There are hundreds of file management software and file sharing systems for you to choose from on the internet, but when it comes to document management solutions, sometimes you have to ignore the big players – like Google, Facebook , and so on. They were designed to cater to billions of users and won’t be suitable for your needs and requirements. When I was testing personal document management apps I came across some great ones.
Document management systems help businesses of all sizes manage documents, images and other important files. A good document management system can protect your documents from damage and theft, as well as make it easier to locate the right details when you need them. Our list will help you find the best document management software for your business.
Document management software is used to speed up and improve processes in organizations. Document workflow software helps you to process your documents in a professional way, minimizing effort and simplifying the organization of tasks. There are a lot of potential benefits to using document management software. Various industries use document management software, including healthcare, legal and government records, education, insurance and financial services, libraries, transportation and logistics, property management, manufacturing, film & media production and many others.
Document management is a critical issue that is becoming more and more important for businesses of all sizes, both large and small. The wrong solution can impact your organization’s bottom line while the right one can help you improve efficiency and reduce costs. If you are looking for best document management software to save your business time, money and resources — we invite you to continue reading.
What are the common integrations of Document Management Software?
Here are some important Document Management Software integrations:
- Accounting: It will help you to manage and store your tax documents, financial information, customer bills, and project management.
- CRM: It enables you to transfer, store and organize the details of customer leads.
- Email: You can integrate Microsoft Outlook in your PC as it enables you to store and manage your emails with ease.
- Digital Signature: It automatically allows you to capture a digital signature on files.
Zoho Docs
Zoho Docs is an online document management software that lets you manage and store all your files on the cloud. In addition to their standard storage and sharing features, you can also collaborate on various documents with associates.
ClickUp
ClickUp is a powerful productivity tool for teams of any size and across industries to oversee projects, collaborate smarter, and manage your work in one place. It’s packed with hundreds of fully customizable features to tackle any type of work, including a dynamic document editor to capture everything from simple notes to beautifully formatted wikis.
ClickUp Docs allows you to work alongside your team with real-time editing and assigned comments to streamline your feedback process while keeping everyone up-to-date within a knowledge base that can be shared publicly via URL. Add nested pages to your Doc to create a visual hierarchy, then add headers, tables, lists, and styling options to make important points stand out. Plus, ClickUp Docs can be connected directly to your workflows, making it easier than ever to start acting on your ideas. And since all Docs live within your workspace, you can easily manage, access, and refer back to them via a simple link, task relationships, or tags. Best of all, ClickUp Docs and its collaborative features are available to all ClickUp users for free, forever.
Efilecabinet
eFileCabinet provides cloud and client/server solutions, including:eFileCabinet Desktop, a document management software (DMS) to store and manage important business documents; eFileCabinet Online, a hosted DMS solution; and SecureDrawer, a client portal/file sharing service to share and collaborate.
Many of the cool features with eFileCabinet includes scan and make files digital, organize your documents, send files in multiple formats, locate files and categorize very quickly, and create password protected files.
PaperTracer
- CUSTOMIZED PRICING
- HIPPA COMPLIANT SOLUTIONS
- E-SIGNATURE CAPABILITY
- COMPLETELY CUSTOMIZED SERVICES
PaperTracer has solutions for small, medium, and enterprise-level businesses. It’s a simple solution for document management.
With PaperTracer, you’ll have the ability to automate your contracts and digitize all of your documents in a centralized database. PaperTracer has tracking and reporting capabilities and HIPPA compliant solutions as well.
You can also benefit from a cloud-based implementation with end-to-end workflow solutions. This will help you with your document management no matter where you are in the process.
E-signature capability is also available with PaperTracer. In fact, that’s what makes them so popular with legal and healthcare businesses.
Here’s a brief overview of the available plans, although all pricing is customized.
Small
- Up to 10 users
- Electronic signing
- Searchable database
- Upload and scan to PDF
- Advanced reports and dashboards
- Input forms
Mid Size
- Up to 100 users
- Contract authorizing
- Custom fields
- Custom workflows
- Implementation
Enterprise
- Unlimited users
- Unlimited input forms
- Single sign-on
Demos and free trials are available for all three plans. I’d recommend PaperTracer for small and medium-sized businesses. While they do have an enterprise-grade solution, there are better options for that on our list.
DocuWare
- TRY IT FOR FREE
- CUSTOMIZED PRICING
- CLOUD-BASED SOLUTION
- USED BY 12,000+ BUSINESSES
DocuWare stands out because it has specific solutions for tasks within your business processes:
- Document management
- Invoice processing
- Employee management
- Sales
- Marketing
DocuWare has everything you need for digital transformation and going paperless using cloud technology.
As such, I highly recommend them for larger, enterprise businesses.
DocuWare allows you and your staff to edit or annotate documents directly on the platform. Not every DMS on our list gives you this capability.
I like DocuWare because it has features designed to connect remote employees and your deskless workforce. Anyone can easily access content at home or on the go from any device.
More than 12,000 businesses in 90+ countries trust DocuWare for document management. So you know that the company is legitimate with a track record like that.
It has specific use cases for things like contract proposals, finance processes, and HR tasks as well.
The pricing for DocuWare follows a common theme in this guide. They offer a free trial, but you need to contact their customer support team directly for a custom quote.
