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Document management software can help you organize your digital documents and digitize your existing paper records with ease. Because there are so many choices on the market, we researched dozens of options to pick the best software for various types of businesses. To make our selections, we considered factors such as hosting options, search capabilities and scanning choices. If you need a document management system for your small business, this guide will help you choose the best one for your needs.
Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office. In fact, we previously selected Rubex by eFileCabinet as the best document management system for businesses with a remote workforce. It has a sophisticated mobile app that provides access to every stored file. The system uses a traditional cabinet-folder filing structure and provides several ways to search for documents. Rubex by eFileCabinet Online is available in three pricing plans, which vary in features and storage.
February 2021: Rubex recently unveiled a new pricing structure. There are now three pricing tiers that range from $55 to $199 per user, per month when billed annually. If you pay monthly, the prices start at $66 and increase to $239 per user, per month. The plans vary in included storage space and features and tools.
Microsoft SharePoint is a leader in the document management and collaboration space, and for good reason. Its comprehensive slate of features includes the ability to establish content hubs or organize archives by teams. It allows you to create custom metadata fields across all files stored in the system, making it easy to tailor the way you organize your documents to your business’s needs. It is especially convenient for businesses that already use other Microsoft products, such as Office 365.
SharePoint offers a flexible and scalable platform to organize and manage your documents and to collaborate on creation and editing. However, it is a sprawling system with a bit of a learning curve, so expect your team to require training and some time to become familiar with the system.
October 2020: Microsoft has introduced SharePoint Syntex, its first product from Project Cortex that uses artificial intelligence to go through your company’s data and gather insights that can be automated into processes. Microsoft describes Syntex as a “trainable AI” that processes three main types of content: digital images, structured or semi-structured forms, and unstructured documents.
M-Files is a comprehensive document management system with an intuitive and easy-to-learn interface. It can serve a variety of industries, such as accounting, business consulting, construction, engineering, energy, financial services, manufacturing, professional services and real estate. M-Files contains numerous tools that allow businesses to seamlessly organize documents, digitize large volumes of physical papers and automate workflow processes. For example, it offers metadata suggestions and version control, simplifying the storage and retrieval process. It can also integrate with Parashift, a deep-tech company that specializes in machine learning document retrieval, so you can further accelerate and simplify your document management processes. Instead of manually classifying documents and reading data, you can automatically process a wide variety of structured, semi-structured, and unstructured documents.
M-Files offers three different service plans. We like that each one is available as an on-premises, cloud-based or hybrid system, so users can choose the type of system that best meets the needs and capabilities of their organization. Each plan also comes with easy implementation and automatic updates, so you can be sure your document management system is up to date. M-Files offers rapid deployment packages, managed services, and team training services if you need additional assistance. The company also offers a wealth of online learning resources, such as industry reports, case studies, infographics, e-books, videos, podcasts and on-demand webinars.
VIENNA Advantage is an open-source, community-driven document management system that is available to businesses for free. Its user-friendly interface is easy to navigate and neatly organized. It has workflow automation options to streamline tasks and secure encryption of sensitive documents. It is also scalable, allowing your business to grow with a free document management system.
The challenge associated with VIENNA Advantage is technical; you must rely on the support of its user community to help you implement the software and troubleshoot any issues. Unlike paid document management software, VIENNA Advantage does not offer a tech support team.
January 2021: VIENNA Advantage has recently been certified by TÜV SÜD, which provides safety, security, and sustainability solutions as well as testing, certification and auditing services. VIENNA Advantage’s TÜV SÜD certification includes certification for ISO/IEC 25051:2014 and IDW PS 880 (GoBS) standards, which verify that the software works as offered and that it stores data safely and properly.
Document management software can vary widely in pricing and cost structure. The first and perhaps most important factor in the cost of your document management system is whether you select a cloud-based or on-premises version.
Cloud-based software takes the infrastructure maintenance and burden of security off your business and places it with a third-party company. While this reduces the expense and challenge of managing it in-house, you’ll just have to trust that the company is handling your data properly. Cloud-based software is typically paid for on a subscription basis. For most document management software, this could range from $15 to $200 a month per user, depending on the complexity of the solution you choose.
On-premises versions of document management software require your own servers and, generally, a dedicated IT staff for maintenance. Your business is wholly responsible for the security of your data, but this also means you have full control over your own data. With on-premises solutions, you generally have to purchase a license for each user. Each license can cost $1,000 or more, but it is a one-time fee. However, on-premises solutions typically charge an additional fee for technical support and software updates after the first year, which is usually about 20% of the initial licensing cost.
For small businesses looking for software that is easy to manage and not a large overhead expense, we recommend a cloud-based solution. However, make sure your provider adheres to best cybersecurity practices to protect your data.
The actual price for document management software varies by company. Obviously, systems with more complex features tend to cost more, while costs for basic document management software without extra features (such as task management tools and workflow automation functions) can be pretty low. Also, the more users you add to a cloud-based system, the higher the monthly subscription price will be.
Key takeaway: Cloud-based document management software typically costs between $15 and $200 per user per month. The price varies on how many features and tools you want access to.
