile app. Use your cell phone or mobile device to upload directly too. eFileCabinet also allows you to sign agreements.
One of the biggest standouts for this solution is the cooperation features. The system allows you to develop different levels of security, therefore only certain people can access data.
eFileCabinet has encrypted peer to peer and requests, two-factor authentication, and role-based permissions. You can even set IP or location-based authentication.
The software program integrates with popular third-party services like DocuSign, Salesforce, and Microsoft Office.
Here’s an overview from the plans and price points for eFileCabinet:
- Starter — Starting at $15 per month (25 GIGABYTE of storage)
- Advantage — Starting at $55 per month (1 TB of storage)
- Business — Starting at $99 a month (5 TB of storage)
- Limitless — Starting at $199 per month (Unlimited storage)
All prices are detailed per user and billed on an annual basis. When you upgrade from the Starter intend to Advantage, you’ll need to pay for a minimum of three users.
I’d only suggest the Starter plan to people. Sole proprietors or really small businesses can probably get away with all the Advantage plan, but the Company package will likely be the best for the majority of you.
With eFileCabinet, you get to select if you want your storage possibly on-site or on the impair. Personally, I prefer the cloud storage. But there are advantages to on-premises as well.
2 . M-Files
M-Files offers the future of document management. The software harnesses AI technology to handle your organizing process.
When you upload content to M-Files, the platform automatically sets up the data based on what it is, in contrast to just where you want to shop it.
Shield your information by connecting your existing network to M-Files’ AI, automatically and safely.
Another top benefit of M-Files is that they offer industry-specific solutions. Some popular industries that they service include:
- Construction and engineering
- Gas and oil
- Real estate
- Professional services
M-Files is great for larger teams that need to access files at different times. If someone on your staff needs a file that was uploaded plus saved by another friend, they won’t need to sort through different folders to see what the document was saved as.
With AI technology, all you need to know is exactly what type of document you’re looking for. Then you can organize the content based on criteria like project title, author, customer, or expiration date.
M-Files will automatically detect duplicate content. Rather than having several versions of the same or even slightly different documents in your storage system, it will automatically update the latest document to one singular file. This way you always know that you’re seeing or working with the latest edition.
With M-Files, you can store a wide range of record types, including emails. The software program also allows you to collaborate with external users who do not have M-Files. That content could be shared as a secure link.
M-Files offers cloud storage, on-site storage space, and hybrid storage solutions as well.
You can try M-Files free for 30-days but pricing for M-Files is not listed on their site. You need to contact their sales force to inquire about a custom remedy.
a few. Templafy
Templafy is a relatively new DMS. After releasing in 2014, they have been giving all-in-one document management options for enterprises all over the world.
It’s designed for huge businesses and helps streamline tasks to save time when it comes to storing and accessing files.
More than 300 enterprises across 80+ nations use Templafy for document management. This translates to more than one million users.
Using intelligence software, Templafy will automatically show probably the most relevant content to each worker based on their usage and position.
This means your marketing team doesn’ t need to see paperwork only relevant to accounting, and so forth.
Templafy removes of having to create new document on a new platform by giving users the ability to create and edit new content directly within the system.
Both new and uploaded content can all be managed in a simple and single feed on your dashboard.
Templafy’s cloud storage space software means you can gain access to documents from anywhere, including on your smartphones and pills.
You can integrate Templafy with Microsoft Workplace 365, G-Suite, and other systems that you’re using to run your business on a daily basis. You can even integrate Templafy with CRM solutions like Salesforce or Ms Dynamics.
Large brands like Pandora plus IKEA trust Templafy to manage their documents with enterprise-grade software.
In addition to managing documents and data files, Templafy has solutions with regard to maximizing employee productivity plus creating an evergreen THIS infrastructure.
Security is another top benefit of making use of Templafy. You and your team can securely store and access content from anywhere, using any device, whether you are online or not.
Like most enterprise software, Templafy provides custom solutions for every unique company. So they do not list any prices on the web. You can try Templafy for free before you commit to a contract by reaching out to their sales team.
Hightail is a document management answer with a specific purpose: spreading and collaboration.
Other DMS on the market have got features for file sharing too, but Hightail takes this particular to the next level.
I recommend Hightail to companies that need the ability to send huge files securely.
Sharing is simple. Just pull or upload a file from your device or cloud storage solution into your Hightail accounts. Enter the information for that you want to share it along with, and automatically send a message notification to the recipient.
With Hightail, you will be able to track the delivery and downloads of articles you shared. So you know exactly who opened it and when.
Hightail allows you to send files of up to 500 GB. You can add password security to files and set expiration dates as well.
Here’s an overview of the programs and pricing for Hightail:
En aning — Free
- 100 MEGABYTES file send limit
- 7 day document expiration
- Feedback for feedback enabled
- Sync from third-party integrations
Pro — $12 per month per user
- twenty five GB file send limit
- Configurable file expiration
- Document previews enabled
- Send tracking and shipping notifications
- Password protection
- Phone and live chat assistance
Teams — $24 monthly per user
- 50 GIGABYTE file send limit
- Custom branding
- Organization and archiving tools
- Edition control with side by side evaluations
- Real-time conversations for collaboration
- Members management
Business — $36 per user
- 500 GB file send restrict
- Enterprise-grade protection
- Dedicated customer care team
- Company level permissions
- Admin reports
As you can see, the prices is largely based on the file sending limits. But the features obtain significantly better with each plan as well.
The free option is actually pretty good if you don’t need to send huge files, and even the particular entry-level Pro plan would work for a number of individuals.
