If you want to save cash, but need a reliable space to store and manage documents, join us as we share some of the best free options available in the world of document management systems.
If you need a digital home for all your documents but don’t want to splash the cash, we’re going to share with you the best free document management software around. Just because they’re free doesn’t mean they’re not up to par. We would happily use all the services we recommend ourselves.
Of course, any service that’s free comes with limitations. If you’re a medium-to-large-sized business looking for an all-singing, all-dancing document management software, the options below may not be enough.
However, if you’re a personal user or a small company looking to effectively manage your digital “paperwork,” the selection below will help you keep your documents in order. 
For ease of use, features and versatility, OpenDocMan is the best free DMS.
Yes. OpenDocMan offers a free version. However, paid plans are also available.
We believe Egnyte is the best overall document control software. Read our full Egnyte review.
Open source software is free-to-use source code that gives users the ability to modify and redistribute the code, often to improve the software.
The best free document management software offers as many quality features as possible, without asking for your money. Despite being free, we still expect to see an industry standard level of security, a well-designed platform and basic document management features like search and organization functionality. 
These products offer many key features one would want to manage documents. The open source options outdo private companies offering free plans, but even they have features that are ideal for certain users. Read our document management best practices to learn how to make the most of each feature.
All the options below offer a full, long-lasting free plan. While many services offer free trials, they typically only last up to one month. With the selections below, you can trust you’ll have a free account for as long as the service is active.
More details about OpenDocMan:
Pros:
Cons:
OpenDocMan is one of the few open-source document management solutions available, and is a popular choice within the open-source community.
You can add custom metadata-like tags to categorize documents, making it easier to search for a particular document. It’s also possible to create temporary documents that will be deleted on the expiration date of your choice.
The user interface looks better placed on Web 1.0 due to its outdated design. However, if you prioritize functionality over form, you won’t be too concerned with how the platform looks as it works well.
File versioning is available, and users can access any and all revisions made on a specific document. You can also add decision makers who are authorized to review and accept new or edited documents.
Users can set up automated emails each time a document is created, viewed or edited. Moreover, users can set automatic file expirations. Such automations put OpenDocMan on par with paid services.
In the free market space, OpenDocMan is certainly the leading option for those working with digital documents. It comes with many of the key features we look for in a leading DMS, and despite the dated design, it functions extremely well and will give you most of what you need.
More details about OpenKM:
Pros:
Cons:
The OpenKM document management software is fantastic for managing documents. It comes with automations that make life easier. Automations include but aren’t limited to automated file transformations (to change Word documents to PDFs), automatic file security and automated file movement based on the file description and metadata.
Other features include digital signatures, file versioning, reporting and a built-in task manager. These features make OpenKM more of a workstation with a DMS built into it, something that helps users manage all areas of their business.
Optical character recognition (OCR) allows you to edit and search data from paper documents, PDF documents and images. Users need to take a photo of the document and upload it to OpenKM. OCR technology scans the document and makes it possible to edit and search for it inside the DMS.
OpenKM is one of the best free document management systems available. It may take a little time to grasp, and the training tools could be better, but once you get used to it, it will function as a highly reliable document management system.
More details about OnlyOffice:
Pros:
Cons:
Developed by Ascensio System SIA, OnlyOffice is a free-to-use service that can serve as a DMS and workstation. The platform is an open solution, which often leads to a better product, more flexibility and improved security. You also don’t have to worry about a private company having the ability to snoop around your documents (we see you, OneDrive and Google.)
In terms of functionality, OnlyOffice has a built-in document creator that lets you create Word documents, forms and spreadsheets, as well as audio and video files. It’s extremely basic, and personal users on the free plan don’t have access to document templates like those on a paid subscription.
OnlyOffice is only free for personal use. If you work in a team, you’ll need to look elsewhere or try one of the paid plans. The free version is a bare-bones document management system, so it may not be enough for users with a specific set of needs.
OnlyOffice lets you integrate an external cloud storage solution like Dropbox (read our full Dropbox review) with the platform, letting you access documents and other file types without taking up any of your free 2GB storage space.