A document management system can improve efficiency for you and your staff by organizing all of your files and making them easy for anyone in the organization to find. The many benefits of a DMS system include:
If you are currently using a manual system, you are costing yourself hours that could otherwise be spent on other, more pressing business matters. A DMS automates many aspects of document management, taking that responsibility off your hands. 
A document management system is more flexible than a traditional paper filing system. It easily accomdoates your business’s growth, and your indexing system can be adjusted with a few clicks. It may  reduce the need for physical storage space for files and paper documents.
As the world shifts toward digital solutions, ensuring that your information (customer data, trade secret info, etc.) is secure is critical. Document management systems come with built-in security and access controls so you determine who can access certain documents. In addition, you can see all activity on any given document.
In the event of a disaster, like a fire or flood, your files are stored safely in the cloud, away from physical harm.
Searching for the right document can be difficult and time-consuming; it can even cost you money. With the right indexing system, finding a document can take mere seconds, and employees can remotely access the documents they need. [Discover the benefits of a paperless office.]Did you know? Organizations can lose thousands of hours of productivity each year due to poor document management. Discover other benefits of a paperless office.
Compliance requirements for many business documents can be complex and demanding; a DMS can help you avoid fines, revoked licenses or even criminal liability by automating key documents within the requirements. For example, HIPAA and the Sarbanes-Oxley anti-fraud law have strict security and policy regulations regarding documents and records – a DMS automatically follows those guidelines.
A DMS makes sharing information and collaboration easy, allowing documents from different sources to be accessed from multiple locations. Users can also share documents, monitor workflows, grant or deny access to certain documents, and see what changes have been made.
While all document management systems digitize and organize documents, making them easy to retrieve or revise for users with permission, many other features might be built into your document management software. Here’s a look at some of the tools and aspects you might want to consider when choosing a document management system.
One of the most important elements of any software is usability. It could offer all the features in the world, but they won’t do you any good if the system isn’t user-friendly. Many document management systems offer free trials that allow you to test them before buying. If possible, allow your team to try out the software during the free trial period and offer their feedback on what they like and dislike about it.
While the primary function of a document management system is to digitize and organize files, most modern software also allows users to share files with one another and collaborate on editing them. Some document management software allows users to edit a document simultaneously, while others rely on a check-in/checkout feature that guarantees only one user can work on a document at a time. Others offer both options.
Version control, sometimes referred to as “versioning,” is a critical feature of document management software that lets you keep track of changes to a document. The best document management software even maintains an archive of old versions, letting you see how documents have changed over time and revert to an old version if needed.
Image scanning and optical character recognition are useful features for businesses that have a lot of paper records they would like to digitize. Scanning is the first step – turning a paper record into a digital file that can be imported into the software. OCR is a more advanced feature, but it’s a must-have for streamlining large digitization projects. OCR reads the text of an image and makes the content of the image searchable. The best document management systems use OCR to automatically fill out metadata and make it even easier to search for the document later.
Document management software is often home to files that require a manager’s signature, such as purchase orders. Many document management systems integrate with an e-signature tool, such as DocuSign, to allow electronic signatures. You can often send a document to a recipient with a request for their signature through the software.
Workflow automation features move tasks along automatically. Take the purchase order above as an example: You could set up a workflow automation so that once a purchase order is generated, it automatically goes to the appropriate manager for their signature. The manager will receive a notification, and when the task is complete, the next relevant team member (such as someone in the accounting department or the manager’s supervisor) will be notified. If more action is necessary, you might be able to build that into the automated workflow as well. The best document management systems allow you to customize workflows to suit the way your teams work together.
FYI: Automated workflows can help streamline your business processes and maintain legal compliance.
An essential element of document management software is the ability for administrators to set individual user permissions. Permissions allow certain users to view or edit files, while others can be prevented from even seeing those documents in the system. Not only is this useful for efficiency purposes, it is also an important security measure. The best document management software allows administrators to set permissions by specific groups, as well as to change permissions on the fly if you need to make an exception while keeping the default permissions settings the same.
In today’s business environment, mobile device access is essential. Many document management systems have a dedicated mobile app. Others rely on web browsers or online portals. Make sure the mobile version of any document management software you are considering is truly mobile-friendly. Even if you personally don’t use it on mobile devices, it is likely other members of your team will.
Not every document management system checks all these boxes, while others offer all of them and more. When choosing your document management software, consider which tools and features would be most useful to your business. It is important to strike a balance between comprehensiveness and usability; for instance, some systems can do it all but are a challenge to navigate (not to mention more expensive than simpler software).
Data Security
Data security is a vital part of any document management system. In 2019, reports TechRepublic, the number of breaches increased by 54%, 89% of which were outside attacks.
As an increasing number of businesses go digital, more customers are entrusting sensitive personal information to the companies they do business with. Your organization is responsible for ensuring customer data is safe and protected from a breach. Look for document management services that offer encryption and compliance tools, auto-updates, data redundancy and backups.
 
Document control software helps you manage information, automate records management policies to help monitor who has access to which documents, and remain compliant with standards such as ISO, FDA, Sarbanes-Oxley or HIPAA.
