The 6 Best Document Management Software for Businesses – MUO – MakeUseOf
Paper-based systems make it difficult to manage your business-critical documents. Here are the best document management software you can use instead.
If you're still using physical ways to keep your files and paper, you're missing out on a lot. Physically storing files takes too much storage space. You always need cabinets, which makes searching and tracking a particular file quite challenging.
Alternatively, document management software allows you to manage an unlimited number of files easily. Plus, they are comparatively more secure and flexible, making it easier for multiple team members to work together on a single document.
So, let's find out what document management software you can use to manage your files.
It is a secure platform to store your personal and collaborative files. Over 5 million users trust them worldwide and use this software to manage their files.
It offers three different types of storage for your documents:
Additionally, you can choose to store your documents on cloud or on-premise storage, depending on your needs. And navigate through multiple files by typing their name or a short description about them. They're all saved in the document library.
You can also like the documents to keep them at the top of search results for quick access. The tool also allows you to add comments to the documents and keep multiple document versions with editing history. It makes it easier to track changes in the future. Plus, you can also use different apps to edit your document.
For security purposes, Bitrix24 allows you to lock your document by clicking on the lock button. It makes the document inaccessible to other people. The software has both free and paid versions. You can get one based on your needs.
Whether you're a student, a small contractor, or have a big company with multiple employees, you can use this tool to keep and organize your data and files. It allows you to search the files just by typing their name in the search bar.
You can also get quick access to specific files by keeping them in the portfolio and automate the workflow with this software, as it automatically files the documents you upload. It allows both on-site and cloud-based storage.
Furthermore, you need not keep its application on all of your devices. You can access your files from anywhere in the world using a web browser. However, only certain people with a password can access the data for security purposes. Permissions are given to employees based on their roles.
All the files you shared are encrypted, and you have to go through two-factor authentication. For more convenience, you can also set IP or location-based authentication.
Besides, if you're a company or a solo entrepreneur, you'd be happy to know that this software also allows signing contracts. To ease your work, you can integrate the software with third-party apps like DocuSign, Salesforce, and Microsoft Office.
With over 1 billion monthly active users and 6 million paid users, Google is so far the most popular file storage solution. People use it for personal, team, and company file storage.
It allows seamless integration with cloud-based apps. Plus, it supports multiple formats, so you can store your file without switching its type—for instance, PDF, Word, and others. Searching documents in your Google Drive is also convenient. Just type the name, and there it is!
It provides shared space for team members. Still, the data remains inaccessible for outsiders because of its Data Loss Prevention (DLP) feature.
The software allows you to save your documents and create, view, and edit them as well. Plus, if you edit those documents using this tool, it'll keep the history of the changes made. This way, you don't need to keep multiple versions of the file. They're all stored in one document.
Google Drive provides free storage of up to 15 GB for all of its users. If you need more storage than this, you'll need to get a premium plan.
This is another great, cloud-based file-sharing tool that enables you to keep and organize your files. Over 130,000 users worldwide trust this platform with their documents and files.
You can organize your documents in two ways with this software:
This tool offers advanced features to search and retrieve your documents, over 75 customizable templates, and commenting and editing features. Plus, if anyone on the team assigns a task to another team member, they'll get notified for on-time actions.
Additionally, you can control the permissions of the documents and manage who can access them in the team. It's free for up to 10 users. For anything above that, you'll need to buy its premium version.
With over 190 million people having access to SharePoint Online's features, it's a Microsoft tool that allows you to organize documents, teams, and workflow.
Apart from storing your files, you can create and edit documents using this tool and use it to collaborate with multiple team members. It allows you to update files' metadata, enabling a quick search.
This way, if you forget a file name or have multiple files with nearly the same name, you can find the document just by typing some words written in the metadata. The tool is also available for mobile apps. However, you'd need to get a subscription of $5 per month to use it.
Another document management software on the list is Paper Tracer. It's made for small, medium, and enterprise-level businesses.
It helps you automate your contracts, digitalize documents, and track and report all saved files. Plus, it's HIPAA-compliant, which means it follows the security law and prevents any data leakage. It also provides an e-signature facility. Hence, it's a great tool for healthcare, legal, or any business that completes projects on a contract basis.
The software offers end-to-end workflow solutions and offers cloud-based implementation. It's a good tool for small businesses with up to 10 employees and medium-sized companies with 100 employees or more.
If you still store your files physically and go through all the trouble, it's time to stop.
The list offers multiple software that provides plenty of free storage. Start with these and make it easier to keep, organize, and manage your files with the collaboration of numerous team members.
Sadaf Tanzeem is a B2B SaaS and B2C self-help writer. She is on her way to make boring content of blogs flicker and encourage readers to take action.
Join our newsletter for tech tips, reviews, free ebooks, and exclusive deals!
