Document management software is an essential part of any office. Whether you’re managing a single document or multiple documents, there are certain features and applications that make them worth your time. Here are our top picks for the best document management software.
Businesses are always looking for the best document management software to help keep their data organized and accessible. There are a variety of different software options available, but choosing the right one can be difficult. This article will provide an overview of some of the best document management software On-premise options for your business.
Best Document Management Software on Premise
Accusoft
PrizmDoc offers configurable document processing to assist developers in delivering in-browser document creation, editing, and collaboration features to improve their software products. This is done through a collection of user interface components and content manipulation APIs. Our functionality seamlessly interacts on the client and server sides, giving you and your users a seamless experience. Numerous file kinds, including CAD and DICOM formats, Microsoft Office documents, and Adobe PDFs, can be rendered and shown on a browser without the need to download or launch native software. Our zero footprint HTML5 viewer is entirely customisable and designed for seamless connection with your application. It can be used for rapid integrations with little configuration or for total programmatic control using our comprehensive JavaScript API.
Appenate
Utilize Our Drag and Drop App Builder To Reduce Paper-Based Work. Develop Data-Driven Apps That Will Strengthen Your Company. cellular and desktop. No Coding Is Necessary. a platform with no programming required for building data-driven apps that can replace paper forms in any industry. To schedule, assign, track, and manage jobs, use our flexible drag-and-drop program. “Appenate gave our organization the opportunity to transition to other paperless activities and allowed us to go paperless in the field. A department of 12 technicians and one dispatcher were utilizing Appenate daily within a month, according to Junetta, Commercial Service Department, Total Group. Easy integration with current systems when creating quotes, checklists, or reports. Utilize our dashboard overview to enforce efficiency, cost-savings, and accountability. GPS, barcode scanning, signature and drawing, media and file upload, formulae, push alerts, white label, and offline features are all available for testing in a FREE trial.
Noodle
The burden of working across emails, file servers, task managers, spreadsheets, chats, meetings, etc. is eliminated with the all-in-one corporate platform known as Noodle. Teams that use Noodle have improved communication and productivity. Your employees will know where everything is and what everyone is working on, which will enhance the workplace environment. Features On-Premise or the Cloud? Completely Modifiable Design Create Sites in Moments Updated Frequently With New Features Adaptable Password Security Unlimited Colors/Skins, Drag and Drop Features, and Post Track Views of Content Make polls and surveys Active Directory sync 11 Languages Supported Block Text Editor Built-In Monitor coworkers’ status updates Make unique workflows Simple Photo and Video Embedment Archive Video conferencing for content Make electronic forms and reports Combine several calendars Enhanced for Speed.
LogicalDOC
Global enterprises can get total control over their document management with the aid of LogicalDOC. This top document management system (DMS), which focuses on business process automation and quick content retrieval, enables teams to generate, collaborate, and manage enormous volumes of documents and keeps important company data in a central repository. Drag-and-drop document upload, forms management, duplication detection, barcode recognition, event logging, document archiving, integrated document workflow, and many more functions are included in the system. Set up a free, no-risk, private demo right away.
LuitBiz
The business applications suite LuitBiz provides businesses with a single cloud-based solution for document management (DMS), customer relationship management (CRM), human resource management (HRM), employee self-service, asset management (EAM), business process management (BPM), and quality management (QMS). Version control, workflow management, and other features that are included into the document management module “LuitBiz DMS” assist businesses in streamlining their documentation processes. Sales, Support, and Customer Portal components of the CRM module dubbed “LuitBiz CRM” enable businesses to manage the full customer lifecycle with the use of a single piece of software. The HRM & ESS modules of LuitBiz assist businesses in streamlining all aspect of their employee procedures, from hiring to departure interviews. The EAM module assists in monitoring the entire lifecycle of the assets, from acquisition to disposal.
Nextcloud
Your data is at your fingertips and in your control thanks to Nextcloud. The most widely used self-hosted, open source content collaboration platform on the web is called Nextcloud, which has over 400,000 active servers online and 60 million users. Store your documents, files, calendar, contacts, and images on a server at home, with one of our dependable providers, or at a data center you can trust. The chat and video calling features of Nextcloud Talk are ideal for usage at home, at work, or in the classroom. More than 200 apps with amazing features developed by our engineers and the community are available in the entire store. More than 600 clients use Nextcloud GmbH’s services, including the federal governments of Germany, France, and Sweden as well as numerous cities, colleges, businesses like SIEMENS, nonprofits like Wikimedia, and others.
hyper Digital Asset Management Server
Organizations may have complete control over all of their digital assets, automate procedures, and save money with the aid of the hyper Content & Digital Asset Management Server. By easily integrating it into the creative workflow of internal/external teams and tools like Adobe CS, MS Office, and OpenOffice, you can easily access all of your rich, rich content. Control the process by obtaining consensus approval. Directly share the content on social media platforms. Create specialized brand portals to advertise and gauge the effectiveness of different types of rich content.