We feel OnlyOffice could offer a little more than the bare bones of a space to store and create documents. It’s a good option for anyone who doesn’t want to use mainstream services; however, with only 2GB of space, you may need to use them anyway.
More details about Hightail:
Pros:
Cons:
Like OnlyOffice, Hightail is limited as to what it can do when compared to a paid service. The free Lite plan offers only 2GB of storage and 100MB file-upload sizes. However, we like its usability and some of its unique features.
With regard to DMS features, Hightail enables you to create documents, file them in unique projects and share files with others. While the platform does have more intelligent features to organize documents, most of them are only available on the paid plans, which lets the free service down.
Although this article is predominantly targeting users looking for a space for documents, we would be remiss not to mention some of Hightail’s better features that pertain to video and images. 
In addition to documents, you can upload videos and photos to your space, and the impressive part is that you can highlight specific sections of a video or image and leave real-time comments for another team member.
Those looking for a standard document management system that offers templates galore and helps you track your critical business documents should go with a different option. However, for those who want a little bit of everything, Hightail is worth your consideration.
More details about Confluence:
Pros:
Cons:
Confluence is a document management software that provides a space for small teams to create and store documents that pertain to specific projects. 
There’s a basic word processor where you can create original documents, or if you’re looking for something specific — like a performance chart — you can select from the many templates available inside the platform. There’s also a search bar that allows you to easily locate specific documents. 
The free Confluence plan allows for up to 10 members, all of whom can contribute documents to the space you create. As a group you share the 2GB of cloud storage, so this service is only suitable for light use.
Confluence has made it possible to integrate third-party apps into the service. Users can integrate Google Drive (read our full Google Drive review). This allows users to embed Google Docs and Drive files directly into content created within Confluence.
Confluence lacks many of the smart and organizational features you’d get with a premium document management system, but remember, it’s free. 
With that in mind, we believe the platform has created something that has enough character to entice those on a low (or no) existing budget. With the addition of the app integrations, what we have is a more than capable document management system.
Finding the best free electronic document management system isn’t easy, but it’s not impossible. Just because you’re not handing over your cash doesn’t mean you have to settle for less in terms of the features available — and we believe the selection above proves that.
For us, OpenDocMan and OpenKM are the perfect free options. They both offer intelligent automations, and they have fantastic search and categorization functionality. If they were to update their UI designs, they’d be close to offering the perfect DMS.
The other options, although a little thin on features, will also help you keep your documents in order, while offering some cool features to give you a better user experience. Either way, whichever service you choose, we’re confident none of them will let you down. 
While still at it, read our document management vs content management guide to learn how they differ.
Which free DMS do you use? What do you think is the best option out of the selection above? Is there a DMS you would like us to review? Let us know in the comments. Thanks for reading.

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Consider the following scenarios:
In each of these situations, a cloud-based document management system can prove to be an essential part of your firm’s tech stack. The anywhere, anytime access such a system provides doesn’t just allow your staff more flexibility; it creates a more accurate, consistent product and facilitates a better client experience.
Whether your goal is to grow by adding new services, retaining 100% of your current clients, or simply finding ways to help yourself and your staff practice better work-life balance, the right document management system is a valuable tool to help you get there.  
Many firms are moving to CCH iFirm Document Vault and Client Portal with digital signatures. Feedback from our clients who have undertaken their own research of many offerings on the market is that CCH iFirm is the preferred choice when it came to functionality, efficiency gains, productivity, and cost.
CCH iFirm Document Vault is a dynamic, integrated, cloud-based document management solution, built for the CCH iFirm eco-system, enabling integration with Contacts, Jobs, Client Portal, Intranet and MS Office apps. Enabling seamless digital document flows with your colleagues and clients, CCH iFirm Document Vault improves efficiency and promotes collaboration between colleagues and clients.
When you have to be right
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January 29, 2020 09:00 ET | Source: Access Corp. Access Corp.