Managing your files on a computer is a simple process if you have a solid system in place from the beginning. Decide on main groups for your files, then create subfolders within those groups. Decide on a single file-naming system that you’ll apply to all your files, making them easy for anyone in your organization to find.
Record (or document) management has several benefits. A document management system can make it easy for anyone in your company to find the files they need, eliminate the need for expensive and bulky physical storage units, and save you time by allowing you to call up any file in seconds.
Document management systems are used for several things, including securely storing important documents, tracking changes made to documents and easily sharing documents between members of an organization.
A document management system also makes it easy to find certain files by assigning keywords and tags to each document. These systems can also help companies ensure compliance for sensitive documents (e.g., HIPAA) by providing required security and permission restrictions on certain key documents.
A document management system captures the document, which is done by scanning in the physical document or downloading a digital version via email or using other applications. Next, the document is indexed, meaning it is classified with tags, keywords and metadata that make it so it can be searchable. Finally, the document is organized and placed in a folder, where it can be accessed by the appropriate employees.
Most document management systems are cloud-based, so once a file is appropriately secured into the system, it can be accessed from anywhere with an internet connection. Some document management software providers offer mobile apps, which gives users even more flexibility and convenience in accessing documents.
The best document management system should be easy to use; it should allow for document sharing; and it should have collaboration tools, mobile functionality, and version control. The first two features allow your team to work together on critical documents without needing to be in the same office. Version control maintains a log of every change (and who made it) to your company’s documents.
Another important feature to keep in mind that you want to make sure the software you choose offers airtight security protocols to ensure that only those with the right permissions can access files.
A good document management system is easy to implement and scale. The complexity of the software should be based on your team’s technical know-how, allowing them to easily store and locate documents as needed. Your team should be able to share documents and collaborate within the platform, even when they are using mobile devices.
Although every document management system should have security protocols, access controls and file versioning, these features are especially important for those operating within heavily regulated industries. Other features that lend to a document management system’s usability are metadata and tagging options, keyword searching, document editing history and restoration, automatic document retention and deletion, image scanning, optical character recognition, and customizable workflows. The best software can also integrate with your other business platforms.
In the past, we’ve selected the best systems for a wide range of use cases. Some of our picks have changed, but if you’d like to review your options more thoroughly, you can still see our previous best picks below.
We asked our readers and members of our business.com community to tell us about the document management software they currently use or have used in the past, including what they like and dislike about it. Here’s what they had to say:
“SharePoint has lots of document management features (versioning, records management, metadata, enterprise search, etc.). Many large organizations store millions of documents in SharePoint every day.” – Akshay Mane, business.com community member
“DocuSign was what was recommended [to me] and what I was accustomed to using … but it’s not a very safe or reliable way to send important information.” – Valenzia Gudger, business.com community member
“We currently use G Suite for most of our document management. I’ve been using some version of Google Drive since starting my business, mainly because of how well integrated it is. G Suite is just the latest iteration of that with more robust company features.” – Dan Bailey, president of WikiLawn
“Our document management software is Box.com. We have used Hightail, ShareFile, Dropbox and Google Drive. Box.com is the easiest one to use, and it has also maintained both CJIS and HIPAA compliance the entire time they’ve been around. Box.com is very easy to navigate, drag and drop, and also has a number of APIs you can use for almost everything you can imagine.” – Ben Walker, founder and CEO of Transcription Outsourcing
“[We use] Ascensio System OnlyOffice. It’s extremely fast – no lag or buffering. It has an easy-to-navigate and easy-to-learn user interface. It allows simultaneous collaboration on a single project, which saves time, effort and money. It has a competitive price for a set of features that makes document management a breeze.” – Alex Azoury, founder and CEO of Home Grounds
Document management software is generally available as either an on-premises solution or cloud-based software. However, we anticipate further growth in cloud-based solutions as more businesses opt for the convenience of cloud storage and software as a service. Storing documents in the cloud removes the overhead of purchasing and maintaining a server-based solution, and it gives businesses more flexibility on where and when they can access their documents.
The rise in cloud-based solutions has also given way to the trend of using document management systems to streamline collaborative efforts. Since cloud-hosted systems permit more employees to access documents from various locations, teams can work more collaboratively, improving overall teamwork and automating their workflows.
In addition to an increase in cloud-based solutions, we can expect to see increasing emphasis on security and compliance. As document management systems become more robust and easily accessible, many businesses are storing highly sensitive documents within these solutions, opening them up to security risks. As a result, we are seeing document management software tighten its security protocols to ensure documents stay secure.
Another growing trend in document management software is mobile accessibility. In an ever-growing remote work environment, people need to access shared documents from various devices, including smartphones and tablets. Many document management software providers are now rolling mobile access into their standard offerings.
To help you find the right document management system, we researched and analyzed dozens of options. Here is an explanation of how we determined our picks for the best software.
To determine the best document management systems, we started with a pool that included all the vendors on the list below. After some preliminary research, which included looking at other best-picks lists and researching each system, we interviewed small business owners and discovered more vendors to add to our list.
