What is Document Management Software?

Your team members can use document management software to collaborate effectively on tasks and activities. It can keep all team members updated on the latest happenings and keep project schedules on track. You can store all important materials in a secure hub and give access to team members as needed. The app can also help to boost communication between team members and you can resolve all problems in the bud before they blow up into serious issues. Team members in diverse locations can use document management software to collaborate in real time from their respective places. Therefore, this solution has become essential for companies with employees in multiple locations. We suggest you take a look at the leading applications in this category and give special consideration to the current leader eXo Platform.

Most Popular Document Management Software

eFileCabinet

Our Score 9.0

User Satisfaction 100%

Winner of our 2016 Supreme Software Award. One of most secure document management systems with an impressive capacity to help companies get rid of paperwork. Read Reviews

eXo Platform

Our Score 9.4

User Satisfaction 99%

A winner of 2015 Exceptional Customer Support Award. eXo is an excellent open source social networking solution that is also built as a collaboration tool. Read Reviews

Qwilr

Our Score 8.5

User Satisfaction 100%

Qwilr combines the ease of document creation with the power and beauty of websites. Qwilr Pages are data rich, interactive and dynamic. Read Reviews

Noodle Intranet

Our Score 8.0

User Satisfaction 100%

Noodle is social intranet software that provides organizations the ability to collaborate on projects and share ideas within a single secure site. Read Reviews

Fileplan

Our Score 8.0

User Satisfaction 100%

Fileplan provides the means to quickly and cost effectively manage documents across distributed teams. Read Reviews

How To Choose The Best Document Management Software

Document management system is a term which unites online storage, management, and tracking of electronic documents, or any type of recorded information that can be treated as a file unit.

This short sentence, however, encompasses piles of complex tasks and assignments, and big-time responsibility for controlling corporate information. Document management systems are not simply content management precursors (often subsumed under the same program), but critical tools for every company whose workflow comprises of capturing content for document repositories, COLD/ERM, and information retrieval.

Document chaos often results in unfortunate loss of valuable information. Still, it happens to each and every one of us, and we’re being reminded day by day of how much we need the best Document Management software for enterprises and SMBs we can find.

Get to know each product with free trial

It is a good idea to start by signing up for the free trials of leading vendors as it gives you a chance to check out the products’ features free of cost. You can register for the free trials of the following apps which have received the highest SmartScore and Customer Satisfaction Rating in the document management software category to find the best Document Management software for your company: eXo Platform reviewseFileCabinet reviewsSamepage, Qwilr, Noodle Intranet, and iPlanner.

Targeted Businesses

  • Startups and small businesses use document management software to electronically and securely store files and documents.
  • Growing organizations and medium-sized companies use the solution to manage, share, and archive files.
  • Large enterprises make use of the systems to efficiently, store, search, and share documents.

Top Vendors

  • eFileCabinet: One of today’s most secure document management systems with an impressive capacity to help companies get rid of paperwork, and please customers with faster and more reliable service
  • eXo Platform: eXo Platform is a top rate open source social networking application that is also built as a smart collaboration tool.
  • Samepage: Samepage enables team collaboration through features such as scheduling, instant messages, task lists, discussion topics, and meeting agendas.
  • Zoho Docs: Zoho Docs is a popular system designed for effective document management.
  • Zoho Forms: Zoho Forms is a robust online form builder that can create or collect forms from multiple mobile apps, platforms, and systems, and share them with other users.  
  • Qwilr: Qwilr combines the ease of documents with the power and beauty of websites. Its pages have high quality analytics, and are beautiful, interactive, and bursting with media.  

Types of Document Management Software

  • Web based – The advantage is you don’t have to deploy a client software package. Simply use your internet browser to access the software.
  • Client Server based – This type of software can be more robust and faster than other types.  You can customize the interface and easily develop sophisticated integration.
  • Database packages – This type is usually integrated with the underlying database platform like SQL or Oracle.  It offers sophisticated linkages between data and images. The flipside is they often need added computing horsepower.
  • Cloud-based packages – The software is hosted on the vendor’s system and you need only an internet connection to access it. You need not download any software or worry about upgrades. Simply pay the subscription amount and make use of all the benefits of the service.