VIENNA Advantage Community: Best Free Document Management System
VIENNA Advantage CommunityVIENNAA Advantage is an open-source document management system.It is certified for compliance and quality by TÜV SÜD.VIENNA Advantage can be complex and require some technical know-how to implement it.COMPARE QUOTES
VIENNA Advantage is an open-source, community-driven document management system that is available to businesses for free. Its user-friendly interface is easy to navigate and neatly organized. It has workflow automation options to streamline tasks and secure encryption of sensitive documents. It is also scalable, allowing your business to grow with a free document management system.
The challenge associated with VIENNA Advantage is technical; you must rely on the support of its user community to help you implement the software and troubleshoot any issues. Unlike paid document management software, VIENNA Advantage does not offer a tech support team.
January 2021: VIENNA Advantage has recently been certified by TÜV SÜD, which provides safety, security, and sustainability solutions as well as testing, certification and auditing services. VIENNA Advantage’s TÜV SÜD certification includes certification for ISO/IEC 25051:2014 and IDW PS 880 (GoBS) standards, which verify that the software works as offered and that it stores data safely and properly.
Digital Drawer
DigitalDrawer is on-premise, secure digital filing software used in many small & medium businesses, such as retail, manufacturing, realty, education, etc.
DigitalDrawer is designed for departments and small to mid-size organizations looking for a system that can electronically manage all of its files at a reasonable cost. Customers primarily buy DigitalDrawer because of its:
- Strong Security
- On-premise document storage
- Ability to scan and import multiple documents at a time
- Ease-of-use
With DigitalDrawer, your business can quickly and easily capture, store, organize, and manage all of its paper records, while simultaneously protecting itself from the very real possibility of losing important documents due to water damage, fire, theft, or simply misfiling a document. Backup DigitalDrawer locally or to the Cloud and restore as needed. From now on, you will have what you need when you need it.
Box
An online file sharing and content management service for businesses. The company uses a freemium business model to provide cloud storage and file hosting for personal accounts and businesses.
Box works in any browser and allows you to easily store and manage all your content online. It also lets you share files instantly and access documents from anywhere. No matter what device you choose, get fast, easy access to documents, project plans, presentations and videos. Always have the latest pitch for your customers, on or offline. Box makes it easy for administrators to maintain a central view of all content and users in their account through a powerful admin console.
Filehold
The company has developed enterprise grade document and records management software that is: affordable, easy to install, configure and support. The product is sold, installed and supported using remote web based techniques. Deployment and configuration time of the document management software has been reduced to hours and days from weeks and months compared to the traditional offerings.
Its suite of features provide for document scanning, capture, indexing, storage, search, versioning, and document workflow review and approval. FileHold can be installed locally on your server for total security or in the cloud.
Document Locator
ColumbiaSoft provides Document Locator enterprise document management software to capture, manage, and share paper, email, and digital documents.
Windows integration combines with convenient cloud hosting for an easy-to-use document management solution that needs no support from IT. You can also access important files anywhere from inside Windows, in a Web Browser, on a tablet, or virtually any smart phone.
Team Collaboration
HighTail
Hightail aims to free the world’s creativity by making creative collaboration more intuitive and accessible. As the company that helped creative professionals share their large video, design, artwork, photography and presentation files for more than a decade, Hightail is uniquely positioned to solve the problems of creative collaboration. Having seen files labeled from “v.1” to “v.12” being sent back and forth, we knew there needed to be a better way to share ideas, collect feedback and get to the final version.
EverNote Business
Evernote Business makes the ideas, research and expertise of your team easily discoverable, creating an open, productive and smarter workplace. Bottom line, Evernote is all about productivity. Some of the great features includes collaborating in a single workspace, keeping team projects and work together, and sharing and giving feedback in one app. You can also sync across computers and phones and collect images, files, and web research.
Smartsheet
Regarded for its online project management, collaboration, and file sharing features, Smartsheet’s intuitive spreadsheet-like app is used broadly to track and manage diverse types of work including: team projects and task lists, customer information, sales pipelines, event schedules, and business processes.
Customers can access their accounts online via www.smartsheet.com or through integrations with leading web services. Smartsheet is a top-rated online project management solution for Google Apps and Salesforce, and is also integrated with leading web apps such as Box, Dropbox and Zapier.
Mention common applications of Document Management Software
Here are the common applications of Document Management Software:
- Document capture and imaging: Ituses the latest imaging technology to digitize your printed documents. These applications are integrated with file readers and search features.
- Record management: Modern Document Management System can secure records by classifying and archiving your sensitive information.
- Contract management: Document Management Software can facilitate the workflow for creating and revising particular types of contracts.
- Indexing: It assigns data to documents either in a library or archive to make them searchable. This metadata can be properties such as author and file format.
Conclusion
You know your job documents, customer correspondence, HR records, and sales data are important. So you probably want to retain them digitally to prevent loss or damage, or simply to make it easier to access the information from anywhere. But do you actually need an app just for that? If so, which is the best personal document management software in 2022? Is there a free alternative like several other file manager apps? And what’s the difference between best document management software and document management program?
Document management plays a key role in any industry where professionals, clients or customers are sharing files. Even though file sharing has been around for various applications, it’s only recently that document management software have come into the scene. Document management apps allow you to control and store critical employee records, customer data and content that’s locked in your desk.