Document management systems (DMS), are vital to the operation of a business that works with large numbers of documents, whether they be digital or on hard copy. Before diving into deeper details about the best document repository software, here’s a quick rundown on what a DMS system is and how it helps businesses operate more efficiently through document management
Best Document Repository is a list of document management systems, free offline document management software apps and best dms software for both personal and business use.
Document Repository Software is becoming an extremely popular way of securing and organizing documents, files and folders. There are literally hundreds of organizations and businesses who have made the move to using Document Management software, especially the free offline document management software.
Looking for the best document repository software? Here is a list of the most popular documents management systems. We have also included some great free offline document management software and the best dms software.
How to Find the Best Document Management Software
Choosing a document storage solution can be challenging if you don’t know what to look for. Luckily, we’re here to help.
I’ll show you the methodology we used to come up with the choices in this guide. You can use the same system to help narrow your search.
In most cases, document management solutions are either cloud-based or on-site. There are benefits and drawbacks to both.
On-site solutions are typically seen as more secure because it’s in one centralized physical location. However, sometimes that limits you to how and where you can actually access your files.
Also, if something happens to that on-site solution like a fire or physical theft, you might be SOL.
Some companies offer just one, while others let you choose which one you prefer.
For example, eFileCabinet offers both on-premises and cloud-based storage. M-Files has both as well, and also has a hybrid solution. Other solutions, like DocuWare are completely cloud-based.
I personally prefer cloud solutions because you can access content from anywhere. But for security reasons, some companies want files stored locally on their network.
Consider what your needs are. Would you like to have an on-site, physical location to go to? Or do you enjoy the convenience of the cloud? Or maybe both! The choice is yours.
File Sharing and Collaboration
What can you do with your files once they are uploaded and stored? While organizing files is obviously important, it’s useless for some companies if the documents can’t be shared with teams or external users.
Look for a DMS that accommodates your internal needs for editing or collaborating on files. Features like automated version updates and in-platform editing capabilities are crucial here.
The size of your files will also depend on which solution is best for your business. If you need to share large files, Hightail is the best choice.
Most business-related files and data are sensitive. So it’s important to have a document management solution that can securely store information.
Some solutions offer access permissions based on individual clearance levels or even location.
Other platforms specialize in compliance for unique industries, like healthcare, legal, or government businesses.
Pricing for DMS is usually based on storage limits and users. At each price tier, you can expect the plan to have additional features and benefits.
The majority of the solutions on this list offer custom plans and pricing. So to get a better idea of how much your document management software will cost, you’ll need to consult with a sales representative.
For those of you who are looking for a cost-effective solution and instant sign-ups, eFileCabinet will be a top choice for you to consider.
Ideally, you want to find document management software that works with the platforms you’re already using. Whether it’s CRM like Salesforce, or document editing and creation software like Microsoft Office 365, certain platforms have a wide range of integrations for you to choose fro
- FREE FOR 30-DAYS
- CUSTOMIZED PRICING
- INDUSTRY-SPECIFIC SOLUTIONS
- AI TECHNOLOGY
When you upload content to M-Files, the platform automatically organizes the data based on what it is, as opposed to just where you want to store it.
Protect your information by connecting your existing network to M-Files’ AI, automatically and securely.
Another top benefit of M-Files is that they offer industry-specific solutions. Some popular industries that they service include:
- Financial services
- Construction and engineering
- Oil and gas
- Real estate
- Professional services
M-Files is great for larger teams that need to access documents at different times. If someone on your staff needs a file that was uploaded and saved by another colleague, they won’t need to search through different folders to see what the document was saved as.
With AI technology, all you need to know is what type of document you’re looking for. Then you can organize the content based on criteria like project title, author, customer, or expiration date.
It automatically detects duplicate content and updates the latest document to one singular file. This way you always know that you’re viewing or working with the latest version.
With M-Files, you can store a wide range of document types, including emails. The software also allows you to collaborate with external users who don’t have M-Files. That content can be shared as a secure link.
M-Files offers cloud storage, on-site storage, and hybrid storage solutions as well.