Key Features of Document Management Software

Unless you’re one of those people whose creativity is fueled by chaos, disorder, and short deadlines, you will find document management software to be among the most useful additions your company has ever had. Apart from saving trees and keeping the environment unpolluted, managing documentation in the cloud can save you a few more headaches and serious management hazards:

A robust set of features and functionalities

The more the merrier! The reason why you have a DMS at the first place is because you can’t rely on your memory to restore the content of every document, or to know exactly what a report should compare or contain. Ideally, your document management software should support searching filters (to locate information once knowledge is fleshed-out); Versioning (to update files automatically and to avoid inexcusable errors); Permissions (to keep an eye on the social community and to distinguish people who can edit/delete files); Universal document support (to accept standard formats and common extensions, and to be able to respond to emerging formats too); online editing; offline access; chat support; phone support; mobile access.

DMSs are time-savers

Businesswise or otherwise, more time means more money. Time is the essential component of a company’s efficiency, and running proper documentation management is the best way to save it. The most valuable part of having a DMS on board is that you get to use search filters, and to locate whatever file in a few seconds, instead of turning the office upside down to find it.

DMSs store and share your files

Once all relevant documents are stored in a centralized database, you get to collaborate on them and to share them with internal/external parties. You can either share them using system links, or send them in password-protected folders in order to prevent them from falling in the wrong hands. DMSs usually include an audit-tracking functionality, which informs the document owner about any views/edits of the document in question, the same as inefficiencies and mistakes.

DMSs provide access ‘on the go’

This might be the biggest advantage of DM software in general: storing information in the cloud means that you will be able to access it from any location, at any point of time. Needless to say, document management programs have upgraded to mobile-friendly organization candies, and you can use them from any device empowered with internet connection.

DMSs safeguard the content of your documents

Many critics argue that letting information go viral is not the safest solution, and that’s true. However, document management software producers weren’t that reckless to skip tackling the security issue, and they developed powerful safety mechanisms to keep information protected. Their rigorous security policy, the same as RBAC (role-based access controlling) prevent the irreversible damage of confidential information falling into the wrong hands.

DMSs will integrate with most of your existing software infrastructure

Their nifty capability to integrate with third-party apps allows information to flow seamlessly from one system to the other, which will keep your workflow both accurate and time-efficient. Most modern DMSs support email integration, meaning that you get to share files with contacts outside the system, without having to convert them, or use additional programs.

DMSs organize information in an intelligent way

Organizing, categorizing, and prioritizing files is the worst chapter of the doc management nightmare, which is why most employees welcome DMSs with their hands wide open. These systems provide companies with solid organizational hierarchy, and they tag and rate documents to make your job even easier.

Benefits of Document Management Software

You’re already on the fence with your never-ending pile of documents to organize, and you’ve decided firmly to let an online-based system deal with it instead of you. The worst part of the process, however, is yet to come: how to choose the right DMS for your business?

Vendors and producers usually point out a target list of scales and industries, but most of their products equally fit small, medium, and large businesses. More decisive in the case are functionality preferences, even if they can also be daunting to pick out.

What we recommend you to do is to start looking for basic functionalities, and turn to your personal expectations once the list is narrowed down to a dozen of them:

Attractive appearance

It may not be the hat of all criteria, but you’d be surprised to know how many people care about the looks of the software they’re using. We’re not denying it: pleasantly-looking interfaces motivate people to work more, not just because they look that way, but because they are intuitive and easy to navigate.

Quick deployment

Do you know how many CEO Managers gave up on implementing a DMS because they were afraid they’ll run short of time to implement it? A few years ago, their hesitation could be justified. Nowadays, however, the transition to an online mechanism for document management happens smoothly, and there is no risk of losing time or valuable information.

Cost-effectiveness

Cloud-based DMSs can save money in the long run, but that doesn’t justify ridiculous investments in one. Depending on your needs, you can find a system that doesn’t surpass your budget for covering financial obligations, anywhere between $20 and $50 per month (per user). Note that certain vendors offer discounts for advance payments, as well as a 30-days full-insight trial you don’t even have to pay for.

