A Document Management System (DMS) is like a trusted compass guiding business teams through the vast sea of information. It helps you organize, access, and share documents, allowing you to focus on core tasks rather than getting lost in a pile of paperwork.Â
A great document management system can enhance your business operations. With the ability to store and retrieve key documents quickly and co-author in real-time, a DMS makes teamwork smooth sailing.
Good DMS solutions protect sensitive information while cutting down on physical document storage costs. It also helps with version control, tracking changes, and automating workflows to simplify business processes.Â
This article will explore how document management systems work, their benefits, and how to choose the best DMS for your business needs.
Best document management systems
When choosing the best tools for managing your documents, we looked for solutions that truly make a difference in day-to-day business operations.Â
We focused on features like automation, real-time collaboration, security, and ease of use. Each system was carefully evaluated for its ability to boost productivity and fit smoothly into existing workflows.Â
Plus, we considered user reviews to ensure these tools are not just feature-rich but also well-loved.Â
Whether you’re running a small business or a large enterprise, these DMS solutions offer the flexibility and power you need to keep your documents organized and accessible.
Here’s are list:
- Signeasy for AI-powered contract management and easy e-signatures.
- Jotform for simple document management with an online form builder.
- Revver for automating document workflows and boosting efficiency.
- DocuWare for centralizing and automating document processes.
- DocuPhase for streamlining workflows with document automation.
- M-Files for smart, metadata-driven document organization.
- OnlyOffice for real-time collaboration with versatile document tools.
- Folderit for secure, cloud-based document management.
- PandaDoc for document creation and management in sales and marketing.
- Laserfiche for automating and digitizing content management.
Comparing document management systems:
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For a detailed comparison, skip to the section below.
What is a document management system?
A document management system allows users to capture, store, retrieve, share, and collaborate on various documents — whether they're text files, images, videos, or spreadsheets.Â
It centralizes document storage and management by replacing traditional paper-based methods. Your teams can access and work on documents from any location.
How does a document management system work?
A document management system works by digitizing physical documents—essentially, this means converting paper files into digital formats that can be stored and accessed electronically.Â
These digital files are stored in a secure, centralized location, either on-premises or in the cloud. This setup allows users to search and access documents quickly and easily using keywords, tags, or metadata.Â
Beyond storage, a DMS enables document tracking, collaboration, and version control, making document management more efficient and organized.
The basic functions of a document management system include:
- Capture: Scans physical documents to upload or import documents into the system.
- Storage: Store documents in a secure, centralized location.
- Indexing: Organizes documents based on keywords or metadata.
- Retrieval: Quickly locates documents when you need them.
- Collaboration: Allows multiple users to work on the same document at the same time.
- Version control: Tracks changes lets you revert to earlier versions when necessary.
- Security: Protects documents with user permissions and access controls to ensure confidentiality and integrity.
Why do companies need document management systems?
Have you ever spent hours digging through files only to find the wrong documents? A document management system (DMS) keeps everything organized and saves valuable time.Â
Whether your team is scattered across the globe or just across the office, a DMS makes collaboration easy for everyone. You can all work on the same document simultaneously without worrying about mixing up versions or losing important changes.
Imagine an operations manager needing to access the latest safety compliance report — without a DMS, they might waste time searching through various folders or shared drives. A DMS solves this by storing all documents in a centralized, organized location, ensuring that everyone can quickly find what they need.Â
This system also helps when teams need to update documents together, allowing real-time collaboration that speeds up the process and keeps everyone aligned.
Security and compliance are other key reasons companies need a DMS. Have sensitive client contracts or employee records? With a DMS, you can set user permissions to control who can view or edit documents, reducing the risk of unauthorized access and ensuring compliance with regulations like GDPR, HIPAA, or SOX.Â
Features like audit trails and digital signature certificates further protect your sensitive information from breaches.
Beyond organization and security, digitizing documents cuts down on storage, printing, and paper costs. Automated workflows and reduced manual processing boost cost efficiencies and increase your team’s productivity, allowing your company to operate smoothly while maintaining compliance and security.