If you’re interested in a compensated plan, you can try Hightail free of charge for 14 days.
MasterControl is a DMS made for businesses where security is a top priority and concern. Certain industries have strict regulations just for companies to comply with.
MasterControl understands those people compliance concerns and a new document management solution that will meets any security specifications.
One of the top features of MasterControl is the ability to track changes and revisions. If a document must be reviewed by a particular person, you are able to schedule a time and send out reminders as well.
MasterControl can also limit changes based on access. You have total control over who can make adjustments to a document.
You can also create custom watermarks, sequential numbering, and area tracking to control copies of the files.
MasterControl is 21 CFR Component 11 compliant. This means that paperwork have a time-stamped audit trail, as well as e-sign functionality that complies with federal regulations.
Another unique standout of MasterControl is definitely its learning center. You will have access to tons of free video clips, documents, and other resources to educate you about the platform plus security compliance in general.
If you need enterprise-grade safety for document management in a strict industry, MasterControl will be a top option for you to consider. Contact their sales team for a custom quote.
PaperTracer has solutions for small, medium, and enterprise-level companies. It’s a simple solution designed for document management.
With PaperTracer, you’ll have the opportunity to automate your contracts and digitize all of your documents inside a centralized database. PaperTracer has tracking and reporting capabilities and HIPPA compliant options as well.
Your document management solution is completely customized. You can benefit from a cloud-based implementation with end-to-end workflow solutions.
E-signature capability is also obtainable with PaperTracer.
PaperTracer is a top answer for businesses in health care and legal industries.
Here’s a brief summary of the available plans, although all pricing is personalized.
- Up to 10 users
- Electronic signing
- Searchable database
- Upload and scan to PDF
- Advanced reports and dashboards
- Input types
- Up to 100 users
- Agreement authorizing
- Custom fields
- Custom made workflows
- Unlimited users
- Unlimited input forms
- Single sign-on
Demonstrations and free trials are available for all three plans. I’d recommend PaperTracer for little and medium-sized businesses. While they do have an enterprise-grade alternative, there are better options for that on our list.
DocuWare is a quality, cloud-based record management service.
This DMS is unique since it has specific solutions just for tasks within your business processes:
- Document management
- Bill processing
- Employee management
- Product sales
DocuWare offers everything you need for digital change for better and going paperless using cloud technology.
This is another software that’s used by large businesses and enterprises. Sony, Toshiba, Levi’s, and Kellog’s are just a number of their most well-recognized customers.
But with having said that, DocuWare stands out as a top option for small and medium-sized businesses as well.
Small business owners can use DocuWare in order to automate their digital workflow, securely organize and shop documents, and automate specific tedious tasks.
DocuWare allows you and your personnel to edit or annotate documents directly on the platform. Its not all DMS on our list provides you with this capability.
I like DocuWare because it provides features designed to connect remote employees and your deskless labor force. Anyone can easily access content material at home or on the go through any device.
More than 12, 000 businesses in 90+ countries believe in DocuWare for document administration. So you know that the company is usually legitimate with a track record like that.
It has specific use cases for things such as contract proposals, finance processes, and HR tasks too.
The prices for DocuWare follows a common theme in this guide. They offer a free trial, but you need to contact their customer support group directly for a custom estimate.
How to Find the Best Document Management Software
Choosing a document storage solution can be challenging if you don’t understand what to look for. There are certain features plus benefits that you need to keep an eye on whenever you’re evaluating a prospective software.
I’ll show you the methodology that people used to come up with the choices with this guide. You can use the same program to help narrow your search.
In most cases, document administration solutions are either cloud-based or on-site. Some companies offer just one, while others let you choose which one you prefer.
For example , eFileCabinet provides both on-premises and cloud-based storage. M-Files has both as well, and also has a crossbreed solution. Other solutions, like DocuWare are completely cloud-based.
I personally prefer cloud solutions because you can access content from anyplace. But for security reasons, some companies want files saved locally on their network.
File Sharing and Cooperation
What can you have to do with your files once they are usually uploaded and stored? While organizing files is obviously essential, it’s useless for some companies if the documents can’t become shared with teams or exterior users.
Look for a DMS that accommodates your internal needs for editing or collaborating on data files. Features like automated version updates and in-platform editing capabilities are crucial here.
The size of your data files will also depend on which solution is best for your business. If you need to talk about large files, Hightail is the greatest choice.
Most business-related files and data are sensitive. So it’s crucial that you have a document management option that can securely store info.
Some solutions offer access permissions based on individual clearance levels or maybe location.
Various other platforms specialize in compliance regarding unique industries, like healthcare, legal, or government companies.
Pricing for DMS is usually based on storage limitations and users. At each cost tier, you can expect the plan to get additional features and benefits.
The majority of the solutions on this list offer custom plans and pricing. So to get a better idea of how much your document management software will cost, you will need to consult with a sales representative.
For anyone who are looking for a cost-effective solution and instant sign-ups, eFileCabinet will be a top choice so that you can consider.
Ideally, you wish to find document management software that works with the platforms you’re already using. Whether it’s CRM like Salesforce, or record editing and creation software like Microsoft Office 365, certain platforms have a wide range of integrations for you to choose from.
However , other solutions that are niche-specific are a bit more limited. So make sure you use software that will actually advantage your workflow process.
Document management software is extremely different. Each solution offers exclusive benefits for businesses based on size, industry, and many other aspects.
Still unsure which of the above is the greatest document management software for you? Use the tool below to compare items based on your specific needs.