10 Best Document Management Systems In 2023

Best Document Management Systems Shortlist

Here’s my list of the best document management software systems that I’ll review in detail in this article:

1. 1.

   PandaDoc

   — Find the right information with keyword-based searches

   

2. 2.

   OneHub

   — Share documents with clients through branded portals

3. 3.

   VIENNA Advantage

   — Keep track of printed documents with stickers

4. 4.

   Ennov Document

   — Automatically convert documents to PDF to guarantee compliance

5. 5.

   isoTracker

   — Keep track of document versions with automation

6. 6.

   Orcanos

   — Protect your work with automated watermarks

7. 7.

   Zoho Workdrive

   — Simplify your work with desktop and mobile apps

8. 8.

   Microsoft SharePoint

   — Store and share Microsoft Office documents

9. 9.

   AODocs for Google Workspace

   — Add a layer of security to your Google Workspace

10. 10.

    M-Files DMS

    — Organize your files and folders with metadata

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The filing cabinets are gone, but that doesn’t mean that businesses don’t need storage space for their files and documents. Modern organizations use cloud-based document management systems to securely store information online. These tools create a central location for all your documents and allow you to search for the information you need and share it with the right people. 

Read my review to discover the best document management systems currently on the market. I’ve included a brief description and a screenshot of each solution that made the list, plus a comparison chart so you can easily decide which tool would be the right choice for your business. 

Selection Criteria

Wondering how I selected the best document management systems for this list? Here’s a summary of my selection criteria: 

1. User Interface (UI): Electronic document management doesn’t have to be complicated, so I chose systems that offer clean layouts so your team members can find the right functionalities with ease. 
2. Usability: The document management software I selected is easy to use. Your team should be able to learn the ins and outs of each tool after a brief onboarding period. 
3. Integrations: Document management systems should integrate with other solutions to help your team members collaborate, so I picked tools that offer multiple native or third-party integrations. 
4. Value for $: I chose document management software that enables you to achieve multiple goals so you get the most out of your investment. 

Document Management Systems: Key Features

1. Storage capacity: Document management systems are generally used for long periods of time, so their storage capacity should enable you to upload thousands of files without any problems. 
2. Advanced search: Most businesses mislabel or misname documents from time to time. The solution should enable you to find the right files with various advanced search functionalities. 
3. Security: Document management software serves as a central location for your business documents, so it should protect your files with advanced encryption. 
4. Multiple supported file formats: Modern businesses use different types of assets for their day-to-day work. The document management system should enable you to store various file formats, such as images, videos, audio files, and so on. 
5. File sharing: Sharing files shouldn’t be complicated. The system should enable you to securely share your files with internal and external collaborators without third-party tools. 
6. Collaboration: Businesses are more efficient when teams come together. The solution should enable multiple users to access and edit your business documents simultaneously. 

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Overviews of the 10 Best Document Management Systems

Here’s a brief description of each document management system to showcase each tool’s best use case, plus some noteworthy features, and screenshots to give you a snapshot of their user interface too. 

Other Options

Here are a few more options that didn’t make the best document management systems list:

1. Adobe Document Cloud

   Edit and sign PDF documents without changing their format

2. Agilysys DataMagine

   Improve your response times with notifications

3. R2 Docuo

   Cloud-based document management software that helps you organize your files with metadata and collaborate with team members.

4. FileHold

   Enterprise document management software that helps with document capture, storage, indexing, and versioning.

5. FormKiQ

   Customizable document management software that helps you build and scale a storage solution for your business files.

6. Conga Composer

   Document management software that enables you to organize your documents with pre-built templates.

7. Document Locator

   Document management system that makes all your documents full-text searchable.

8. Rubex by eFileCabinet

   Document management solution that ensures secure file sharing and helps you configure automated workflows.

9. Experlogix Document Automation

   Document management tool that enables you to store and sign electronic documents.

10. MasterControl

    Document management solution that stores your documents and helps you ensure compliance with the most stringent regulations.

What Factors Should You Consider When Choosing a Document Management System? 

Every business has particular needs, so you should find a document management system that can accommodate yours. So, for example, if you already use intranet software, you don’t need a solution that comes with built-in communication features. 

And it’s not only about the features you need or don’t need. You should also think of your industry and daily activities. 

For example, a law firm is more likely to use a lot of PDF files in its daily activity, so it might go for something that enables its team to edit PDFs. On the other hand, a manufacturing business is more likely to need something that can ensure compliance with industry standards, so it should look for a solution tailored to that purpose. HR businesses may need solutions that allow candidates to upload files via secure links, and so on. 

Store Your Data and Share it Online with Document Management Systems 

Online collaboration is more important than ever. Document management solutions help you share knowledge and assets with your team, making it easy to communicate, collaborate, and deliver your work on time. 

And teams that collaborate are statistically more likely to be successful. A Stanford study of 1,100 businesses found that those who facilitate collaboration are five times more likely to be high performing. 

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