Benefits of using a document management system
A document management system (DMS) can change business operations by providing quick access to documents, automated workflows, and reduced manual processing time.Â
Some of the key benefits of using a document management system for your business include:
1. Improved efficiency and productivityÂ
You can swiftly search for documents using keywords or categories, saving time and increasing productivity. Automated workflows help employees finish tasks faster, leaving more time for important work.
See how SOHAR Port and Freezone improved their efficiency by 60% by shifting to digital contract management and automating contract workflows.
2. Better security and compliance
Secure document storage with advanced access controls protects sensitive information, aiding businesses in regulatory compliance through audit trails, version control, and user permissions.Â
A DMS helps you easily track who has accessed or edited the document, making it easier to ensure compliance and avoid security breaches.
Read how Icelandair meets the security and compliance requirements of the EU with modern business workflows.
3. Cost savings
Digital documents save money spent on physical storage space, paper, and printing costs. Additionally, automated workflows save time and reduce manual processing costs.
Learn how Samsa saves administrative costs by becoming a paperless ecosystem.
4. Enhanced collaborationÂ
Real-time co-authoring lets team members work on documents simultaneously, improving collaboration and streamlining workflows. You can easily collaborate with clients, partners, and vendors with features like digital signatures, version control, and track changes.
Read about Eversendai collaborates on contracts cross-country.
5. Disaster recovery
In case of natural disasters or emergencies, cloud-based DMS allows businesses to retrieve and access documents remotely. They aid in business continuity by minimizing downtime.
See how KhataBook navigated COVID-19 challenges by shifting to automated internal HR processes.
6. Eco-friendly
By cutting paper waste and encouraging digital document storage, DMS solutions help create a more sustainable environment. It reduces your business's carbon footprint while controlling costs.
Know how Sono Motors adheres to its strict no-paper rule through digitized workflows.
7. Improved organization and accessibility
DMS features such as indexing, metadata tagging, and advanced search streamline business processes. Improving organization makes it easier to find and access important documents.
Read to know how Chupik saves time with digital document management.
8. Scalability
Document management systems can handle more documents, users, and workflows without major upgrades or extra resources. As your business grows, an efficient DMS will scale without disrupting operations.
Learn how JK Group is expanding easily after digitizing their paperwork.
9. Mobile access
Users can remotely access and work on documents saved in a DMS from their smartphones anytime. Mobile access ensures flexibility and improves productivity, especially for employees working remotely.
See how Covina-Valley Unified School District was able to keep its operations running even during the pandemic.
10. Integration with other business systemsÂ
Documents in the DMS can be accessed by different software and applications used by your business. Integration with other systems streamlines processes and reduces the need for manual data entry.
Read to understand how AngelList uses Signeasy’s APIs to digitize operations.
How to implement a document management system?
Thinking about getting your team on board with a document management system? It might seem daunting, but with the right approach, it’s totally manageable. Here’s a step-by-step guide to help you get started:
Step 1: Understand your needs
Start by getting clear on what you need from your DMS. Ask yourself these key questions:
- What types of documents do we manage?
- Who needs access to these documents?
- Are there any compliance requirements we have to meet?
- What features are must have for our business?
By answering these questions, you’ll have a solid foundation for choosing a DMS that fits your company’s needs and budget, ensuring it’s both functional and cost-effective.
Step 2: Choose the right DMS
Now that you know your needs, it’s time to find the best DMS for your business. As you research and compare options, keep these factors in mind:
- Essential features: Make sure it offers what you need, like mobile access or version control.
- Pricing: Ensure it fits within your budget without sacrificing quality.
- User-friendly interface: Look for a system that’s easy for everyone to use, minimizing the learning curve.
- Strong security: Prioritize robust security measures to protect your sensitive documents.
- Scalability: Choose a DMS that can grow with your business as your needs evolve.
- Reliable customer support: Opt for a provider with good support, so help is available when you need it.
Step 3: Create a document management plan
With your DMS selected, it's time to map out your implementation strategy. Here’s how to get started:
- Prioritize documents to digitize first and import them into the system.
- Establish naming conventions for document indexing and organization.
- Determine user roles, permissions, and access levels.
- Set up workflows for collaboration, document approvals, and other processes to streamline operations.
A well-thought-out plan ensures a smooth transition and helps everyone adapt to the new system effectively.