Woburn, Massachusetts, UNITED STATES
TORONTO, Jan. 29, 2020 (GLOBE NEWSWIRE) — Access, the world’s largest privately-held records and information management (RIM) services provider, today announced its continued push to serve Canada from coast to coast with the latest acquisitions of Command Records Management (London, Ontario), Shredder’s, Inc. (Halifax, Nova Scotia), Access Records & Media Management (Victoria, British Columbia) and Butler Box & Storage, Inc. (Vancouver, British Columbia). In 2019, Access acquired a total of six companies in Canada.

With these new acquisitions, Access now offers a deep and broad portfolio of information governance and information management solutions in more than 60 Canadian markets. Operating coast-to-coast in Canada, Access serves most major cities and surrounding areas including Victoria, Vancouver, Calgary, Edmonton, Saskatoon, Regina, Winnipeg, Toronto, Ottawa, Montreal, Quebec City, Saint John, Halifax, and St. John’s.
“The need for information governance, data protection, and records management has never been greater, as digital data grows exponentially and most companies still operate using paper documents,” said Chad Bevington, Access’ Executive Vice President for Canada. “For those doing business in Canada, we’ve got you covered. Our complete information lifecycle solution includes safe, secure, and efficient offsite storage, document management software, secure destruction, and IG (information governance) consulting capabilities. We help clients reduce their risk and operate more efficiently.”
Bevington continued, “Access’ mission is to advance how the world manages information with the very best service. As we roll out our brand and solutions across Canada, we are excited to share our partnership approach and innovative thinking with our Canadian clients and with prospective clients. Our website, www.accesscorp.com is a great resource for those looking to learn more about information management and Access’ full suite of services, expertise, and technologies.”
Access now has more than 300 team members across Canada, operates more than 30 records centres and has more than 120 vehicles with the Access logo. All told, Access has acquired and integrated 14 separate companies in Canada in the past two years, establishing a strong foundation for its continued growth and investment.
About Access
Access is the largest privately-held records and information management services provider world wide, with operations across the United States, Canada, Central America and South America. Access provides transformative services, expertise, and technologies to make organizations more efficient and more compliant. Access helps companies manage and activate their critical business information through offsite storage and information governance services, scanning and digital transformation solutions, document management software including CartaHR, CartaDC, and CartaDC Essentials, and secure destruction services. For 11 consecutive years, Access has been named to the Inc. 5000, the ranking of fastest-growing private companies in the U.S. For more information visit https://www.accesscorp.com.
For more media information, contact:
Lisa Hendrickson/LCH Communications for Access
516-767-8390
lisa@lchcommunications.com 

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by Maricel Rivera | Updated Aug. 5, 2022 – First published on May 18, 2022
Image source: Getty Images
Project management involves many moving parts, and project managers must apply an assortment of knowledge, project management tools, techniques, and skills to deliver projects according to specifications.
So that new project managers don’t get overwhelmed by the extent of the knowledge they must have to fully understand their many responsibilities, the Project Management Institute (PMI), through the PMBOK Guide (A Guide to the Project Management Body of Knowledge) — a collection of standardized project management guidelines, best practices, and terminology — has divided project management into 10 knowledge areas, specifically:
In this guide, we’ll talk about project integration management, which is a key project management basics component, the phases or processes involved, and some of the best project management software options to consider for your integration management plan.
Project integration management brings together all of the different aspects of a project into one cohesive whole. It’s a necessary success factor in project management, particularly when different business areas or departments have to work together on a project.
Every department has its own way of doing things, which is a double-edged sword.
On the positive side, they don’t have to learn new methods and techniques to get things done; they can stick to what they know delivers results. On the other side, different departments implementing different tools and processes can make project collaboration extremely difficult.
Then, there are large projects with numerous parts and pieces. To successfully complete a project, each piece must function like a jigsaw puzzle piece that aligns with all of the other pieces. Otherwise, the project will have trouble meeting deadlines or quality and budget requirements.
In some cases, projects will have to be shelved so organizations don’t suffer further losses.
Project integration management coordinates all of the different processes that a project has to undergo to create consistency from beginning to end. It follows six processes.