You can try M-Files free for 30 days but pricing for M-Files is not listed on their website. You need to contact their sales team to inquire about a custom solution.
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- CUSTOMIZED PRICING
- ENTERPRISE SOLUTIONS
- ALL-IN-ONE DOCUMENT MANAGEMENT
Templafy is a relatively new DMS. After launching in 2014, they have been providing all-in-one document management solutions for enterprises all over the world.
It’s designed for large businesses and helps streamline tasks to save time when it comes to storing and accessing files.
More than 300 enterprises across 80+ countries use Templafy for document management. This translates to more than one million users.
Using intelligence software, Templafy will automatically show the most relevant content to each employee based on their usage and position.
That means your marketing team doesn’t need to see documents only relevant to accounting, and so on.
Templafy eliminates of having to create new document on a new platform by giving users the ability to create and edit new content directly within the system.
Both new and uploaded content can all be managed in a simple and singular feed on your dashboard.
Templafy’s cloud storage software means you can access documents from anywhere, including on your smartphones and tablets.
You can integrate Templafy with Microsoft Office 365, G-Suite, and other platforms that you’re using to run your business on a daily basis. You can even integrate Templafy with CRM solutions like Salesforce or Microsoft Dynamics.
Big brands like Pandora and IKEA trust Templafy to manage their documents with enterprise-grade software.
In addition to managing documents and files, Templafy has solutions for maximizing employee productivity and creating an evergreen IT infrastructure.
Security is another top benefit of using Templafy. You and your team can securely store and access content from anywhere, using any device, whether you’re online or not.
Like most enterprise software, Templafy provides custom solutions for each unique company. So they don’t list any prices online. You can try Templafy for free before you commit to a contract by reaching out to their sales team.
- STARTING AT $15 PER MONTH
- INTEGRATES WITH MANY THIRD-PARTY SERVICES
- FILE SHARE & COLLABORATION TOOLS
- ACCESS FILES FROM ANYWHERE
eFileCabinet is one of the best document management solutions on the market. They help individuals, small business owners, and enterprise-level companies organize data and files online.
Their solution helps you remain organized no matter how many documents and files you have.
You can search for documents or locate them based on folder templates or pre-defined file names. eFileCabinet also keeps a portfolio of your most used documents for quick access.
The eFileCabinet solution does the hard work for you. Simply upload a document, and the software will file it. The automated workflow streamlines your time-consuming tasks to improve efficiency in the office.
All of your documents can be accessed from anywhere with a web browser or mobile app. Use your phone or mobile device to upload directly too. eFileCabinet also allows you to sign contracts.
One of the biggest standouts for this solution is the collaboration features. The system allows you to create different levels of security, so only certain people can access data.
eFileCabinet has encrypted file sharing and requests, two-factor authentication, and role-based permissions. You can even set IP or location-based authentication.
The software integrates with popular third-party services like DocuSign, Salesforce, and Microsoft Office.
Here’s an overview of the plans and price points for eFileCabinet:
- Starter — Starting at $15 per month (25 GB of storage)
- Advantage — Starting at $55 per month (1 TB of storage)
- Business — Starting at $99 per month (5 TB of storage)
- Unlimited — Starting at $199 per month (Unlimited storage)
All prices are listed per user and billed on an annual basis. Once you upgrade from the Starter plan to Advantage, you’ll need to pay for a minimum of three users.
I’d only recommend the Starter plan to individuals. Sole proprietors or very small businesses can probably get away with the Advantage plan, but the Business package will likely be the best for the majority of you.
With eFileCabinet, you get to choose if you want your storage either on-site or on the cloud. Personally, I prefer the cloud storage. But there are advantages to on-premises as well.
Rubex by eFileCabinet: Best Low-Cost Document Management System
Rubex by eFileCabinetRubex offers monthly and annual billing options.Rubex’s smart automation feature recognizes and organizes your documents.Rubex can have a slight learning curve for some users.VISIT SITECOMPARE QUOTES
Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office. In fact, we previously selected Rubex by eFileCabinet as the best document management system for businesses with a remote workforce. It has a sophisticated mobile app that provides access to every stored file. The system uses a traditional cabinet-folder filing structure and provides several ways to search for documents. Rubex by eFileCabinet Online is available in three pricing plans, which vary in features and storage.