Next, we researched each provider by investigating its services, watching tutorials and how-to videos, testing out the system when possible, and reading user comments. We also considered the pricing listed on these services’ websites. After narrowing down the list to 11 contenders, we contacted each company’s customer service department by phone, or live chat if possible, posing as new business owners to gauge the quality of support each provider offers.
Our process involves putting ourselves in the mindset of a small business owner and gathering the data that would be readily available to such an individual. We considered ease of use, whether the solution was on-premises or cloud-hosted, the file cabinet structure, search capabilities, scanning options, editing abilities, collaboration tools, security measures, integrations, workflow abilities, mobile access, customer service, and cost.
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by DP Taylor | Updated Aug. 5, 2022 – First published on May 18, 2022
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You signed up to be a construction manager, not a document manager. But that’s what many in this business feel like as paperwork piles up.
Contractors are flooded with forms, from permits to blueprints to contracts to change orders — and on and on. It’s exhausting keeping up with it all, and it takes valuable time away from dealing with your actual work: construction.
You don’t have to feel overwhelmed all the time. Here’s how to get your document management system working for you.
Construction document management refers to the methods a construction manager uses to organize the blueprints, drawings, permits, contracts, specs, and any other documentation related to a construction project.
Years ago, this meant a system that involved organizing paperwork in a filing cabinet, but today’s construction software includes document control features that make it easier to upload files digitally and share them with key stakeholders.
Business document management is important in construction because you often must quickly find, edit, and share relevant documentation during the project.
Putting a document management system in place seems daunting, but it’s straightforward. Follow these six document management best practices to maximize your chances of success.
You probably already have a document management system in place, so ask what is working and what isn’t.
A good document management system should do five things:
If your current system doesn’t meet any one of these criteria, you need a new system — or at least an overhaul.
Every construction firm is different, so your document management system must be fine-tuned to fit your business and its culture and operational flow. If your workforce can’t adapt to it quickly, you’ll run into problems, and your crew will go back to old methods of document management.
Involve your staff when coming up with a new document management system. The change won’t succeed without buy-in from everyone who has to use it — and you might learn something from them.
If you can’t get buy-in from all stakeholders, you must come up with a compromise — or even rethink the whole system. It’s no good to move forward with a system that doesn’t have 100% buy-in, because every stakeholder is essential to the document management system’s success.
When no one is responsible for a new system’s success, you lower the chances that the new system will succeed.
Choose someone who will fill the role — likely yourself, if you’re a very small firm — and give that person the time and resources to ensure all of your documentation is properly organized according to the new system.
Draft a list of standards, and allow the person in charge to figure out the best way to do it themselves.
For example, one stipulation could be, “All permits should be filed in the ‘Permits’ folder within five (5) business days of being emailed to the Documentation Manager.” Then leave the logistics to the document manager.
This person should handle any technical issues that come up, ensuring that document sharing protocols are filed and adjusting the system as necessary to the firm’s needs. You want an individual who knows the system, knows what success looks like, and is invested in ensuring the system runs as intended.
Ditch the spreadsheets and those massive stacks of papers on your desk. With all of the construction software tools and applications available, you don’t need to be stuck in the dark ages.
Software simplifies document management by putting all paperwork on the cloud, where any stakeholder can access it. An electronic filing system cuts down on clutter and makes it easier to find paperwork when you need it.
Many construction software options offer other important and complementary features such as project management, bidding and proposals, custom reports, job site monitoring, and even sales tools in addition to digital document management.
By consolidating all construction management tasks into one platform, including document management, you will simplify your professional life significantly.

CoConstruct has a full photo management dashboard. Image source: Author
Some construction managers try to manage their documentation with multiple types of software, but this simply moves clutter to the cloud. A key part of going paperless is consolidating your project document management in one platform and centralizing everything.
That way, you aren’t wondering whether a contract you need access to now is in your Dropbox, Google Drive, or CoConstruct account.
Which platform should you choose? That depends. Usually, a construction management software platform with document organization capabilities is adequate.
But if you deal with more paperwork than most contractors, go with something focused more exclusively on document management, such as PlanGrid.
As you draw up a new document management system, list every place that every relevant document ends up. Ask yourself which of these document management platforms makes the most sense long term for your business. Then figure out how you can adjust workflows and processes so that all documents get put on that platform.
With centralized documents, managing and organizing them will be a lot easier.
You won’t get it right the first time.
Hopefully, you’ll see improvement over your previous system if you design it according to the tips above, but you will run into new problems — for example, you might find that combining all blueprints into one folder doesn’t work because it makes more sense to group things by project than by document type.
Experiment and find the system that works best for you. Whoever is accountable for this system should note each issue they or one of your crew encounters. At the end of a quarter, review these issues with the team to determine what kind of adjustments you should make.
Continue to make these adjustments regularly. Even if you eventually get it right, the needs of your business may change, and you may need a new way to manage documents as you grow. Never stop trying to improve the system.

PlanGrid has a detailed blueprint editing tool. Image source: Author
Every day you go without a proper document management process in place is another day you risk something going wrong on your project because you misplaced a permit or accidentally sent outdated drawings to the foreman.
The best first step is to call a meeting with key stakeholders. Talk about where your document management system is inadequate, and brainstorm how you can improve it.
