The Best Document Management Software Reviews of 2022 – business.com – Business.com
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Document management software digitizes and organizes all of your documents. To help you find the solution that’s right for your business, we examined more than 70 applications. We considered several factors – including cost, ease of use and storage capacity – to determine the software we think is best for different businesses and uses. Read more about our recommendations below, and scroll down further to read our guide on what features you should look for when choosing document management software and how much you should expect to pay.
(plus 10GB per license purchased)
(Add’l fees may apply)
Microsoft SharePoint is a sprawling and versatile document management software and collaboration tool. It is suitable for businesses small and large, and it has a familiar user interface for those already accustomed to Microsoft Office 365 products.
A unique feature of Microsoft SharePoint is that users can create “team sites,” which serve as a tool to organize documents by team requirements in a single space. This is particularly useful for larger businesses with multiple departments. Each team site includes its own file cabinet-style folder structure, acting as a separate document depository from other team sites. Sites can be linked together if they are related. Users can be authorized to view and edit documents, as well as folders, in team sites.
You can sync your Microsoft SharePoint account with your local hard drive, enabling automatic uploads of new documents you file in the associated drive on your computer or mobile device. Files can be dragged and dropped to this drive, imported, or scanned via a compatible printer or scanner. Synchronizing Microsoft SharePoint is an easy way to access files directly from Windows File Explorer, making it easy for individual users to upload and edit documents without interrupting their existing workflow.
Using the more advanced features of SharePoint, however, might require some additional training. From team site to team site, for example, admins can configure different metadata fields specific to each site and subsite.
When it comes to collaboration, Microsoft SharePoint excels. Version control is reviewable down to specific edits. Users can see who made what changes when as well as review all previous versions of a document to see how it changed. Archived versions of documents can be downloaded to local hard drives, which is useful for creating redundant copies or quickly reverting to a previous version if edits are improperly made to a document. Custom notifications can be set so users receive alerts when a particular document is changed. While there is a check-in and checkout feature in SharePoint, you can also create a setting so that multiple users are permitted to simultaneously edit the same document; depending on your organization’s workflows, co-authoring can be a useful feature.
Microsoft SharePoint includes an audit log that makes tracking all activity easy. It provides an overview of past admin settings and how they have changed over time. The audit log is searchable, allowing users with access to review user activity, specific time frames, search terms and more. Audit logs are particularly useful for large businesses looking to improve transparency with the documents their organization produces and manages as well as businesses in industries that are subject to regulations that govern the production and transmission of sensitive information, such as healthcare organizations or legal representatives.
As a Microsoft product, SharePoint seamlessly integrates with other Microsoft applications. These include all Microsoft Office 365 products (Microsoft Word, Excel and PowerPoint) as well as Microsoft Flow and Microsoft PowerApps. It also integrates with many third-party software applications your business already uses on a daily basis.
Microsoft SharePoint ranges in price from $5 per user, per month to $20 per user, per month depending on the tier you choose, and the add-on features you select. Microsoft SharePoint can be purchased in combination with Microsoft Office 365 or as a stand-alone product. There is a 30-day free trial available so you can test the software first before making a buying decision.
M-Files is our pick as the easiest-to-use document management software solution. Users can quickly and seamlessly organize and manage electronic documents. Its sleek and intuitive user interface offers the familiar feel of Windows File Explorer, reducing the learning curve for new users.
M-Files comes in both a cloud and on-premises version. The cloud-based version works on any of the major web browsers, including Microsoft Edge, Google Chrome, Mozilla Firefox and Safari. The on-premises version is only available on Windows operating systems. Mac and Linux users will need to use the web version of M-Files.
M-Files is extremely intuitive. The user interface is neatly organized. Users can carry out most tasks directly from a central dashboard. The dashboard displays a search bar and navigation tools across the top of the screen. These tools include Home, which returns you to the main page; Recent, which displays all recent documents you have accessed; Assigned shows any documents or tasks that are currently assigned to you and awaiting action; and Favorites displays any files or documents you have tagged as one of your favorites for quick access.
A Create button is available on the top navigation bar, which allows you to create new assignments, customers, documents or projects. Users can also scan documents using this button and use M-Files’ OCR tool to make documents fully searchable.
M-Files’ file explorer tool displays all publicly accessible folders and those you have access to privately. Using a toolbar on the right-hand side of the screen, users can easily view metadata, tags and filter documents. The most useful aspect of M-Files is that most major functions can be carried out directly from the dashboard in a few clicks, making it easy to learn and reducing the amount of time it could take to train others on using the software.
While M-Files does not offer some of the useful features more comprehensive software includes, it does have all the core document management features we looked for in these applications.
Here’s a look at M-Files’ core features:
Unfortunately, M-Files does not publish their pricing online. You will need to contact the company for a customized quote representative. A 30-day free trial is available, though, so you can test the software first before deciding whether you want to continue using it.