Step 4: Train users on the new system
To ensure successful adoption, make sure all users are comfortable with the new DMS. Here’s what to cover in your training sessions:
- Show users how to upload and download documents
- Teach them to find documents using keywords and filters
- Guide them in creating and managing folders and subfolders
- Explain how manage version control and track revisions
- Demonstrate how to collaborate on documents with multiple users
Step 5: Go live and monitor to make necessary adjustments
After training, it’s time to launch the new DMS. But work doesn’t stop there — monitor user activity and gather feedback for adjustments. Here’s what to focus on:
- Analyze popular features based on their usage
- Address user concerns and troubleshoot issues
- Update the DMS regularly and implement new features for better usability
- Improve document management processes, including backup and security measures
Step-by-step process to implement a document management system:
What features do you look for in the document management system?
Before choosing a document management system, make sure to evaluate its key features according to your business needs. Some of these features include:
1. Cloud-based or on-premises
Decide between a cloud-based or on-premises solution based on your company's infrastructure and security needs.
Why it matters:Â A cloud-based DMS provides flexibility and easy access from anywhere, making it ideal for remote teams. On the other hand, an on-premises solution might be better if your company handles highly sensitive information and needs tighter control over security.
2. OCR (Optical Character Recognition)
OCR enables users to scan and convert documents into searchable and editable text.
Why it matters: It saves time and boosts efficiency, especially when dealing with large volumes of documents that need to be quickly searchable and editable.
3. Workflow automation
Automating workflows within your DMS eliminates manual tasks, reduces errors, and speeds up document approvals and collaboration.
Why it matters: By automating repetitive tasks, you not only save time but also minimize human errors, making your processes more efficient and reliable.
4. Version control
Document version control lets users track changes, review past versions, and collaborate seamlessly on a single document.
Why it matters: It prevents document duplication, ensures accuracy, and supports consistent document management, which is crucial for project teams working together.
5. Collaboration tools
Features like comments, annotations, and real-time editing enable multiple users to work together on a document simultaneously.
Why it matters: These tools enhance teamwork, improve communication, and boost overall productivity by making collaboration smooth and efficient.
6. Integration with other systems
Ensure the document management system integrates with your company's other software, like accounting or CRM systems.
Why it matters: Seamless integration improves workflows and data sharing across platforms, reducing the need for manual data entry and minimizing errors.
7. Access control and permissions
Access control and permissions allow administrators to set user privileges based on the user’s role in the company. You can restrict users from accessing sensitive files and track document activity for surveillance.
Why it matters: It maintains data security and confidentiality while enabling efficient collaboration, ensuring that only authorized users can access certain documents.
8. Search and retrieval
A robust document management system makes it easy to find files using keywords or metadata, making retrieval quick and simple.
Why it matters: Saves time and improves efficiency by quickly locating documents without manually searching through physical files and folders.
9. Mobile accessibility
With the increase in remote work, having a document management system that is accessible on mobile devices boosts productivity.
Why it matters: Employees can access and collaborate on documents from anywhere, streamlining quick approvals and decision-making, even in remote setups.
10. Compliance and security
A reliable document management system ensures data privacy compliance and secures sensitive information.
Why it matters: Safeguards company data and prevents legal issues due to GDPR or HIPAA non-compliance. Offers audit trails to monitor document access, enhancing accountability.
10 best document management systems
Here’s a detailed look at the top 10 DMS in 2024:
1. Signeasy
Signeasy, an AI-powered contract management and eSignature platform, simplifies business operations with a focus on contract processes. It offers key features like document import, signature requests, status tracking, and document and user management, making it an efficient tool for managing contracts effectively.
Core features:
- Import files from cloud storage for quick access.
- Sign and send documents out for signatures.
- Send multiple documents in one go.
- Create and share templates of frequently used contracts.
- Control the sequence in which the documents are signed.
- Collect all necessary documents along with signatures.
- Complete signatures even without an internet connection.
- Use mobile devices to sign documents on the go.
- Enable recipients to sign via secure, shareable links.
- Facilitate face-to-face document signing.
- Stay updated with real-time alerts.
- Keep signers on track with automatic follow-ups.