Before you implement one: preparation tips

Before you jump on the bandwagon, consider these activities to make your transition seamless:

  • Understand the importance of the step you’re making: You’re transiting to a completely new system, and that looks just as scary as it sounds. The system is the composition, and your employees are the orchestra, and it is of vital importance that everyone plays his instrument right. Bring workers on board, dispel their curiosities, and most importantly: explain the benefits.
  • Don’t save money on training: Not every DMS is easy to use, but you’ve already paid and you can’t go back. Instead of letting the investment slide through the cracks, invest again to prepare employees on how to use it. Organize seminars and trainings, and give them as much time as they need.
  • Digitalize your documents in advance: Scan the paperwork, even if it takes time. It will allow you to start using your DMS from the very first moment it arrives in your company.
  • Customize your DMS: DMSs usually look, feel, and function as ‘one-size-fits-all’ programs, but that shouldn’t stop you from making yours more personal. The more you customize it, the better it will suit the specific needs of your business.
  • Test support from the very first moment: Establish contact from day one, especially if you need implementation help. The behavior of technical staff can tell a lot about a product and a company, so do the most to justify your investment.

All Document Management Software Reviews

Product name:
Category:
Smart
Score:
Price:
User
Satisf.
Support:
8.0
by quote
96%
Email
8.0
by quote
100%
Phone
8.0
by quote
100%
Email
7.8
by quote
100%
Email
8.0
$5
92%
Tickets
7.5
by quote
100%
Phone
8.8
by quote
99%
Email
8.0
€8.99
100%
Live support
8.0
$40
100%
Tickets
8.8
$5.00
97%
Email


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Our Score Read More

Our review platform employs our proprietary SmartScore™ algorithm to examine all the software in the Collaboration Software category so that we can help you decide on the best possible app. It analyzes the following aspects: individual features, collaboration possibilities, custom elements, integrations with other services, intuitiveness, customer support, security, mobile support, scores in other media. As of now, Wrike is the leader in this category and is recommended by our experts. Following thorough examination it got the best results among its competitors and our reviewers strongly suggest that you consider it as one of the choices for your business.

User Satisfaction Read More

A summary of total user satisfaction with the service in the Collaboration Software category based on our unique algorythm that finds user reviews, comments and opinions across a broad range of social media sites to help you make an informed investment choice.

99%

99%

100%

97%

99%

98%

99%

97%

100%

97%

Pricing Read More

Every vendor in the Collaboration Software category will offer a different group of pricing packages for its app and each plan will include a different group of features. Below we list the overal pricing for the cheapest package provided for each service. Keep in mind that advanced features may have an extra cost.

$5

free

$50

$5.00

by quote

by quote

Free

$25

$29.00

$10

Devices Supported Read More

An analysis of what kind of devices and operating systems are supported by the listed B2B tools in the Collaboration Software category, including mobile platforms and web-based solutions.

Windows

Linux

Android

iPhone/iPad

Mac

Web-based

Windows Mobile

Laguages Supported Read More

Learn what languages and countries are served by the popular B2B solutions in the Collaboration Software category, including solutions aimed at international markets and prepared for multi-cultural teams of employees.

USA

UK

Canada

International

China

Germany

India

Japan

Spain

France

Russia

Pricing Model Read More

Find out what pricing packages are supported by the vendors in the Collaboration Software category to check which one suits your business preferences and budget best. Be aware that some apps can support free or freemium accounts for you to try out first.

Free

Monthly payment

One-time payment

Annual Subscription

Quote-based

Customer Types Read More

A brief look at what types of customers a specific B2B platform in the Collaboration Software category is designed for, from small businesses and non-profits to large enterprises.

Small Business

Large Enterprises

Medium Business

Freelancers

Deployment Read More

A summary of what styles of product deployement are supported by every B2B vendor in the Collaboration Software category. Although most of modern SaaS solutions are cloud-hosted certain solutions may offer an on-site deployment model as well.

Cloud Hosted

On Premise

Open API