A project charter, also known as a project definition document, contains the project’s preliminary objectives, goals, and scope. It establishes the authority of the project manager, identifies who the key stakeholders are, the teams involved, and their responsibilities.
The project charter is used throughout the project life cycle as a reference document.
The project management plan outlines the different project management steps and processes necessary to efficiently bring the project to completion.
It also defines the project’s budget, scope, and schedule, individual team members’ roles and responsibilities, how risks will be managed, how scope change requests will be handled, and so on.
Essentially, the project plan details what needs to be done and how it should be done.
This is the process of managing and executing the various work components, methods, and standards defined in the project plan, including implementing approved changes.
The goal of this process is to provide overall management of the project so that it ultimately meets agreed-upon requirements.
Alongside facilitating project execution is monitoring and control. This is important because if you’re not tracking actual project performance versus objectives, quality may suffer, or the project may exceed its allotted budget or time.
Requests that will affect established baselines should be carefully reviewed, and preventive actions, such as training certain members on certain tasks so they can take over in case someone gets sick or is transferred to another project, must be undertaken to prevent delays.
This is where all changes — hence the word “integrated” — are assessed, analyzed, and decided upon. Depending on the organization, a change management board may be needed to review change requests.
Typically, once a change is requested, a preliminary impact analysis is carried out, the result of which is then relayed to the client or project sponsor.
If the client is willing to pay more, push back the deadline, or make quality compromises, whichever is applicable, a more detailed analysis is done before the change is approved or rejected.
Once complete, the project must be closed. All deliverables and final documentation are submitted. The goal is to ensure that all contractual obligations are fulfilled.
The closing stage also includes reviewing or looking back at all of the processes the project undertook from start to finish, and then determining whether these have been successful.
Every change or detail must be documented for future projects to reference.
Imagine this scenario: A project is due a week from now. The person in charge of quality evaluation got sick and is on medical leave. What does the project manager do? That person must do a series of things:
In this hypothetical scenario, the project manager is integrating several different project aspects, making the project integration management process crucial to project management success.
While project cost management only deals with managing the financial aspects of a project, and project human resource management only deals with the team members involved in a project, they don’t operate independently. Any change in one area can affect another.
For example, adding more people affects the timeline, budget, or both. The project manager, through project integration management, communicates all changes to the concerned parties — in this case, that could be the client, department head, staff or employees, and the budget coordinator.
When different teams use varying project management techniques and tools to complete tasks, consistency, which we all know is the key to productivity, can be difficult to achieve.
Project integration management coordinates and directs all activities toward the project’s ultimate goal.
Project management deals with multiple processes and involves various elements. Project integration management unifies and consolidates them all to successfully achieve the project’s overall objectives. It’s the thread that binds them all together, so to speak.
Project managers are like jugglers who must keep several objects in the air, a feat that requires specialized training, skills, and mastery of different tools.
In project management, such tools include a feasibility study for gauging the viability of a project, work breakdown structure charts to visually decompose the work to be executed, and the critical path method for estimating the project’s completion date.
There’s also project management software to facilitate work, monitor budgets, and ensure seamless collaboration between departments and teams. The following are some software options.
Projects run on schedules, and tasks are scheduled to achieve maximum productivity. monday.com allows users to create task lists. Each task can be assigned to multiple columns if you want it more detailed and to better track its progress.
Customizable task templates are available so you don’t have to start from scratch.

Visualize your team’s workload with monday.com. Image source: Author
monday.com also provides visibility into the workload of each team member, a necessary feature so that work is distributed evenly and no one gets overloaded.
Effective financial management is essential for projects to stay within budget. Tracking expenses, generating accurate reports, and providing timely updates are just some of the tasks that the right project management software can do for you.
ActiveCollab is a feature-packed collaboration tool that has the financial features your project may need, including budgeting, invoicing, and generating work estimates.

ActiveCollab’s invoicing tool automates invoice creation. Image source: Author
ActiveCollab is easy to use, which means teams and departments don’t have to spend much time learning its functionality.