Optix
For multi-user businesses, Optix flexible services include document management, workflow automation (business process management), and records management. With Optix, businesses can manage many revisions while capturing, storing, routing, and securing content in almost any format. Optix provides on-premises and hosted solutions that interface with other business systems, and its clientele includes Fortune 500 companies, federal, state, and local agencies, as well as SMBs. The only comprehensive document management system that is compatible with Windows and Macintosh is Optix. You can quickly build stunning, metadata-driven document management applications using our drag-and-drop tools. Organizations have the ability to increase the value of information, one of their most important assets, with the help of Optix. With Optix, businesses may utilize information in novel ways to boost productivity, cut expenses, and streamline operations.
KRYSTAL Document Management System
Primeleaf Consulting Private Limited, an Indian company situated in Mumbai, India, offers KRYSTAL Document Management System, a Document Management System Software Solution that is entirely web browser based. A recognized provider of document management software is Primeleaf Consulting in Mumbai, India. Spend more time on customer-facing activities and less time on tiresome administrative and paper-based tasks with this simple to install, setup, and use system. Small, medium, and big enterprises can afford to license, install, and receive assistance from our Document Management System (DMS) software. By enhancing the way you process and manage your priceless documents, KRYSTAL Document Management System (DMS) gives you peace of mind while helping you save time and money.
Amagno Digital Workplace
The most cutting-edge, one-solution, all-inclusive digital workplace now available for the generation of digital natives. Utilize the features of our ECM & DMS software to your advantage and set up automated data collection, data transfer, file storage, archiving, and even the trickiest office workflows. You may satisfy all contemporary audit standards by using our legally compliant, highly secure ECM software with built-in Privacy and Data Protection by Design and by Default.
Enterprise Document Management System
An organization’s paper and electronic documents should be managed using enterprise document management (EDM) so that they may be quickly accessed in the case of a compliance audit or subpoena. The phrase initially applied to paper documents that were scanned into a digital format or electronic papers that were written on a computer. The definition has been expanded to encompass email, photos, internal papers like corporate memoranda, as well as external materials like marketing or sales content.
EDM is an acronym for electrical discharge machine, engineering data management, and electronic document management.
How does enterprise document management work?
An business can have a clear plan for its document management procedures thanks to an enterprise document management strategy. An organization can select how to accept, process, evaluate, store, retrieve, and discard documents, as well as when to finish each activity, using an EDM strategy. The EDM strategy defines how the company should modify the procedure to boost productivity.
A document management system (DMS) can be used by a company to consolidate all of its documents into a single view and offer workflow tools to track and manage changes. Businesses can use a DMS to capture a document by scanning the original or downloading the digital copy.
Why is enterprise document management important?
Businesses have enormous volumes of content in both paper and digital formats that users can keep in shared drives, email, public or private networks, or filing cabinets. But there are risks involved with storing tangible documents.
Physical storage space is not as necessary or as expensive when using an EDM system. Physical files might be harmed or destroyed by unforeseen events like a fire or flood. Data backup and disaster recovery plans are frequently included in EDM systems, giving firms a digital backup.
The information that is necessary for completing legal obligations may be difficult to obtain for organizations with files spread across several places. Greater organization is made possible by EDM systems since all files are kept in a single area and are simple to access using full-text search. Users can access the files from anywhere at any time by keeping them all in one digital spot.
EDM systems can be integrated with a wide range of other programs, including as Microsoft Office, Salesforce, and content management systems. Users typically utilize other tools as part of their workflow, thus it’s crucial for the company’s EDM system to be simple to link with other programs.
The information that is necessary for completing legal obligations may be difficult to obtain for organizations with files spread across several places. Greater organization is made possible by EDM systems since all files are kept in a single area and are simple to access using full-text search. Users can access the files from anywhere at any time by keeping them all in one digital spot.
EDM systems can be integrated with a wide range of other programs, including as Microsoft Office, Salesforce, and content management systems. Users typically utilize other tools as part of their workflow, thus it’s crucial for the company’s EDM system to be simple to link with other programs.
A corporation has many moving elements, and an EDM system can aid in reducing bottlenecks and upholding an ordered workflow. Users can easily see who has access to specific documents and what modifications other users made thanks to version control and security features in the EDM system, which also guarantees a well-organized workflow.
List of Document Management Systems
DocuWare
Overview: One of the top providers of document and content management systems, DocuWare was formed in 1988. (as of 2021). Major corporations including IKEA and Sony utilize it, and it is available in 16 different languages.
