10 Best Document Management Systems To Track & Store Docs [2023]

The Best Document Management Systems

Here’s the best electronic document management systems.

1. 1.

   Wrike

   — Best work management software with built-in document management functionality

   

2. 2.

   DocuWare

   — Best document management system for workflow automations

3. 3.

   OpenText

   — Best for content lifecycle management

4. 4.

   FileHold

   — Best DAM for enterprises

5. 5.

   Arena Solutions

   — Best for complex electronics and medical device companies

6. 6.

   docEdge DMS

   — Best for feature-packed document management

7. 7.

   Dokkio

   — Best for cross-platform document management

8. 8.

   OpenDocMan

   — Best free document management system

9. 9.

   Meridian

   — Best for engineering teams

10. 10.

    Amazon WorkDocs

    — Best for compliance requirements

Document management systems help you organize your business’s files in a way that goes far beyond tools like DropBox or Google Drive. They help you manage documents, collaborate on work, and meet compliance obligations.

Many types of businesses benefit from these tools. They’re especially useful for remote teams, those with strict compliance requirements, and companies that want to go paperless.

This article will highlight some of the best document management systems currently available. I’ve included options suitable for a wide variety of businesses and industries.

Document Management System Software Comparison Criteria

When choosing the best document management systems, we looked for tools that meet certain criteria.

1. Clean user interface (UI): Document management can get messy, which is probably why you want to move away from filing cabinets in the first place. The tool you choose should simplify your business processes as much as possible. The solutions on this list have clean UIs that make organizing documents a breeze.
2. Are easy to use: The tool you choose should be simple to set up, have features suitable for your industry, offer fast tech support, and have plenty of resources to help you hit the ground running.
3. Integrate with other tools: Your DMS software should integrate with the other tools you use. This could mean file storage platforms like Google Drive and Dropbox or file editing suits like Microsoft Office.
4. Offer value for money: The tools on this list come at various price points, but they are all worth it for the right type of business.

Electronic Document Management System Key Features

The majority of electronic DMS tools, even those built for specific use cases, will have some of the following features.

1. Version control: When multiple people collaborate on a document, you end up with different versions of the same file. DMS tools help you manage these versions and ensure that people always work on and share the most up-to-date ones.
2. Metadata management: Metadata is all the information associated with a file. It includes details such as the author, version, and document type. This data is used to help organize and search for files. The best DMS tools automatically gather metadata from each file in the system.
3. Manual or automated archiving: Tools that use automated archiving grab files in relevant locations and add them to the system. For example, they can grab all attachments sent via specific email accounts.
4. Audit trails: In some industries, files must go through approval processes to ensure the company is regulation compliant. Audit trails help by keeping track of who views and approves each file.
5. Scalable cloud storage space: Cloud-based tools need enough space to store all your documents. You must be able to increase your storage as your needs grow. This isn’t a priority if you choose a self-hosted tool.

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Overviews Of The 10 Best Document Management Systems

Here’s a brief description of each digital document management system to showcase what each tool does best. I’ve included screenshots to highlight the best features.

1

Wrike

Best work management software with built-in document management functionality

Wrike is a work management software that also functions as a collaborative document and media management solution. It’s designed to facilitate managing tasks user-friendly dashboard can be pinned with important to-do’s and all associated documents are stored in one place, making it easy to review and edit them.

The management dashboard enables users to organize workflows and manage documents with a widget builder. The main dashboard makes this easy by enabling users to make a hierarchy of tasks and subtasks to place documents under and allow other team members to access them. Users are also provided with a real-time workspace to streamline document and file management to keep discussions organized and prevent mismanagement.

The software allows users to predict when projects are at risk of falling behind with smart notifications and automation to get work with documents back on track. Users can create documents within the software, attach them from a device, or link to other office tools such as Google Drive or DropBox. And native storage capacity on the cloud ensures you’re able to manage document storage from anywhere.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

2544

Free plan available

From $9.80/user/month

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2

DocuWare

Best document management system for workflow automations

DocuWare is a comprehensive document management system designed to help businesses manage and organize their digital documents. This system allows for processes like scanning, archiving, filing, searching, and retrieving documents to be automated with ease. With the help of DocuWare, businesses can improve their document flow process and streamline operations. 