Pricing: Business plans start at $30/user/month, and business plus plans are available at $40/user/month.
Rating: 4.7 out of 5 on G2
Reviews: Most users find Signeasy easy to use and affordable, but some face form field issues.
2. Jotform
Jotform allows you to create, collect, and manage documents online. It is an online form builder that works efficiently as a DMS with data organization tools.
Core features:
- Create forms effortlessly with a drag-and-drop interface featuring 10,000+ templates
- Customize form-generated documents, such as fillable PDFs
- Automate data import and integrate with platforms for a smooth workflow
- Collaborate with teams on documents and easily share files
Pricing: Free for up to 5 forms and $39/month for up to 50 forms.
Rating: 4.7 out of 5 on G2
Reviews: Jotform is simple to use and customize according to most users but has design and feature issues.
3. Revver
Revver is a document management system that digitizes and automates businesses' workflows. It streamlines storage, retrieval, collaboration, and process automation, turning document management into a growth and efficiency driver.
Core features:
- Secure cloud storage (up to 20TB)
- Optical character recognition (OCR) for searchable documents
- Version control to prevent parallel edits
- Customizable workflows to automate document management
- Intuitive user interface with minimal training required
Pricing: Get in touch with their team for the best rates.
Rating:Â 4.3 out of 5 on G2
Reviews: Most users like Revver for easy document management, organization, and access features, though some say it is slow.
4. DocuWare
DocuWare is a DMS that automates business processes by managing documents digitally. It provides a cloud, on-premise, or hybrid DMS model that centralizes storage and enhances collaboration.
Core features:
- Automatically captures and indexes documents from different sources for easy searchability.
- Streamlines automated workflows for document approval, processing, and distribution.
- A centralized document repository is accessible from any device.
- Enhances team collaboration with simultaneous document access and editing.
- Enables quick document retrieval with advanced search capabilities.
Pricing: Get in touch with their team for a custom pricing plan.
Rating: 4.4 out of 5 on G2
Reviews: Docuware is liked for its document and workflow management features. However, it lacks mobile app functionality.
5. DocuPhase
DocuPhase streamlines business processes with document management and workflow automation. It provides centralized storage, organization, and automated workflows for efficiency. With robust features, flexible pricing, and strong integration, it's a valuable tool for digitizing operations.
Core features:
- Automatically captures and indexes documents from various sources using OCR technology.
- Cloud-based repository for secure document storage.
- Customize workflows to automate document processes.
- Facilitates team collaboration with version control and mobile access.
- Powerful search features for quick document retrieval.
Pricing: Get in touch with their team for the pricing plans.
Rating: 4.4 out of 5 on G2
Reviews: Most users like the simplicity of DocuPhase and appreciate the workflow automation features. However, they expect better customer support and documentation.
6. M-Files
M-Files is a powerful and robust document management system using metadata-driven architecture to organize, retrieve, and manage documents. It streamlines workflows, enhances collaboration, and ensures compliance with structured and unstructured data management.
Core features:
- Users categorize and find documents easily using metadata.
- Automates document processes, reduces manual tasks, and streamlines approvals.
- Enables electronic signatures for improved workflow efficiency.
Pricing: M-files platform is available for a free trial, and you can select from their base, teams, and business plans based on the features you need.
Rating: 4.3 out of 5 on G2
Reviews: Users like M-files for its document management and search functionality but find setting it up time-consuming.
7. OnlyOffice
OnlyOffice is a document management system for creating, editing, and collaborating on documents. Teams can boost productivity by working together in real-time. OnlyOffice supports multiple file formats and integrates seamlessly into business processes.
Core features:
- Real-time collaboration for documents, spreadsheets, and presentations with co-authoring and editing features.
- Compatible with various file formats like Microsoft Office and PDFs.
- Includes chat, audio, and video calling to enhance communication while editing documents.
- Tracks document changes and allow users to revert to previous versions when necessary.
Pricing: OnlyOffice Docs Enterprise plan is available at $8 per user/month for cloud hosting, while the on-premise version starts at $1500.
Rating: 4.4 out of 5 on G2
Reviews: OnlyOffice users appreciate its ease of use and integration capabilities. However they expect more features on the platform.