Check out some of The Ascent’s construction management software reviews, and download trials of software to see if they improve how you do things.
Then launch a pilot program where you implement a new document management system for a quarter. Analyze how it went and whether you should stick with it or make some adjustments. Eventually, you’ll get it right.
DP Taylor is a business software expert writing for The Ascent and 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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On a Chromebook, you can scan and digitize physical documents using the default Camera app. Here’s how to get started.
Google is popular for its innovative solutions and this is one of the main reasons for Android and Chromebook's success. The latter's operating system, Chrome OS, provides state-of-the-art features that are still unavailable on other PCs and laptops out of the box.
If you think about scanning a document on your PC, you think of a physical scanner. However, Chrome OS allows you to scan your documents using the webcam and share them online within seconds.
So, let’s look at how you can scan documents on your Chromebook through its default Camera app.
Before using the document scanner, make sure you have updated the OS to the latest version and, of course, your device should have a working webcam. Once done, open the Camera app from the app drawer. Check this guide if you are interested in taking photos on your Chromebook.
In the app, you’ll see multiple options at the bottom. From these options, select Scan to open the scanner camera. It has two further scanning options: Document and QR code. Select the Document option.
Now, place your document in front of the camera. You should make the right adjustments for a decent scan.
It is recommended to align the edges of your document within the frame on your screen. When you point your document at the camera, it will detect it and upon pressing the Shutter button and will separate the document from the background by cropping it automatically.
After scanning the document, you can either save it as an image or a PDF as per your preference. If you are not satisfied with the result, select the Retake option and repeat the same process.
You can also press Fix to fine-tune the cropped area. Once satisfied with the scan, the app also lets you share your document using the Share button.
The same procedure applies if you are using an external camera to scan the documents. You’ll be using the Camera app as mentioned above.
Impressed by the features Chrome OS offers? You can install it on your regular PC using Chrome OS Flex. And you can even run Chrome OS from a USB drive if you want.
Chrome OS is continuously improving and providing unique features to its users. The document scanner allows you to quickly capture and share documents using nearby share or Gmail within seconds.
The hassle of physical scanners and documents is no more. Your Chromebook has powerful AI-based document detection that makes it easier to scan documents and you don't even need to install third-party scanner apps either.
Ali has been a tech enthusiast since 2005. He is a power user of Android, Linux, and Windows. He has an Advanced Diploma in Business Management from London, UK, and is an English Literature graduate from Punjab University, Pakistan.
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by Elizabeth Gonzalez | Updated Aug. 5, 2022 – First published on May 18, 2022
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Going paperless sounds great. Who wouldn’t want to turn the jumble of handwritten notes, receipts, documents, and records you shuffle each day into an orderly digital library that sorts, files, and retrieves it all for you?
But getting there is a bit of a leap. It’s not just the money, but the challenges of choosing the right system, integrating it with your existing applications, and migrating massive amounts of data.
With the many options available today, you can find an electronic document management system (EDMS) that will let you enjoy all the benefits of going digital with minimal cost and hassle.
Discover what to look for in an EDMS and how digital documents can transform your small business.
An EDMS is a software program that manages the creation, storage, and control of documents electronically.
An EDMS lets you scan everything from receipts to employee handbooks for storage and use online. The right system can make your business leaner, more agile, providing ready access to information, streamlined document handling, and automated workflows.
When shopping for the best electronic filing system, look for these features.
Some electronic document systems can easily integrate with existing systems such as content management systems (CMS), customer relationship management (CRM) systems, and human resources (HR) software. Look for features such as:
M-Files and DocSend are examples of systems with advanced integration capabilities.
The range of features, storage, and pricing for efiling solutions is broad enough to ensure a solution for every business.
Document management open source systems are available in basic versions for free. These systems are compatible with various operating environments, but maintaining them requires internal expertise in coding and database management.
Most EDMS solutions include tiered pricing based on storage capacity, features, and customer support levels. It pays to shop around for a system that aligns with your document management needs.

M-Files integrates with platforms such as Microsoft Office, SalesForce, and SAP. Image source: Author
EDMS systems do the heavy lifting of document creation and filing for you, providing features such as:
Your EDMS should make it easy to find and access all your business documents and information through features such as:
An online document control system should also make it easy to collaborate and control access to information. Look for a system that lets you:
Version control is a critical function of an EDMS, preventing errors such as overwriting documents and accessing outdated content. Look for a system that:
An EDMS can automate many aspects of document management to enhance accuracy and efficiency. Look for a system that:
Many electronic document control systems include mobile applications so your teams can be even more productive. Helpful features include:
With so much of your data and documentation in one repository, you need state-of-the-art security. An EDMS can safeguard your data with features such as:

DocSend integrates with many platforms and applications. Image source: Author
An EDMS makes its mark on your business. Here are the biggest benefits.
Providing easy access to all of your documents and data reduces staff time spent chasing and handling paper documents. It also ensures that employees don’t waste time maintaining redundant documents. All those hours saved managing paper files add up to greater productivity and efficiency in your business.
An EDMS also makes it easy to respond to audits and produce other official documentation on request. No more hunting through file boxes to find last year’s tax return: It’s all at your fingertips.
