Find out more about File Sharing & Document Management Software
- What Is File Sharing & Document Management Software?
- Most Popular File Sharing & Document Management Software Products
- How To Choose The Best File Sharing & Document Management Software
- All File Sharing & Document Management Software Reviews
- Types Of File Sharing & Document Management Software
- Examples of File Sharing & Document Management Software
What is File Sharing & Document Management Software?
File sharing services enable users to easily store and share even huge files. Cloud storage services store your files securely on the web and make them easily accessible from anywhere, at any time. Leading file sharing platforms are ShareFile, YouSendIt, Box, Dropbox, and Google Drive. Document management software helps users to easily edit and share files. Advantages of this software include time saving, enhanced productivity, and support for remote employees, and it also helps companies to manage offices in diverse locations. More benefits of document sharing software are storage of a range of file types including emails, PDFs, spreadsheets, and text files, role-based access to important documents, and mobile access to these materials. If you are searching for a suitable solution for your company, we recommend you to read our reviews and check out the leading app Slack. You are sure to find the right system among the apps we have reviewed.
Most Popular File Sharing & Document Management Software
Best File Sharing & Document Management Software
How To Choose The Best File Sharing & Document Management Software
Just because we’ve finally obtained a paperless office doesn’t mean that we’re done with wrangling and organizing files. Losing track of online documentation can be far worse than being heaped by papers, and involving people to manage it will only make it more problematic. That’s why every modern business needs the best file sharing & document management software to handle and store files, guide communication from creating to sharing, and most importantly – get rid of outdated documentation.
Get to know each product with free trial
It is a good idea to start your search for the right software by trying out the free trial plans of popular apps to check out their functionality. We recommend you register for the free trial plans of the following list of tools that have received an impressive SmartScore and User Satisfaction Rating in the collaboration software category to discover the best file sharing & document management software for enterprises and SMBs: Samepage reviews, Slack, Magentrix, Cliqtalk, and Noodle Intranet.
- Startups and small businesses can make use of this system.
- Growing organizations and medium-sized companies can use the software to manage their documents, information, and data.
- Large enterprises and Fortune 500 giants can also make extensive use of file sharing and document management software.
What are Examples of File Sharing & Document Management Software?
- Samepage: Sampage compiles files, maps, conversations, images, and videos on one page to facilitate easy collaboration.
- Slack: Slack is a messaging application for both small business and big companies that brings all your communication together in one place.
- Magentrix: Magentrix is a user-friendly, mobile-optimized, and highly secure app that companies can use to share information and automate processes to boost productivity.
- Zoho Forms: Zoho Forms transfers data in the cloud, where it is saved and protected for a far longer period than in local systems.
- Zoho Docs: Zoho Docs is a great app to manage presentations and spreadsheets in one place.
Types of File Sharing & Document Management Software
There are two main types of online document management software:
- Client-server systems: These are software packages that are maintained on local computers.
- Application Service Provider (ASP): This is an online application that is hosted remotely by the service provider.
Key Features of File Sharing & Document Management Software
File sharing and document management systems are in fact ‘digital cabinets’ where a company can organize all of its files and documents. The files are categorized within a customizable framework, prioritized, and ready for sharing and altering. At the same time, file sharing and document management systems are integrated with your software and hardware, and work with a sophisticated search engine that provides almost instant access to every file you need.
Document management software was without doubt a revolutionary discovery, and it didn’t cease development ever since it was presented. Its basic functionality consisting of archiving and reporting was enriched multiple times, which is how we nowadays have access to many advanced features:
To start, we have a centralized dashboard where we can import (and work with) all document types and formats, including Word, PDF, Excel, emails, etc. All of them are stored in a single library, and locating them is easy because of the keyword empowered search filter. Still, file and document managers operate on the basis of role permissions, meaning that only certain users in the system will be allowed to alter or remove information.
Due to the presence of role permissions, the admin of the system will be entitled to monitor operations and to see who is using the documents and for which purpose. Changes and alterations are also tracked, the same as deleting and retrieving old versions. In the best of cases, the system will also allow the admin to generate reports based on this information.
