Are you curious about best file management software? Or about best file management systems? If yes read this article on best free file management software. When you continue reading this article, the first thing that comes to your mind is the reliability and efficiency of the file sharing systems which gives the files to the business organizations whether it is a small or a big one. But today we are going to share with you some basic details of the best file sharing system which are not only beneficial but also easy to use and can be installed on any operating system.
We scoured the web to bring you the best file management systems. Each one has been examined and reviewed so that we can help you make the right decision for your business. Our aim is to make document management simple for you, by providing a comprehensive resource that helps you to find the perfect system quickly and easily.
If you have been in business for a while, chances are you have become quite confident in the tools that you use. Internal tools, contractors and clients can all send in files that need to be organized, managed and tracked. If your current system isn’t cutting it, it’s time to find out about best file management systems.
File management systems help you to track and organize your documents. Document management systems come with benefits that can improve your business organization, enabling you to be more productive, eliminate the problem of misplaced files, and make searches easy. Here are a few different systems along with some key features and benefits.
Why we need file management software and systems?
A file management system is a cloud-based service that facilitates the storage and managing (and sometimes creation) of all your documents and files from a single point of contact.
In other words, it’s a filing system that operates in the cloud where you can store all your documents and company files and retrieve them whenever you want from anywhere around the world.
Remote working has brutally exposed the old paper-based document storage models that businesses have been using for decades, leaving them in despair. Even when working in a physical office, paper documents bring more chaos to the table than calm.
The chances of error and misplacement along with supplementary costs of storing and maintaining file cabinets are a few of the major hurdles businesses tackle every day. Besides, they are difficult to locate and access becomes impossible if your peers are working remotely.
M-Files
- FREE FOR 30-DAYS
- CUSTOMIZED PRICING
- INDUSTRY-SPECIFIC SOLUTIONS
- AI TECHNOLOGY
M-Files offers the future of document management. The software leverages AI technology to automate your organizing process.
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
- Manufacturing
- 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.
Templafy
- TRY FOR FREE
- 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.
eFileCabinet
- 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.
Microsoft Sharepoint
Next up is Sharepoint, a file management system by Microsoft. SharePoint empowers teams to store all company knowledge- documents, files, content, etc and find anything they need quickly. SharePoint allows team members to create dynamic team sites for projects, departments, as well as division. Inside these sites, employees can share data, news, files, and other important resources and collaborate inside and outside the organization.
With a tool like SharePoint, your employees can become more organized, and productive by having their files centrally located in team sites. Apart from being an amazing file manager, Sharepoint also combines many aspects of a calendar tool, messaging tools, project management tools, a company’s intranet, cloud storage service, and even a content management system.
The platform is a part of the Microsoft 365 suite of apps and integrates with MS Office, Onedrive, Microsoft Teams, and more to bring all your collaboration in one place.
Some Key Features of Sharepoint
- Share files from Teams, Onedrive, and more
- Mobile apps to access files anywhere, anytime.
- Annotate, highlight, and comment on files.
Pricing:
- Free with limited functionality
- Paid plans start from $5 per user per month
DocuWare
DocuWare says that employees spend 50% of their time searching for documents. If that’s the case, we are in big trouble! Don’t worry though, Docurware handles all our search worries easily by allowing users to store all documents and files on its cloud-based platform. Document management and workflow automation service, Docuware reduces time wastage significantly and help employees be more productive.
Docuware has advanced document indexing and storage abilities, making it easy to get a hold of your files, no matter where you are. With over 25 years of experience in the industry, Docuware has evolved into a robust file management system and continues to provide a great service.
Along with file management, Docuware automates business processes such as onboarding of new employees, invoice processing, or contract management. Furthermore, Docuware protects your files from unauthorized access by providing regulatory compliance safety features and disaster recovery benefits.
Some Key Features of Docuware
- Process planner to plan out business processes
- Barcode scanning and invoice processing
- Integration with other cloud applications like Google Drive
Pricing:
- Paid plans start from Cloud Base (Includes 4 named client users with 20 GB storage), Cloud Professional (Includes 15 named client users with 50 GB storage), Cloud Enterprise (Includes 40 named client users with 100 GB storage), Cloud Large Enterprise (Includes 100 named client users with 250 GB storage)
ProofHub
When it comes to enhanced team collaboration and simplified project management, ProofHub is a cloud-based SaaS tool that needs no introduction. ProofHub offers a wide range of advanced features under one virtual roof, including efficient “File Management Software”. Project teams also spend a considerable amount of time sorting and organizing their digital files and documents, but ProofHub’s File Management system simplifies the whole process.
The software enables project teams to upload, store, and organize all their documents in one place. You can easily access your files, share links and collaborate on them with widely distributed team members. “File versioning” allows you to store multiple versions of the same file, and “Advanced search” makes it easy to locate your documents by using relevant keywords and phrases.
You can also use ProofHub’s File Management system on your mobile phone.
Some Key Features of ProofHub’s File Management Software:
- Online proofing allows you to review, proof, and annotate files with markup tools
- Attach files and documents to tasks, discussions, chats, and notes
- Real-time collaboration and feedback sharing on files
Pricing:
- ProofHub offers two pricing plans – The Essential plan with all basic features at $45/month, billed annually, and the Ultimate Control plan with all basic plus premium features is priced at $89/month, billed annually.
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.
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 including storage space and features and tools.
The Many Advantages of a File Management System:
File management software and systems offer a lot of advantages when compared to physical files storage systems, some of which include:
- Simple storage, surveillance, and retrieval of documents irrespective of location
- Superior search abilities mean less time is spent on searching for important files
- Lowered storage costs associated with physical files.
- More security and privacy control over sensitive company data
- Disaster recovery and backups
- Real-time collaboration and improved teamwork
- The version history of each document to see when edits were made
- and much more!
Conclusion
File management systems help manage the storage and retrieval of documents. Document Management software usually provides a simple web-based user interface that is easy to learn, use, and operate. It allows users to classify, tag and classify file contents so that the system can automatically organize files by topic or project.
If you’re looking for a tool to help you file and organize your important documents, you might be tempted by the promise of one of the many file management systems available. Or maybe you’re just curious and want to see what all the hype is about.