Instead of sending documents through rounds of approval, talking over changes on the phone, and emailing attachments back and forth, your teams can view records and collaborate in real time, even with external stakeholders. An EDMS also provides visibility into business processes for better management.
In many businesses, documents are scattered over multiple systems, with individual users managing passwords, data security, and backups independently. An EDMS can eliminate these vulnerabilities by ensuring all your documents are protected and backed up consistently.
Version control ensures your staff is working with the latest information, preventing costly errors. With all your documents and records visible through one system, you can extract the information you need to track the progress of initiatives, inform decisions and strategy, and ensure compliance with company procedures.
Maybe the most compelling reason to lose the paper weight is the space it frees up in your offices. Paper files take up valuable square footage you can use for better things. If you’re paying for off site file storage, you can put the money to better use, too.
Investing in an EDMS now positions your business for unlimited growth as more transactions migrate to a digital environment.
Going paperless may seem like a pipe dream to some, but with the range of options out there, from document management open source solutions to scalable services, there’s an EDMS solution that can get you there with minimal disruption. The future of business is paper-free. Now is as good a time as any to make the move.
Elizabeth Gonzalez is a legal and regulatory expert writing for The Ascent and 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.
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All the power without the hassle
The iPhone’s Notes app has a powerful document scanning feature built right into it, and today I learned that this scanner can be controlled directly from a paired Mac in a variety of apps. It’s an incredibly useful tip for Mac users as it cuts out the awkward middle steps of having to transfer it from phone to computer, or grabbing it from the Mac’s Notes app after it syncs. Shoutout to TikTok account @keyboardshortcuts for bringing it to my attention.
Besides Notes, the iPhone’s scanner can be accessed from a number of different Mac apps, including the Finder, Mail, Messages, and Pages 7.2 and later. To use it, control-click (or right-click) in the window you want to scan the document into, select “Import from iPhone or iPad,” and then click “Scan Documents.” The camera app will magically open on the linked mobile device, where a scan can be taken as usual — no wires required. Once done, the scanned document will end up in the Mac app with a minimum of hassle. I found it useful to scan a bunch of legal documents directly into a new folder in Finder, for example.
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According to a support page for the feature, the Mac will need to be running macOS Mojave or above, and the iPhone or iPad needs to be running iOS 12 and above. Both devices need to have Wi-Fi and Bluetooth turned on, and signed into iCloud with the same Apple ID with two-factor authentication enabled.
As well as scanning documents, the feature can also be used to take photos. Simply select “Take Photo” rather than “Scan Documents” from the menu and tap the shutter button on your mobile device to capture an image.
Camera Continuity isn’t a new feature, but its compatibility with the iPhone’s document scanner was news to me.
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Moving an organization to be fully digital is no simple task, and it requires the right tools and a paperless office strategy to ensure success.
The transition to a paperless office is more than just capturing paper-based documents into a digital format and storing them in a network. The move requires workflows that take advantage of digital content that can move around in the software application from individual to individual — mimicking traditional paper-based processes.
Transitioning an organization to be paperless is a two-pronged effort: digitizing in-house records and documents, and employing a platform to handle incoming digital content.
For the former, an organization can turn to a scanning tool that can assist in digitizing documents and indexing the information to be searchable and accessible to users across their devices. Looking ahead, organizations can stop the flow of paper documents into their offices by redirecting users or customers to a digital platform, such as an ERP or web portal, to capture the information that previously was written, printed and submitted on paper.
While separate tools exist that cover the individual tasks of going paperless — document scanning and management, user access controls and more — more commonly, organizations may choose to invest in an enterprise content management (ECM) platform that has those tools and more.
There are several ECM platforms that organizations can use to help implement a paperless office strategy. These platforms can be integrated into existing on-premises environments or hosted via the cloud. Some of the platforms available include the following:
Going paperless is more than just scanning documents or changing the way users interact with different documents. The move to a digital world means users will rely on a computer screen or mobile device to interact with content. To ensure the initiative’s success, the company must evaluate all the changes that implementing a paperless office strategy entails, which can include the following:
Beyond evaluating how a paperless office will change day-to-day operations, an organization must also consider how the change will affect employees and methods for ensuring user buy-in.
When a business decides to move toward a paperless office, one of the key areas that will contribute to its success is the users themselves. Ensuring that the staff is on board with the change in their workflows and processes will help drive the implementation of a paperless office.
Getting user buy-in requires demonstrating the benefits and how productivity and efficiency will improve for the business and employees. Organizations should be encouraged to hold open forums where employees can voice their questions and opinions. An open forum can help instill the idea that a change of this scale is a collaborative effort.
With employee buy-in, management can better understand the current practices and how they will change with a paperless office strategy.
Eliminating paper within an office may not be a huge cost saver after considering some of the high costs associated with the software and hardware necessary.
A paperless office requires physical hardware such as scanners, digital storage, servers to run the software back end and software applications to manage the scanned or digitally created documents. The cost varies depending on the company’s size and its vertical. For example, electronic medical records systems for healthcare can be very expensive, while manufacturing organizations may be able to opt for a generic document scanning software to capture and index scanned forms.