Using DocuWare as your document management system will bring plenty of benefits to your business. It can save time by reducing manual processes and make it easier for employees to collaborate on projects by quickly sharing documents with one another. It also helps keep confidential information secure with strong encryption protocols in place. Additionally, its versatile features allow you to access documents from any device connected to the internet without any compatibility issues.

DocuWare integrates with over 500 different applications across email, team portals, CRM, ERP, and HR systems, including Microsoft Dynamics, Sage, QuickBooks, and SAP.

DocuWare offers pricing upon request. They have a 30-day free trial and free demo to get you started. 

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.4

197

30-day free trial + free demo

Pricing upon request

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3

OpenText

Best for content lifecycle management

The OpenText Content Server is a DMS for the OpenText Enterprise Content Suite. It has all the features you’d expect from an enterprise DMS.

The software works with any type of document, ensuring you can use your existing file formats. And it has powerful management features that let you create workspaces for your organization, project, and even individuals. You can also add custom metadata to all your files.

The tool has deep Windows integration meaning you can move files between your desktop and Opentext straight from the Windows Explorer file tool. You can also work directly from tools like Microsoft Word, Excel, and Powerpoint.

The intelligent capture feature is an easy way to digitize paper documents. Take a photo of a document with the smartphone app, and the tool will create a paper version of the file and upload it to the server.

Contact OpenText for pricing information if you’re interested in the tool.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

14

Pricing upon request

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4

FileHold

Best DAM for enterprises

FileHold cloud (online) or on-premise (installed) is document management software for large organizations in industries that need complex information governance; for example, the manufacturing or healthcare industries. FileHold scales to support thousands of users and millions of documents. You can keep your intellectual property secure with 2FA and e-signature.

Key features include document scanning, version control, optical character recognition (OCR), and a document workflow solution. Project managers will have access to document proofing and approval solutions as well as records management archiving and disposition. Customize your account to include additional features like e-signatures, ‘hot key’ links to your DAM database, print-to-FileHold capabilities, and/or an anonymous access portal.

FileHold offers desktop MS Office integration.

FileHold offers customized pricing upon request. You can access a 14-day free trial before you commit.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.4

16

14 days free trial

From 15/user/month (annually), minimun 5 users

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5

Arena Solutions

Best for complex electronics and medical device companies

Arena Solutions is a product lifecycle management and quality management system. Its document management software is part of this suite of products. It aims to help businesses deliver high-quality products while meeting industry regulations.

The main aim of the tool is to increase traceability to ensure that documents have gone through the correct procedures. It’s possible to create and automate approval workflows that prove this to regulators.

Teams can use the software to manage SOPs, track changes, access previous document versions, and enforce product processes. It also has collaboration features to help streamline your workflow.

The package comes as part of Arena Solution’s product suite. Contact the company for pricing.

Pricing upon request

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6

docEdge DMS

Best for feature-packed document management

docEdge is a capable DMS with plenty of features that let you monitor, manage, and control your business’s documents. docEdge has powerful organizational features where you can tag documents for easy categorization, meaning your people can always find exactly what they are looking for.

Version control is an important feature on any DMS and docEdge is no exception. The tool highlights previous versions of documents stored in the system to ensure that you and your team are always working from the correct file.

You may not want all your documents to be available to all employees. docEdge solves this issue with permissions features that allow you to give people access to the files they need.

There are three versions of docEdge suitable for businesses of various sizes. Contact the company via its website for pricing information.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.8

3

Pricing upon request

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7

Dokkio

Best for cross-platform document management

Dokkio is an AI-driven document management software system. It stands out by helping you manage files in multiple locations. The tool manages documents uploaded to DropBox or Google Drive alongside those sent via Gmail or Slack. This provides full visibility into file versions across all the places where your team shares and stores documents.