For midsize to large project teams with very specific needs, Podio is a great choice. It’s extremely customizable and comes with all of the features inherent in project management platforms, such as time tracking, task scheduling, and project templates.
Podio’s standout feature is social collaboration. Work notifications are delivered via a Facebook-like activity stream. Team members can ask questions, post updates, and share images, documents, and links.

Podio’s activity stream allows team members to post updates, share files, and ask questions. Image source: Author
Podio Chat supports video calling and instant messaging. Plus, Podio natively integrates with GoToMeeting for when you need to schedule and organize online meetings.
A project involves many complex parts, numerous processes, and different stakeholders.
Project managers need to manage people, risks, schedules, timeline, quality, and so many other things. In large organizations, the different departments’ techniques may have nothing in common.
Project integration management is the system and framework that provides order and direction for all of these constituent parts.
Maricel Rivera is a software and small business expert writing for The Ascent at The Motley Fool.
We’re firm believers in the Golden Rule, which is why editorial opinions are ours alone and have not been previously reviewed, approved, or endorsed by included advertisers. The Ascent does not cover all offers on the market. Editorial content from The Ascent is separate from The Motley Fool editorial content and is created by a different analyst team.
The Ascent is a Motley Fool service that rates and reviews essential products for your everyday money matters.
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The best client portal should provide comprehensive document management software so clients can access multiple sections of the entire project process via a secure website. This includes not just document automation but also performance reports, communications, billing, scheduling, requests for modifications, and other transactions.
Needless to say, document portals are the most effective approach to conducting business with clients because they include everything you need to accomplish projects. To help you decide which client document portal is best for you, we’ve selected five of the best here:
Document management software includes a wide range of functionalities to supplement companies in successfully running their work operations completely paperless. It’s one way to store, sort, and manage documents when transacting with clients. These documents can also have version control, workflow integrations, access controls, backup, data security, and more.
Simply put, it’s a commercial software solution that collects, manages, secures, stores, digitizes, and tags company information.
PDF Readers are one of the best and perhaps, popular examples of a document management portal. It allows you to access documents in PDF files offline and save them for viewing, printing, and publishing at any time and from any location. However, it has its few shortcomings, too, since PDF does not support the integration of workflows and other processes associated with effective document automation.
People want to minimize their paper-based tasks and prefer to access important papers from everywhere at any moment as the digitization process continues. For this to happen, one needs to pick the best software for the job. Here are the top 5 best document management software, and we evaluated their features, benefits, and drawbacks.
FileInvite is revolutionizing the way professionals worldwide seek documents and information from their clients. FileInvite’s secure document portal solution replaces email processes in high-document applications such as mortgage applications, education enrollment, legal affairs, accounting, human resources, and banking.
FileInvite is a secure, integrated platform that you can access and request documents, signatures, files, and data from your clients. Set a deadline and submit your requests. Clients will receive an email with a link to their protected client document portal, where they will be able to respond to your requests. From there, both you and your client will have access to the following features:

Automated document collection: There is no need to spend time following up calls, laborious emails, or text reminders with FileInvite. Set due dates for your document requests and let FileInvite remind you. Approve or reject documents and let the automation software follow up clients on your behalf.
With document automation, you are able to keep clients informed about document requests via email and SMS. SMS messages can link from your clients’ phone to their mobile-optimized client portal. At the same time, you may also use the FileInvite Bulk RequestTM tool to send the same request to all of your clients.
Client document portal: You can request all the files required from your clients with this all-in-one platform. The secure document portal provides a seamless customer experience with automated reminders sent as the deadline approaches. Your customers are able to access the document upload portal where they can attach files, utilize their smartphone camera, and also digitally fill and sign forms online.
Create a separate, secure document portal for each new client. Share files, set document rights, add signature requests, and enable or disable password security as needed. You may also include your brand, such as your logo and messaging dependent on the plan. Customize by personalizing introductions, messages, and notifications.