Outside of the technology, there is also the human capital cost associated with the time needed to scan legacy documents into the new digital system.
Despite the cost of investment, a paperless office strategy can still be a net gain. Organizations should expect several efficiency gains from being able to search and analyze data in a digital format, which may make the cost more bearable.
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As organizations embrace digital workspaces, they increasingly rely on video to communicate and share information.
Many enterprise video applications can support business areas like product marketing, corporate training, employee onboarding and team collaboration. Content teams must manage videos like business documents and images. An enterprise video content management system (CMS) can enable digital experiences with targeted business purposes and help organizations manage videos effectively and efficiently to address a wide range of business challenges.
With the advent of the cloud and affordable recording devices — including smartphones and tablets — employees can easily create and distribute videos, transforming how people work.
Video content management incorporates various technologies, platforms and services that store and distribute videos within an organization. As management capabilities improve, video content management can help develop next-generation enterprise apps.
From one perspective, video is simply another content type within an enterprise app. Yet, enterprise video CMSes offer benefits to manage enterprise content and digital assets.
Enterprise security. Organizations need video CMSes with enterprise-scale security mechanisms to ensure only people and processes with appropriate permissions can view and modify particular videos.
A single source of truth. An organization must distinguish between works in progress and a video’s final version. Organizations must use more than a network file-sharing system and establish a single source of truth, which video CMSes offer.
Corporate governance. Organizations face challenges regarding corporate governance. Many video CMS vendors offer policies, procedures and automated processes to mitigate risks and comply with regulatory mandates while enhancing productivity and meeting business needs.
Additionally, enterprise video content management must address three main challenges.
Storage. Organizations may struggle more to store and distribute videos than documents and photos, as videos have larger file sizes stored in various file formats. Additionally, video reaches many different endpoints, including web browsers, mobile devices and kiosks, each with distinct viewers and display resolutions. Content managers may require special technologies to optimize distribution across digital networks for successful playback.
Content lifecycle. Videos have widely varied content lifecycles — beginning with creation and source, then including storage, accessibility, distribution, long-term retention and removal at its end of life.
Video creation is a critical and challenging part of the content lifecycle. Depending on the video’s business purpose, creation can have various moving parts and an entire production team or require a few people and a more streamlined approach. Both approaches can create new obstacles or problems to solve.
Findability. Content managers often struggle to organize, find and discover videos, which can be more difficult to catalog than other content types. To alleviate these challenges, content teams can catalog videos with metadata — titles, dates, summaries and other keywords. Video management should use information architecture categories and extend them based on the architectural design principles.
In addition, videos capture motion and sounds, which may require speech-to-text analysis. Organizations need smart tools based on AI technologies that can automatically understand a video’s context, detect different activities, recognize images, identify products, analyze sentiments and sense scene changes.
Many vendors offer video content management capabilities, ranging from predefined systems to extensible video platforms with value-added services. The comparison chart highlights five different vendors in the market, each with a particular strength.
Brightcove’s Enterprise Video Suite. Brightcove offers a secure platform that includes immersive video experiences and flexible delivery for corporate marketing.
Grain 2.0. Grain Intelligence Inc.’s system analyzes Zoom meetings and converts livestream Zoom recordings into short clips to highlight action items and enhance team collaboration.
IBM Enterprise Video Streaming. IBM’s system offers video streaming services at scale and optimizes delivery across multiple network configurations, geographies and customer endpoints.
Microsoft Stream. Microsoft offers a video portal called Stream. The vendor has announced plans to integrate Stream into the Microsoft 365 suite, adding AI and other platform services to enhance security and video delivery.
Panopto. This vendor offers a comprehensive platform for secure video engagement with specialized capabilities that support specific business activities, such as e-learning, online training and customer communications.
The enterprise video content management market is dynamic, composed of industry stalwarts, startups and new entrants that offer unique capabilities while existing vendors continue to enhance features and introduce innovative services.
Part of: Video content management wrangles video in the workplace
Video has become a key part of business workflows. Four foundational enterprise video platform capabilities can help organizations manage the growth of user-generated video.
Video conferencing is now a fundamental part of employees’ workdays. But managing and storing video content brings some new challenges that must be addressed.
Yes, it is legal to record virtual meetings. But, for ethical or legal reasons, remote workers shouldn’t record them all. Learn when recording is and isn’t appropriate.
The rise in remote work caused an increase in video conference recordings from many virtual meetings. As a result, organizations must know how to store recordings securely.
Video is everywhere. Organizations that want to reap its benefits need a strategy that supports video creation and provides a central location for security, management and storage.
With more video content than ever, many organizations have adopted video content management systems. This comparison chart highlights five different vendors and what they offer.
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Keeping your business’s documents organized and securely stored can be difficult and overwhelming, with seemingly endless options for digital document storage and organization. Document repositories, which function as part of document management systems, provide an easy, secure way to store all your documents in one centralized location. Read on to learn what a document repository is, how it is used and how you can set one up for your own business.