February 2021: Rubex recently unveiled a new pricing structure. There are now three pricing tiers that range from $55 to $199 per user, per month when billed annually. If you pay monthly, the prices start at $66 and increase to $239 per user, per month. The plans vary in included storage space and features and tools.
PandaDoc is a leading online document management platform that lets you create, deliver, and share documents online. It allows for legally binding e-signatures and supports various document formats like PDFs, Docs, and other preexisting digital documents for faster paperless transactions and processes. The software works well with quotes, contracts, agreements, and other sales collateral, and is ideal for use by your HR, sales, marketing, finance, legal, and operations departments. For that matter, any business or organization can reap the benefits of document management platform like PandaDoc in terms of document building, sharing, and delivery.
You can use all the features for free for a period of time to see if the software matches your needs.
Try out PandaDoc with their free trialVISIT WEBSITEFREE TRIAL
The software is an all-around document management platform that enables you or any concerned individuals to approve and sign documents anywhere at any time with the built-in e-signature function. It comes with a robust but easy-to-use document creator with a drag-and-drop editor, allowing you to quickly come up with all kinds of business documents such as proposals, business plans, contracts, and quotes, among others. Documents can be personalized to carry your brand, and customized with whatever elements such as text and images.
What is unique about PandaDoc?
- Granular-level analytics. It lets you track in real-time where your documents are, at what stage they are in (drafted, sent, received, opened, completed), what happens to your document when you send or email it, and how much time your recipient spent on each section and page of your document.
- Collaborative solution. In-proposal activity logging and commenting lets you or your teams work out deals and agreements with your customers, reducing your close time and accelerating workflows and processes.
- Reflect your brand all the time. Templates and content from the built-in library can be customized to reflect your corporate brand like name and logo, and editable to include graphics, texts, and other elements.
- Integrated platform. Almost two dozen tools and features converge in one unified package. Add to that its extensive integration capabilities, and you have an all-in-one document management platform in PandaDoc.
Other DMS platforms to consider
While there are a number of dedicated office and document platforms we could mention, not least Office 365, LibreOffice, and Adobe Document Cloud, these are more focused on creating documents and managing those, rather than managing and storing documents from multiple sources and formats. Therefore we’ll continue this list by featuring some of the other DMS solutions worth considering:
Samepage is a little different to standard document management as it’s more about creating a single focal point for all communications, projects, and document sharing tools. The aim is to simplify everything in a single app as opposed to having multiple software applications for different tasks. The interface is simple and easy to use, with collaboration built into the heart of it. In that regard it makes Samepage a potentially flexible solution to cover multiple needs.
Dokmee advertises itself as an enterprise content management solution, to organize, secure, and manage files. It supports a number of document formats, and also provides document imaging and data capture as part of its service. Everything can be smartly indexed using AI, with files automatically stamped for indexing, as well as rules-based routing to make storage and archiving easier, which is all done through secure hosting in the cloud. As expected, collaboration is supported, with permissions and auditing options available for easier file management.
Abbyy are perhaps most famous for their file reader and scanning services, but they also provide a digital document archiving service which allows for the secure storage and use of documents. Access can be tracked and logged, and existing documents can be reused and edited as required for reissue. Meta keywords can be applied for easy search on top of normal search functions, and distributed easily via the web or email as required. One potential limitation is that Abbyy services are primarily built to store documents in PDF format.
Document Management Systems are very essential in the present IT era and thus there are various software which is used for it. Each includes its own benefit, thus we have listed some of the best Document Management Software that you can use to manage your documents within a small period of time.
There are numerous document management software solutions on the market right now so it can become challenging to determine which one offers the best value for money. The purpose of this article is to provide you with an insight into what you can expect from a top class low-cost offline document management software solution, as well as how you can manage large collections of documents without breaking a sweat.