DocuWare offers automated workflow and digital document management solutions. It works well for businesses of any size in all significant sectors, including manufacturing, retail, healthcare, and government.
Key features:
- Operates on Windows desktops, web browsers, or iOS/Android mobile apps.
- Offers training in person and remotely, with customer support available during regular business hours.
- Provides collaboration tools, compliance tracking, and eSignature.
- Offers features for document archiving, assembly, indexing, and retention.
- Offers optical character recognition (OCR), file recovery, version control, and offline access.
- Enables integration with over 500 different applications.
Pros: The user interface is easy on the eyes, intuitive, and user-friendly. The tool has an effective drag and drop functionality, and users can perform multiple tasks in multiple documents without leaving the main console.
Rating: 4.4 out of 5 on G2.
Price: DocuWare offers a free trial. Its basic plan provides four users with 20GB of storage for $300 a month.
Dropbox Business
Dropbox is a platform for collaboration and cloud-based file storage created for the modern workplace to lessen busywork so you can concentrate on the things that matter. Dropbox Business enables limitless business growth while giving you total control over user behavior and sensitive company data.
Dropbox Business is best suited for collaboration across a team of users.
Key features:
- Operates on Windows/Mac desktops as well as web-browsers, iOS, and Android apps.
- Provides live training with 24/7 support with live representatives.
- Offers collaboration tools, eSignature, version control, and compliance tracking.
- Offers features for document archiving, assembly, indexing, and retention.
- Offers file recovery, file type conversion, offline access.
- Enables administration with user and role management.
Pros: Dropbox Business provides a good amount of storage space for a business entity. It is a great collaboration tool for our team. Working on common projects, revising documents, and creating system backups can all be done with ease.
Rating: 4.3 out of 5 on G2.
Price: A free trial is available. The Standard plan is $12.50 per month per user (starting at five users). For full access to more sophisticated features and unlimited storage, purchase the Advanced plan at $20 per month per user.
eFileCabinet
Overview: On a single platform, eFileCabinet offers companies intelligent organizing, workflow automation, secure file-sharing, and eSignature requests.
This tool is ideal for content management of businesses of all sizes across industries, including accounting, construction, real estate, manufacturing, and healthcare.
Key features:
- Offers a cloud-based and on-premise platform.
- Operates on Mac and Windows, iOS, and Android mobile apps.
- Provides features for managing workflows, OCR, secure file-sharing, email importing, and eSignature.
- Allows file type conversion, version control, file recovery, and document archiving.
- Offers in-person and remote training along with 24/7 support.
Pros: Offers on-premise and cloud options, giving customers the flexibility to choose the best plan for their business.
Rating: 4.4 out of 5 on G2.
Price: eFileCabinet offers three subscription tiers:
- Advantage: The Advantage tier is priced at $55 per user per month (billed annually). It requires a minimum of three users.
- Business: The Business tier costs $99 per user per month (billed annually).
- Unlimited: The Unlimited tier costs $199 per user per month (billed annually).
Google Drive
Overview: Anyone with a Google account can access Google Drive, a cloud-based DMS. It makes it simple to save, sync, and share files.
This tool is best suited for teams collaboratively working on real-time projects. Shareability and real-time editing features of Google Drive take professional collaboration to the next level.
Key features:
- Provides extensive storage for many file types.
- Enables integration with other Google products and outside apps and files.
- Offers Search function to find documents by file type or by name.
- Allows file conversion, file editing history, document back-up to the cloud for easy synchronization across devices and easy recovery.
- Offers easy file sharing with external members through like sharing and email.
- Offers offline capabilities for selected files and accounts.
Pros: Due to its intuitive UI, Google Drive aces it when it comes to usability. Its efficient built-in search engine is a highlight, allowing users to search files by type and owner.
Rating: 4.7 out of 5 on G2.
Price: Free, single users are given 15GB of storage, and they can pay for more storage (billed by month). GSuite subscriptions include 30GB with the Basic Plan at $6 per user per month for those looking to implement it in a business setting. The Business plan, which is the most popular one, offers unlimited cloud storage for $12 per user per month.
Laserfiche
Overview: Laserfiche offers automated business processes and intelligent document management. By using effective workflows, electronic forms, document management, and analytics, it eliminates manual processes and automates repetitive tasks, speeding up corporate operations.
Laserfiche platform is suitable for content management of businesses of all sizes in industries such as accounting, construction, education, real estate, manufacturing, and healthcare.
Key features:
- Operates on Windows, iOS/Android apps, and web-based access.
- Offers collaboration tools, eSignature, and compliance tracking.
- Offers features for document archiving, indexing, retention, version control, and offline access
- Offers file recovery and file type conversion.
- Provides business process management, workflow management, and enterprise content management features.