A document repository is a shared storage space that can be accessed by all approved team members. It is managed by users who have been granted admin rights and controls. Creating an organized document repository is a key part of having a document management system (DMS) that serves your business well. As such, document repositories are typically organized with the needs of users in mind, allowing them to search documents by title or keyword, group documents by team, or use a folder system to efficiently store documents.  
A centralized document repository is an efficient way to save space and protect your important files in single digital space, which can:
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Document repositories are used in a variety of ways, but they are most commonly used to ensure access to and protection for all of your business’s documents and files. Most businesses use their repositories as a single place where all employees can access Word documents, emails, scanned files, PDF files, external data, CAD files, pictures and other graphics.
Document repositories can be synonymous with or used as part of a DMS, which is an automated way to store, manage, and track electronic documents, as well as manage workflows, output systems, and information retrieval systems. The repository is crucial, as it is where all the documents are stored, and as such, must be accessible and well organized for it to serve its purpose.
One of the main uses for document repositories is to reduce data redundancy and “overcrowding” of files on your desktop or local drives. A document repository gives you a single storage space that is shared among all of your resources and employees, making it so that documents are not duplicated across departments and hoard necessary space. Additionally, the use of a document repository makes all of your documents searchable through the use of indexing and tagging, which ensures that document retrieval is quick and efficient, no matter who is searching for the document.
Document repositories can also protect your documents against unwanted changes – whether from malicious intent or errors – through version control, which tracks all changes made to a document and notes who made them. Administrators can set permissions to control who has access to which documents, and who can make which types of changes. This feature helps preserve the integrity of your documents and ensures that all changes are made by appropriate parties only.
You can use your document repository system to share and distribute documents to your employees or team members. The system will allow you to send out documents in any manner you need, including email or file transfer protocol.
A document repository can provide several benefits to your business, from document protection to easier collaboration amongst team members, all built into the system.
Indexing makes it easy to retrieve and organize documents. This is a process in which all your files are categorized and registered via metadata in your filing system based on specific criteria that you can customize, such as file function or size.
Using a document repository helps protect your information and files by encrypting your data, among other safeguards, since a data breach or storage issue resulting in a loss of data or an unauthorized user gaining access to sensitive documents could be disastrous for your business. A document repository provides safeguards such as managed access control, an audit trail, automatic backups, and password protection.  In the event of a disaster, like a fire or flood, your files are stored safely in the cloud, away from physical harm.
A major benefit of computerized storage over traditional storage is the ability to scale, or grow, the system alongside your business. To take advantage of this benefit, however, you need to choose software that allows you to add advanced features later on or upgrade to a higher plan so that you do not have to switch software.
A document repository makes it simple for users to share and collaborate on documents. Look for tools such as live editing, file sharing, document sharing, integrations with programs like Google Docs or Microsoft Teams, and access restriction.
If your business uses a CRM application or ERP database, look for a single repository or DMS that integrates with these programs. This will make your daily workflow much easier by allowing you to access, edit, back up, and monitor documents that are created within your CRM or ERP. Most electronic document management systems integrate with email programs such as Microsoft Outlook.
With the right indexing, finding a document in a repository takes mere seconds, and can also allow employees to remotely access the documents they need. The problem with storing paper documents is that searching for the right document – when you have an entire business’s worth to go through – can be difficult and time-consuming, and can even cost you money. Record Nations found that the cost to store documents for a business with 100 employees would be roughly $622,500 without the use of a file manager, and $48,000 with the use of a file manager.
If you are just starting out creating a document repository within a document management system, take the time to decide how exactly you want to organize and name your files. Developing a system for content management early on saves you a great deal of time – and headaches – later on, and will make it easy for anyone in your organization to find the files they need.
Follow these five steps to set up your system.
Start by gathering all the documents you want stored in the repository. These can be digital or paper files (though you will need to scan any physical documents). Organize them loosely – you don’t have to implement your entire system at this point.
If you have paper documents that you want to store, you can scan them using a scanner built into your printer, or you can download a mobile app such as AdobeScan, Dropbox or Genius Scan. A scanner will upload a digital file directly to your computer, while a mobile app will create a PDF or JPG file that is stored on your phone, or an online storage site, and can be exported to wherever you need it.
This step is where you determine the finer points of your filing system, and it’s important that you stick to what you decide. Proper and consistent naming makes it easy for anyone in your company to find documents. Consider the document’s function, content, creation date, how long it needs to be stored, and other key qualities when considering how to name it.
If you have both paper and electronic documents that each need to be kept in their original formats, try to integrate your two systems to work together as best you can. For example, scan all of your paper documents and store them in the repository so you have a backup in case something happens to your paper documents, and vice versa for an electronic document.
Once your system is all set up, make sure your entire company is informed and trained on how the system works, and how you expect files to be named and stored going forward. Consider holding training sessions or incorporating file storage training as part of your new employee onboarding process.
Yes, there are open-source document management systems for document repositories. An open-source document repository is a platform that can be shared as a public source and modified to meet a business’s needs.
Open-source software is typically budget-friendly, easily accessible for small businesses, and is a flexible option that will work for many different types of businesses. Some of the most popular open-source software providers are:
Here are some of our best picks for document management services, all of which provide document repositories.

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