At first, I thought this could get overwhelming. But Dokkio’s AI features tag, group, and organize your files. There’s also powerful search functionality that lets you find files wherever they are based.

The tool has a Chrome extension that helps you search and organize files while browsing the web. It means that if you’re writing an email in Gmail and you need to add a link to a file from Slack, you can do so from within the browser.

Dokkio has a free plan and a pro plan that is $9.99/user/month. Contact the company for information about enterprise pricing.

From $9.99/user/month

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8

OpenDocMan

Best free document management system

OpenDocMan is free, open-source document management software. It has features that are equivalent to paid tools, including granular file permissions, support for multiple file types, and change tracking.

The tool goes beyond these necessities. You can set up automated document review workflows with email notifications. There’s also powerful search functionality which makes finding documents a breeze.

The tool is free, which makes it a good option if you need a self-hosted on-premises DMS. There is also a cloud-based version that costs $79/month for unlimited users and 500GB of storage.

From $79/month for unlimited users and 500GB of storage

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9

Meridian

Best for engineering teams

Meridian is a DMS built with engineering in mind. It helps teams manage CAD files, drawings, technical documents, and designs. It works with files created by all CAD tools so you can benefit no matter how your teams create their designs.

A helpful feature is that the tool maintains the relationship between documents while still providing access to the latest versions. This ensures people always work on the correct files.

Where relevant, you can also share documents and files with contractors and suppliers. The tool creates a trail of who accesses each document which you can use during audit.

Meridian doesn’t publicize pricing, contact the company to find out more.

Pricing upon request

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10

Amazon WorkDocs

Best for compliance requirements

Amazon WorkDocs is a DMS built on the Amazon Web Service (AWS) cloud. The tool stands out due to its security. It protects your data and helps you meet compliance requirements, including GDPR for those based in Europe, PCI DSS for the financial industry, and many more.

I found the approval workflow feature useful. Setting up automated workflows makes it possible to route files to one or more users when you need their approval on a document. You can also track and manage the entire automation process.

The tool integrates with plenty of Amazon and non-Amazon tools. You can connect with Workspaces to provide employees with virtual desktops. Or you can use the SDK to have your developers connect with the software you already use. I also like that WorkDocs integrates with Windows File Explorer and Mac Finder. This lets you access your documents as you would with any other file on your computer.

Amazon WorkDocs costs $5/user/month and offers a 30-day free trial for up to 50 users.

30 days free trial

From $5/user/month

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Need expert help selecting the right Document Management Software?

We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!

Other Online Document Management System Options

Here’s a few more tools that didn’t make the top list. These are still good options for the right company.

1. eFileCabinet – Best for individuals and small businesses
2. NetDocuments – Best for email management
3. DocStar ECM – Best for accounts payable features
4. FileHold – Best for digitizing paper documents
5. Consentia – Best for managing legal documents
6. Document Locator – Best for Windows users
7. Content Central – Best for fax integration
8. XaitPorter – Best for collaborating on bids and proposals
9. OpenKM – Best open source document management system
10. SAP DMS – Best document management system in SAP software ecosystem

Document Management System: FAQ

Here are some commonly asked questions about document management tools.

What is a document management system?

A document management system is a software with features that help businesses manage digital documents. They typically enable businesses to share, collaborate, and organize multiple file types.

These tools are often cloud-based. This means people can access the files they need anywhere with an internet connection. Document management system examples include Microsoft SharePoint, Amazon WorkDocs, and Dokkio.

What are the benefits of a document management system?

Document management systems allow anyone in an organization to access the documents they need to work. And they ensure that all your documents are organized and easy to find, no matter how many people access them.

DMSs go beyond your typical file sharing and management services like Google Drive or DropBox by including advanced features such as granular permission settings.

What Do You Think About Cloud-Based Document Management Systems?

Document control and document storage can be done online and in the cloud. It’s time to ditch the paper documents and leap into the digital age.

So tell me: What do you look for in a document management solution? Have you tried any of these content management systems? Let me know in the comments.

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