8. Folderit
Folderit is a cloud document management system for businesses to store, organize, and manage documents securely. Its user-friendly interface, strong search capabilities, and high security enhance workflows and team collaboration.
Core features:
- Offers secure cloud storage for documents.
- Users can add metadata and custom fields to categorize and organize documents.
- Streamlines processes with customizable approval workflows.
- Tracks changes and maintains version history for data integrity.
- Enables quick document retrieval with advanced search options, including full-text search and OCR.
Pricing: Folderit is available with limited storage and users at $28/month, and you can upgrade to better features, more space, and a larger team at $85/month. Custom plans are also available.Â
Rating: 4.2 out of 5 on G2
Reviews: Folderit is loved by users for its secure document management capabilities However, some users find it difficult to locate files on the platform.
9. PandaDoc
PandaDoc simplifies document management, focusing on creating, managing, and sharing documents, especially in sales and marketing. It provides a central platform for storing, organizing, and collaborating on documents, streamlining workflows, and ensuring secure data handling.
Core features:
- Provides 750+ customizable templates for proposals, contracts, and quotes, enabling quick creation of professional documents.
- Offers legally binding e-signatures for quick approvals and reduced turnaround times.
- Automate repetitive tasks with customizable workflows, such as reminders and approvals.
- Allows multiple users to collaborate on documents, with features for comments and feedback.
- Offers analytics and tracking for monitoring document status and user interactions.
Pricing: PandaDoc is available for a free trial and a starter plan at $19 per user/month. You can upgrade to the business plan at $49 per user/month or request a custom enterprise plan.
Rating: 4.7 out of 5 on G2
Reviews: PandaDoc is appreciated by users for its document management capabilities, but it offers limited functionality and supporting documentation.
10. Laserfiche
Laserfiche is a comprehensive document management system (DMS) that automates business processes through intelligent content management. It helps digitize, manage, and secure documents, enhancing collaboration and compliance across departments.
Core features:
- Advanced tools for accurately digitizing paper documents.
- Customizable workflows automate business processes, boosting productivity and cutting manual tasks.
- A structured and user-friendly system for storing, categorizing, and retrieving documents.
- Tools for quickly locating documents using metadata and full-text search.
- Access documents from anywhere for enhanced productivity on the go.
Pricing: Laserfiche is available at $69 per user/month on the cloud for up to 5 users, and the self-hosting version is available at $69 per user/month for up to 25 users.
Rating: 4.7 out of 5 on G2
Reviews: Users like Laserfiche because it is easy to use for document management and process automation. However, it has a complex learning curve.
Here’s a comparison of the features of each DMS covered above:
How do you choose the suitable DMS for your business?
Choosing the right DMS for your business can be overwhelming, considering the wide range of features and capabilities available. Here are some factors to consider when making your decision:
- List critical functionalities you require from the DMS - storage, security, search capabilities, or collaboration tools.
- Choose a scalable DMS that meets your document management needs as your business grows.
- Ensure the chosen DMS integrates with your current software and workflows.
- The DMS must fit your budget.
- Implement strong security measures and comply with regulations to safeguard sensitive documents.
- Research DMS options by reviewing and comparing features. Book a demo to find the best fit for your business.
- Consider the ease of use and accessibility for your remote and in-house teams.
- Ensure customer support and training for a smooth transition and effective use of the DMS.
- Evaluate customization and automation options available to streamline document management processes.
Make your document management functional and flawlessÂ
Choosing the right Document Management System (DMS) transforms your business by saving time and improving efficiency. It makes making document storage, retrieval, and collaboration a breeze. With so many DMS options, finding the perfect fit might seem overwhelming, but remember, it is all about what works best for your unique needs.
After exploring the top 10 DMS solutions, Signeasy stands out as the best option with features like ease of use, collaboration, access control with SSO, audit trails, and trust seal. It also offers excellent customer support and user training to improve adoption and ensure a smooth transition for your teams.
Signeasy smoothly integrates with your business tools like Google Workspace and Microsoft 365 to improve your workflows and boost productivity. With Signeasy, you can save time, money, and effort while ensuring security and compliance across all departments.Â
Try Signeasy For Free Today!
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