Pros: Laserfiche boosts efficiency with automation, optimizing the application process, simplifying case management, and eliminating paperwork for employee onboarding. Laserfiche makes it easy to create, store, and send digital documents within the business, speeding up correspondence and making it easy to make data-driven decisions since all the information is in one place.
Rating: 4.6 out of 5 on G2.
Price: The product uses a subscription-based model for $50 per month.
Editorial comments: Laserfiche seems more expensive than other solutions and does not provide document assembly
LogicalDOC
By emphasizing quick document retrieval and business process automation, LogicalDOC seeks to assist enterprises in taking control of their document management.
Because of its adaptability, LogicalDOC is best suited for small, medium, and large businesses, such as banks, healthcare facilities, mechanical industries, and medium-sized towns.
Key features:
- Operates on web-browsers, iOS, and Android App with a multilingual interface.
- Provides multilingual full-text indexing, version control, document password protection.
- Allows document search, check-in/check-out function, annotations, internal messaging, and email sharing.
- Enables modifications under specific functions.
Pros: LogicalDOC is a very intuitive tool for planning, executing, and managing business projects.
Rating: 3.5 out of 5 on G2.
Price: LogicalDOC Community is free, open-source software. There are larger packages available with consultation. Check LogicalDOC’s website for more.
Editorial comments: The free, open-source software, while being a cost-effective option, lacks some safety and document recovery features. These are available with paid licenses.
M-Files
A next-generation intelligent information management platform from M-Files helps individuals access and use information more efficiently, which boosts corporate performance. M-Files unites systems, data, and content throughout the organization without interfering with current systems and processes or necessitating data migration, in contrast to standard enterprise content management (ECM) solutions or content services platforms.
M-Files is suitable for small to mid-sized businesses that lean heavily on paper-based processes. Their packaging is unique. Customers can choose which features they want and can opt-out of others, making it both flexible and cost-efficient.
Key features:
- Enables customization with other features available for purchase and bundling.
- Offers offline access, file recovery, file type conversion, version control.
- Provides OCR features for more complete search capabilities.
- Offers collaboration tools, automated workflow, compliance tracking, eSignature.
- Offers features for document archiving, assembly, indexing, and retention.
- Provides access and control permission tools.
Free Document Management Software for Windows
Alfresco
A free open source document management program for Windows is called Alfresco. It is a fantastic piece of software that makes managing numerous documents simple. It is basically a collaborative content management system that allows different departments and users to manage various categories of material.
Using the Admin Tools menu, you must first create numerous users in order to share documents with them and manage documents with them. Additionally, you may configure this software to just allow users to see and update documents for specific individuals. In addition, I appreciate its document labeling tool, which enables users to mark papers with phrases like “I am editing” and “others are editing” to let other users know how far along a project is. You can use the menus in this software to manage many parts of documents.
OpenDocMan
Another free open source document management program for Windows is called OpenDocMan. It is web-based software that needs a web browser and hosting software like Apache to function. After this software has been installed successfully, you can manage and store a huge number of documents in a variety of formats. This software supports a variety of file types, including PDF, TXT, XML, and DOC. An organization with a variety of users and departments may find this software to be quite helpful.
You must first create new users, departments, and categories of files that you want to administer using the software’s Admin menu before adding and managing documents through them. You may begin adding and managing documents collaboratively once you’ve added users and departments. This software has four primary options for managing documents: Add Document, Search, Check-in, and Home.
Feng Office
Another free open source document management program for Windows is Feng Office. It is yet another piece of online-based software that requires a web browser and hosting software like XAMPP to function. With the use of this program, you may manage projects, notes, workspaces, and more in addition to managing documents. This software makes it simple to upload, store, and manage documents in a variety of formats (RTF, DOC, TXT, CSV, etc.). This software offers two major menus, Overview and Documents, for managing documents.
LogicalDOC
The newest free open source document management program for Windows is called LogicalDOC. It is a specialized document management program that allows you to gather all of your documents in one location. As a result of centralized data, there is only one point of access, increasing the security of documents. In addition, this software makes it simple to upload, allocate, and remove documents.
This software’s user interface is simple and has choices for Administrator, Search, Documents, and Dashboard. You can quickly handle documents from these four available choices.
Openkm
Another free open source document management program for Windows is called Openkm. It is a web-based program that, like other programs of a similar nature, needs a hosting program and a web browser to function.
Multiple users can be added to this software, and they can collaborate to handle a huge number of papers. Additionally, it supports documents in a variety of formats, which gives it the versatility to work with diverse document kinds. There are numerous tools and capabilities in this program; its File and Edit menus contain the program’s primary document management feature
Conclusion
Document Management Software can increase efficiency and reduce stress in your workplace. It’s important to choose the right software for you, as there are a variety of options available. You can compare and contrast different types of Document Management Software to find the best fit for your needs.