Online forms and e-signature: You can quickly find single or multiple-party signatures on contracts, agreements, and applications using FileInvite’s legally binding eSignature technology. This way, you can quickly convert paper application forms to digital versions and have your clients complete and sign forms online without installing any software.
All the data collected through forms can be downloaded as a PDF file or a CSV file including all data points.
Templates: To request documents from clients in seconds, use FileInvite’s pre-built templates or create your own. Save document lists, messages, forms, and contracts for future use, and populate with customer information. You can keep your team’s company templates, email messages, and alerts. Allow access and share them on your account.
Workflow and dashboard: To obtain the appropriate files, you can approve, reject, and process documents in one platform. On the dashboard, you can always know where each client and file is. Keep all client requests, communications, and history in one centralized location for security and compliance. Delegate duties or share access with your team.
Integration: Speaking of workflows, you can connect FileInvite to your existing work applications to simplify all tasks you need to accomplish. There are over 100 possible integrations, including Google Drive, OneDrive, Dropbox, Zapier and more.
To summarize, FileInvite can collect all the documents, signatures, and data you need up to 80% quicker. Its capabilities demonstrate that it can function as both document and workflow management software, allowing you to streamline your corporate processes and decrease paperwork.
Compared to others, FileInvite’s document management software eliminates the monotony of emails and inefficient procedures. You can save up work hours each week by letting the platform handle the most time-consuming tasks for you.
You don’t have to be concerned about incorrect formatting again, as FileInvite can automatically convert your returned documents to PDF.
It allows you to set the naming conventions for each request you make, so you can easily recognize what they are when returned to you.
Make digital copies of your paper forms. Your clients complete them online via their client document portal.
With FileInvite, you will never have to lose track of documents because a team member is out of the office. Transfer Invite ownership to another team member with a single click.
Contracts, agreements, and applications can be signed easily by a single party or several parties.
Set the frequency your client receives email or SMS alerts.
You can request, assess, approve, and manage documents in one dashboard.
Various documents can be requested and sent from and to multiple clients at the same time.
No freemium version
Furthermore, FileInvite is not confined to a single industry since it may provide legal document automation, banking, financial services, professional services, and other offerings. It can also be utilized in a variety of ways by other professionals.
FileInvite turns document collection into an easy, secure, and seamless customer experience, streamlining workflows and accelerating digital transformation for people-first companies all over the world.
Join the list of industries that rely on FileInvite for document automation. Get your free trial for 14 days or get custom pricing.
Adobe’s Send & Track is a standard Microsoft Outlook plug-in. It may be used to transfer documents, track files, and receive confirmation receipts when others see your files. When you transmit a file, the system publishes it to the cloud and provides a web link that you may give to your client through email. They may then view or download the file, and you will receive a notification when it is viewed.
The Tracker is one of its greatest features in general. You may use it to keep track of the documents you’ve distributed or received. You may also examine and update the location of the response file, as well as monitor which recipients have responded. You can add new recipients, email all recipients, and examine comments made on documents.
In addition, it displays who has joined a collaborative review and how many remarks they have made. You may rejoin a review and email the participants directly. The Latest Updates section summarizes the most recent changes in shared reviews, form files, and servers.
You can sign a document to approve its contents. Then, you may set enhanced security so that a security warning shows when prohibited activity is performed from an untrusted site or file. However, this sort of warning depends on the activity and your version of Acrobat or Reader.
It’s easy to use, so there is no need to learn how to upload documents to a portal.
Send and receive documents in the cloud.
Assess the documents you distributed.
See and manage comments.
Manage reviews being done on documents.
Sign digitally.
Enable security features.
Citrix ShareFile is a secure cloud-based content collaboration tool that enables enterprises to collaborate on their documents on any device, at any time. It combines business-class file sharing, faster processes, and real-time collaboration in a single platform.
You can access and share your files and documents with a few simple clicks. Unlimited storage, an easy email plugin, and the ability to exchange huge files contribute to increased productivity. Its bank-level encryption capabilities safeguard emails in transit and at rest.