Dokmee is a relatively easy-to-use document management solution that features data encryption of all electronic files plus as a HIPAA-compliant audit log, which tracks user access to sensitive data. For these reasons, Dokmee is our pick as the best secure document management software.
In addition to its encryption and audit log features, Office Gemini (the parent company of Dokmee) maintains data centers with redundant storage and round-the-clock monitoring to ensure your data is truly secure. User accounts (and all associated data) are protected with passwords that are encrypted using RSA keys. Of course, on-premises versions of Dokmee are subject to your company’s own security.
Dokmee offers an organized, clutter-free user interface. It has most of the features we looked for in a document management program, all of which are easily accessible through a series of tabs on a toolbar on the left-hand side of the screen.
Here is a closer look at some of the features available with Dokmee:
Dokmee offers several pricing tiers and plans. There are suitable choices for businesses of all sizes and needs; however, some plans do not offer all the security features that led us to choose Dokmee as the best document management system for security.
Below we’ve broken it down as to which versions include those security features.
Dokmee offers a 30-day free trial. There are no obligations, and no credit card is required. The trial version includes all the features Dokmee has to offer.
FileHold Express is our pick as the best scalable document management system. It is competitively priced, easy to use and scalable for growing businesses. The software is intended for five to 20 users, making it the perfect size for small businesses. For growing businesses with more than 20 users, the software easily upgrades to FileHold Enterprise.
FileHold Express offers useful features that let you digitize, manage, and organize documents in a central location, and assign and manage tasks for your team. Its collaboration tools make working on documents within the system a seamless process that keeps every team member in the loop.
If you’d like to build on the core functions of the system, FileHold Express offers premium add-on functions that improve workflow automation, establish read-only guest accounts and enable electronic signing of documents.
Here is more about FileHold Express’ features:
The cost of FileHold Express varies depending on the size of your organization and the specific features you require, including optional add-on features. You’ll have to contact FileHold’s sales department for a price quote.
Especially useful for small businesses are the multiple payment options that FileHold offers clients. These include 24 months of interest-free financing (longer periods are available depending on the number of users you need to access the system), a monthly subscription option for companies with seven or more users, or a one-time licensure payment for an on-premises server-based solution. For continued software updates and technical support, the on-premises solution requires an annual FileCare subscription, which costs 20% of your initial licensure cost.
FileHold offers a 10-day, full-featured free trial with no obligation or credit card information required. In addition, you can sign up for a free software demo to see the more nuanced capabilities of the system.
FileHold Express is intended for five to 20 users – a perfect size for many small businesses. Larger companies, or those planning to expand in the near future, can easily upgrade FileHold Express to FileHold Enterprise; the system is scalable and won’t require you to deal with any costly or time-consuming migrations once you outgrow the Express version.
Pricing for document management systems varies greatly depending on several factors. For example, the hosting method you choose can impact the pricing significantly.
Cloud-based software is generally based on a monthly subscription rate, while on-premises solutions require a one-time fee upfront, plus an annual subscription for software updates and technical support. Some companies offer a hybrid model that blends on-premises and cloud-based solutions.
Monthly subscriptions are based on a per-user, per-month model, so the number of users you need greatly influences the total cost. Many document management systems offer multiple tiers with different features for organizations with differing levels of need. Simpler DMS tiers are cheaper, while more comprehensive tiers cost more.
Document management software is a crowded field, so choosing a vendor can be difficult. The most basic software serves as digitization software and centralized document storage, while more complex systems allow for built-in collaboration and task management among team members.
Pinpointing what you’re looking for is half the battle, and asking the right questions will help you determine which system is really right for your business.
Some questions to ask software providers include:
As always, closely read any legal documents, including contracts, before signing. The vendor should put everything you’ve discussed in writing and specify which features you are getting for your money.
Always have an exit strategy in writing as well in case things don’t go as expected. If the service you’re considering won’t allow you to cut ties without paying cancellation fees, consider it a red flag.
Not only does document management software offer a better way to store, sort, search and access records, it allows administrators to restrict certain files by permissions, ensuring only those who require access to those documents have it. Additionally, files can be repeatedly edited and updated. Most applications have a versioning feature so users can track the changes that have occurred throughout the life cycle of a document.
Bringing your business into the 21st century and digitizing your paper records might seem like a gargantuan task. With document management software, not only is it manageable, but it could vastly improve how your business operates. With most applications, you scan paper documents into digital versions, which are then stored on the platform. The best programs improve your team’s ability to collaborate remotely and around the clock.
When choosing a document management system, it’s important to know what you need. Are you looking for a digital archive that can be periodically updated, or do you require software that enables daily creation and editing of new documents? Do you prefer a locally hosted, on-premises solution, or do you prefer a cloud-based solution managed by your vendor partner or a third-party?