An especially powerful moment when it comes to using file management systems is their automated capacity to remove outdated files. Still, ‘automated’ doesn’t refer to the capability of the system to conclude when a document is no longer relevant, but rather its compliance with a premade framework where it would select and categorize those files, and wait for the admin to approve their removal. The hazard of losing important documentation is almost completely eliminated; bearing in mind that retrieval is an option at stake.
The feature set is a non-exhaustive one, to say at least, depending mostly on the provider you’ve chosen. In the ideal scenario, the system will be able to support more than 200 types of documents, to upload 5 GB per occasion, to organize files in categorized ways, and to include a communication board where employees can collaborate, discuss, and share files without necessarily abandoning the platform. Together with customization and editing, the system should be able to integrate with the rest of your document management programs, and to be deployed easily on mobile devices for you to use it on the go.
Finally, the system must manage your information in a secure manner, meaning that it will provide features such as selective sharing, audit reporting, granular user permissions, activity reports, and industry-standardized encryption of files both at rest and in transit.
Benefits of File Sharing & Document Management
Using a file sharing and document management system is an individual choice, but practice shows that these programs can be useful to every company, regardless of its size and the industry in which it is operating. The mere fact that bulky cabinets will no longer be an issue is sufficient for a business owner to consider the other benefits too:
Facilitated collaboration: If you don’t think collaboration is an issue, think of the last time you had two team members in different locations handling a problem without your assistance. Difficult, hah? To start, don’t underestimate the importance of internal collaboration: it is the most valuable source of good ideas you can rely on! What a document management system could do for the purpose is promote the use of a centralized location instead of third party media, and allow employees to discuss the document they’re working on, and to make changes on dot. Feedback is also a critical part of the communication concept, as it helps you make better strategic decisions for the future.
Protection: Let’s face it: taking documents out of the office is exactly where 100% security ends, and they will be exposed. The difference, however, is that you won’t entrust third party software to take care of them, but you will keep them in your own system where only reliable people will get to access them. Furthermore, you’ll get to monitor the process and see who is changing the content, and the risk of confusion will become minimal.
Easy access: In today’s world, not even 70% of your business is performed within the 9-5 framework. Having access to documentation at all times is simply essential, which is why you need to store it online, and to use a mobile-friendly system that can display it on every device. The time of running back to the office is already behind you, so embrace the flexibility of these systems that will follow you, instead of you following them.
Increased efficiency and productivity: There is nothing that can compromise productivity the way paperwork does, and people who used to print and stamp documents can certainly confirm that. Such operations require time, advanced teamwork, and expenses which seem ridiculous from where we stand today. Think how efficient an online document manager would be: everybody could upload, download, or check a file without having to bother anybody else, and they could use the collaborative function to provide feedback for everybody else to see. It’s time saving, don’t you think?
Proper division of responsibility: Business documentation ought to be treated with care, and every member of the team should know his exact level of responsibility for handling that documentation. With security being imperative for online document management, the admin will be able to divide roles and responsibilities appropriately, and to monitor whether the division is complied with. Consequently, employees will become much more efficient, while documentation will be impeccably organized.
Pricing Overview: Self-hosted or cloud-hosted systems?
The price of file sharing & document management systems depends foremost on the deployment method: self-hosted systems are generally more expensive than cloud-hosted ones, and they tend to bring large upfront fees for implementation and maintenance. At the same time, content is not being saved automatically, which is why most experts recommend cloud-hosted versions. In fact, with a cloud-based system you won’t even have to use the services of the IT team – it will be enough to download the application and start running it.
What is really decisive when it comes to price is the size and nature of your business, which is why some companies pay $20 per month/user, while others cover document management expenses with no less than $100. The good news is that you get to contact almost all vendors, and ask them to calculate a price depending on your needs and expectations. Finally, remember to make use of their free trials: most of them are extremely robust, and last for approximately 30 days which should be enough for your team to get familiarized with the product.
List of File Sharing & Document Management Software Companies
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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.
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