You may avoid the hassle of data transfer by using this document automation software to gain secure access to files and folders kept on legacy data systems, with third-party service providers, or any place else. ShareFile provides users with a centralized, secure access point to all data, independent of environment or endpoint.
With configurable workflows that you can handle directly from your ShareFile account, you can automate receiving approvals, feedback, and document-centric activities. Furthermore, its Office 365 interface enables real-time co-editing and versioning.
Send and receive documents securely.
Access everything you need in one platform.
Collaborate with your team on documents you need to work on.
Integrate it with Office 365 for a customizable workflow.
Get legally-binding e signatures.
Experience a customized client portal.
Sync all your files to obtain up-to-date information.
Dropbox is one of the most popular file-sharing services available. It allows you to organize photographs, documents, or any other form of content online and access it from any platform. You may set up a few document automation functionalities for document management software using Dropbox File Request.
It is possible to assign a unique title to each file you receive. Afterward, you can manage these files by categorizing them, storing them as PDFs, photos, or videos, and tagging them.
Dropbox’s digital workflow automation is simple to set up. However, it lacks application cases and may be confined to a few features.
Nonetheless, you may do various activities on each of your files. You may upload and add another file to an existing folder and preview the uploaded file in full-screen mode in Dropbox. You can even share a specific file with someone else on your team. This also applies to those who do not use Dropbox, but they must still sign up for an account.
Set names to each file you send and receive.
Manage files through categories.
Save documents in a different format.
Upload, preview, and share access.
Pin and Star files for easier access.
Access version history.
Tag and make comments on documents.
DocuSign is a market leader in e-signature, providing extensive capabilities for digitally administering and signing documents. Its user-friendly workflow simplifies the signing process, allowing firms of any size to request and perform legally bound and secure digital signatures for documents.
However, DocuSign lacks comprehensive document management features. But it offers a complete way to connect and automate the processes of preparing, signing, acting on, and managing agreements. You can also integrate your process with its platform via 350+ connectors and API.
DocuSign’s toolkit includes a drag-and-drop capability that allows you to simply determine where signatures and other pertinent information are required. You can mark the locations where your receivers must act.
You may add an access code to the document for more security. To open and sign the form, recipients must input the code.
Obtaining signatures is crucial, but so is receiving signed papers. DocuSign’s document tracking tools make this procedure easier. Reports are updated in real-time, so you can see those activities reflected in the reports as signatures are collected, and papers are returned. Its secure nature allows it to be utilized as document automation for healthcare, legal, and other businesses requiring security characteristics for sending and receiving documents.
Easily send, sign and track documents on the go.
It helps standardize the agreement process you’ve made with your client.
Save time by reducing manual work that comes with signing documents.
Utilize tracking and reporting.
It’s capable of integrating with any of your existing business systems.
It provides a secured document signing process.
A competent document management system can assist in organizing your files and data in one location, keeping track of your key papers, speeding up your workflow, improving accuracy, and providing round-the-clock access to documents from anywhere in the globe. But it works best if you can have custom client portals offered by FileInvite, Adobe, and Citrix.
However, if all you need is to digitize your papers and have them saved and handled, Dropbox and DocuSign may be right up your alley.
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CMSWire's customer experience (CXM) channel gathers the latest news, advice and analysis about the evolving landscape of customer-first marketing, commerce and digital experience design.
Since the launch of Cumulus, the digital asset management (DAM) platform by Canto, in 1992, the challenge of managing digital assets and files has never really gone away. Since then and in the years immediately after, we saw the development of consumer web browsers and the emergence of web-based DAM running in tandem with the emergence of, in the first instant, document management systems and then enterprise content management systems (ECMs).
In the early 2000s, we also saw the rise of web-based solutions and, ultimately, the emergence of the cloud as the leading storage destination for digital content. The debut of the iPhone in 2007 added more complexity, as DAM had to convert images for a variety of devices and operating systems. Despite the emergence of advanced cloud storage systems and cloud-based enterprise content management systems with almost unlimited storage, the problem of managing and tracking digital assets has yet to be resolved. In this respect, a DAM solution acts as a storage and collaboration center for all the digital assets like images, videos, documents, PDFs and other kinds of content for the entire team.