Document management systems offer tools to help you create and manage a paperless office. Rather than using multiple programs to handle the various stages of a paperless workflow, the software delivers all the functionality you need in a single interface.
Most applications include imaging tools that interface with your scanner, enabling you to scan and import documents directly into a central document repository. Many software programs include customizable document-creation templates and associated tools that automatically format newly scanned files to match formatting standards for your office or to comply with industry standards.
In addition to scanning paper documents, many systems let you import most types of digital documents: PDFs, word processing files, spreadsheets, image files and many other file formats. Once a document is imported into the system, it’s stored in a data repository that can be made accessible to others in your office and, in many cases, individuals outside your office.
The best software gives you the ability to grant access to individuals to specific documents in the repository as needed. With many applications, you store your documents in the cloud, allowing individuals with permission to access any file from anywhere in the world using a web browser and an internet connection.
Document management software can also provide an array of collaboration and workflow automation tools that make it easy to create, edit, review, and approve any and all documents necessary to keep your business running smoothly.
Here’s a closer look at some of the core document management software features we looked for in our best picks:
Many businesses operating in regulated industries are required by law to track, maintain and audit business documents.
Among the document management solutions we reviewed, many comply with the Health Insurance Portability and Accountability Act (HIPAA), Sarbanes-Oxley, Good Manufacturing Practices required by the Food and Drug Administration, or ISO 9000/9001 regulatory compliance requirements.
This is a critical capability that many businesses cannot afford to do without. If your business is required to comply with federal regulations, read our reviews to see which applications offer regulatory compliance support.
Version control, or versioning, is critical to safeguarding and tracking editable documents within a document management system.
Versioning ensures that all new edits are properly saved and old versions are retained in the system for reference. Versioning capabilities are especially important when multiple people in the office maintain editing permissions on the same documents.
In most systems, version control limits editing access of a given file to a single person at a time, forcing other users into read-only status until editing is completed to prevent confusion. In some systems, you can set a notification to alert specific users when a file has been edited.
If your business utilizes a CRM application or an ERP database, limit your search to document management software that integrates seamlessly with the programs you use daily. While you can use software that doesn’t integrate with your CRM or ERP program, choosing compatible software allows you to access, edit, back up, and monitor digital files and documents created within your CRM or ERP program, further increasing the efficiency of your office.
Most document control systems integrate with popular email clients, such as Microsoft Outlook, as well as business software suites like Microsoft Office.
To determine the best document management systems, we started with a pool that included all the vendors on the list below. After preliminary research, including examining 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 the system when possible, and reading user comments. We also considered the pricing listed on these services’ websites. After narrowing down the list of contenders, we contacted each company’s customer service department by phone, or live chat if possible, posing as new business owners to gauge the type 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 analyzed each service based on the following factors:
SharePoint has lots of features, like versioning, records management, metadata, enterprise search, etc. Many large organizations store millions of documents in SharePoint every day
Sophie Summers, human resources manager for Rapid API, said her company uses M-Files to automate their organizational processes. “We were using OnlyOffice by Ascensio Systems; that was working great until our business started to expand,” Summers said. “It was budget-friendly, has a robust core set of features and offers excellent collaboration with simultaneous document editing … We shifted to M-Files … for corporate directory integration on the cloud.”
Jonathon Wright, a management consultant at QA Lead, said his company tried two options: eFileCabinet Online and PaperTracer. “We replaced eFileCabinet because it is only useful as file storage …,” Wright said. “Our team needs to download files, edit them offline, then reupload them again, which is time-consuming and a hassle on our part. On the other hand, PaperTracer has expensive plans for more significant cloud storage, [but] it [has] limited collaboration and sharing features.”
While they previously used M-Files, CJ Xia, vice president of marketing and sales at Boster Biological Technology, said they made the switch to eFileCabinet. “We have used M-Files in the past, but its limited features and support compelled us to sign up for new software,” Xia said. “We like eFileCabinet because of its high usability, accessibility, mobility, automation and security.”
In 2020, document management software will continue moving to the cloud and away from the on-premises model. While the on-premises model, which allows companies to maintain the software and data onsite in local servers, grants additional control to businesses, it requires a significant upfront capital investment and a team of experienced IT professionals to maintain.
Cloud-based models are more affordable and require little maintenance, putting the burden of ensuring uptime and security on the software provider. For this reason, many businesses have opted for a cloud-based model, and software companies offer several types of subscription-based document management plans – look for this trend to continue in 2020.
In addition, the expansion of document management software within mobile platforms will continue. As more workers do their jobs remotely, they need to access shared documents on their smartphones, tablets and laptops. Software vendors are increasingly launching apps or enabling usage of their solutions via mobile web browsers.
The document management software industry is experiencing modest growth. Through 2020, Technavio market research suggests the industry will grow by $269.24 billion during 2020-2024. Much of this increase in value is driven by the transition to cloud-based primacy and the affordability it lends to small businesses.
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