Traditionally, teams would collaborate and share content via mails or storage solutions like Google Drive or Dropbox. But these tools are not primed to solve the problem we face now. For example, it would be a nightmare to find in an email chain the last comment the VP of Marketing left on a banner shared with him. Or for the tech team to know which of the five “logo-final.png” files in a Drive folder are the actual logo that should go live.
A good DAM solution offers many solutions built to ease management, collaboration, and distribution of digital assets, making it a better tool for your organization and help improve efficiency. But an enterprise content management can do much of this so why do you need a separate system?
Related Article: Gartner's Top 19 Enterprise Digital Asset Management Solutions
ECM systems are often, not built to handle custom metadata like DAM platforms are, said Ed Cravo, co-founder, and head of marketing at Chicago-based automation software developer Groundbreaker. Typically, digital asset management systems are for creative content such as images, videos, design files, gifs, and presentations. He pointed out that enterprise content management systems are used primarily for business records, which are almost always text-based documents. Enterprise content management systems are not made to find and present visual files.
They are made for documents and text search. Images may not pop up for previews and may just look like a generic file type in the ECM system. Audio and video playback may be nonexistent. There are great benefits that are brought through the use of a CMS, DAM, or other enterprise content management tool, but the functionality and effectiveness can be boosted by an underlying foundation. “The foundational technology should allow for easy granularization of content into modular components. This will reduce redundancy and improve ease of collaboration,” Cravo added.
“DAM and ECM should no longer be considered as mutually exclusive technologies but should be considered as part of a holistic approach to enterprise content management,” said Alan Porter, director of product marketing at Westlake, Ohio-based Hyland. “You need to be thinking in terms of developing a digital supply chain, to connect content, data, and assets across the organization that allows you to deliver exceptional customer experiences.”
Porter pointed out that DAMs aren’t just about storing and searching for pretty pictures anymore. In today’s fast-paced business environment, DAM serves many roles, from traditional marketing use cases to being positioned at the center of a complex enterprise-wide digital supply chain, he said. DAM and ECM need to work together to enable multiple practical uses cases along a content management continuum that exists between the traditional theoretical simplified applications. To figure out where you are on that continuum you need to ask yourself some key questions:
That last question is perhaps the most important one, because organizations truly need to understand the context within which content is being used and consumed, whether it be rich media, simple documents, or business-driven data.
As the definition of a digital asset continues to expand, it would be difficult for a CMS to ever fully replace a DAM. A CMS, even an enterprise level system may not be able to handle the millions of assets, many binary in nature, that an organization creates and uses, according to Katie Cole, gaming and virtual production evangelist at Minneapolis-based Perforce.
Being able to analyze those binary files, like images, and strip out what they represent using AI, and converting that into useful meta and search data, is not something you typically see in a CMS, but something you do see in modern DAMs.
“What we hear from our customers is a good portion of digital assets are never even intended to be used on their websites,” she said. “For example, digital assets used in a piece of software the organization sells. With these types of assets there needs to be much tighter access control and traceability. Could a CMS do that? Maybe, but it isn’t really the intended use case of a CMS.”
As final thought, Devin Schumacher, founder of Los Angeles-based SERP, points out that even comparing DAM and ECM is difficult. DAM, he says, manages the dissemination and organization of visual content from its central hub. Based on experience, utilizing DAM technology allows users to organize terabytes’ worth of assets and manage the overall accessibility to these files in a smooth, streamlined manner.  This technology far outperforms file-sharing cloud platforms like Google Drive, he said.
“Technically, you cannot replace DAM with ECM because the former falls under ECM, “he said. DAM features the single technology needed to organize visual content, which no other ECM technology can do. However, other ECM technologies can also perform functions that DAM cannot. For instance, other systems under ECM are in charge of cybersecurity, file transfer automation, and master file management.
Instead of choosing between ECM and DAM, organizations should first explore these technologies’ features, then objectively assess which ones suit your daily business operations.

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