As your company expands, you want your employees to focus their time on business growth opportunities. But what if they are wasting hours on trivial tasks such as finding an invoice or looking for a contract?
Unfortunately, this is still happening.
In a 2023 Adobe survey ,
48% of respondents said they still struggle to find documents quickly, and 47% feel their company’s online filing system is confusing and ineffective. These challenges highlight a significant roadblock in productivity.
You need an enterprise document management system to solve this problem.
In this post, we will look at what an enterprise document management system is and how you can find one for your organization. We will also look at top enterprise document management software in the market with key features, pros and cons.
The Best Enterprise Document Management Systems Signeasy for fast-growing companies needing legally vetted document managementMicrosoft SharePoint for building and managing intranetsAdobe Cloud for creative professionals needing visual content and PDF storageDocusign for automating e-signature workflowsDropbox for secure file storage and sharingRevver for automating business process managementM-Files for advanced document search and metadata-driven organizationZoho Docs for real-time collaboration across multiple file typesConfluence for centralized knowledge management within teamsLaserfiche for enterprise-level content management and automationWant a quick comparison? Check out the table for the best enterprise document management software here.
What is an enterprise document management system? An Enterprise Document Management System (EDMS) is a comprehensive digital platform designed to centralize document storage, automate workflows, ensure compliance, and integrate with other enterprise software, making it ideal for managing large volumes of documents across multiple departments in a growing or large organization.
You might wonder how it’s different from regular document management software. An Enterprise Document Management System (EDMS) offers more advanced features like workflow automation, compliance management, and integration across departments, while a basic Document Management System (DMS) focuses primarily on storing, organizing, and retrieving documents.
How does an enterprise document management system work? An Enterprise Document Management System (EDMS) is designed to streamline the way organizations handle documents throughout their lifecycle. Here’s how it typically works:
Document capture : The process begins with capturing documents, which can be done through scanning physical documents, importing digital files, or integrating with other systems like emails or cloud storage. The EDMS converts these documents into digital formats and indexes them for easy retrieval.Document indexing and retrieval : EDMS further indexes files based on their metadata. It helps users to locate the documents they need quickly.Document storage : Once captured, documents are securely stored in a centralized repository. This storage is often cloud-based or hybrid, allowing for scalable storage options. Documents are organized using metadata, making it easier to categorize and search for them later.Access control: EDMS often encrypts data to protect information from unauthorized access. Further, it also restricts access to documents based on user permissions. EDMS provides role-based access controls, ensuring that only authorized personnel can view, edit, or share documents. Team members can collaborate in real-time, with features like version control to track changes and ensure everyone is working on the most up-to-date version.Security and compliance: EDMS ensures that documents are managed in compliance with regulatory requirements by enforcing policies like retention schedules and audit trails. It also employs advanced security measures like encryption and multi-factor authentication to protect sensitive information.Search and Retrieval: With documents indexed by metadata, an EDMS allows users to quickly search and retrieve documents using keywords, tags, or filters. This reduces the time spent searching for documents and improves overall efficiency.Workflow automation : One of the key benefits of an EDMS is its ability to automate document-centric workflows such as providing access based on roles, sending documents for approvals, notifications on any document tasks, and more. Enterprise content management vs. enterprise document management The key difference between Enterprise Content Management (ECM) and Enterprise Document Management (EDM) lies in their scope and functionality.
ECM is used for managing all types of content within an organization, including documents, emails, web content, and multimedia files. It covers the entire content lifecycle, from creation and storage to collaboration and governance.
Tools like Microsoft SharePoint and Laserfiche are examples of ECM systems that handle a wide range of content types.
On the other hand, EDM is a subset of ECM that focuses specifically on managing documents.
EDM deals with the storage, organization, retrieval, and security of digital documents, with a particular emphasis on document workflows, version control, and regulatory compliance.
Tools like Signeasy and M-Files are examples of EDM systems that cater specifically to document management needs.
Comparison table for ECM vs EDM
Benefits of EDMS The main benefits of using an EDMS solution include:
Saves costs : EDMS reduces the need for any physical storage and manual labor involved in finding any document lying in a pile of files.Scales operations : As a digital solution, EMDS helps you scale up storage quickly when required.Improves compliance : EDMS solutions are required to adhere to regulations and privacy laws so you can share the load of maintaining compliance.Eases document retrieval : As EDMS centralizes document storage, retrieval becomes easier. Many EDMS also provide advanced search capabilities to make search faster.Provides robust protectio n: EDMS provides access control to ensure only authorized personnel can access or edit any document. Also, many EDMS encrypt stored data to add another layer of protection.Promotes backup and disaster recovery : EDMS typically includes automated backup and recovery features so you can recover data in case of any issues.Improves collaboration and communication : With EDMS centralizing data, multiple team members can access and work on a file simultaneously, boosting collaboration and communication.Checkout how you can automate your eSignature and contract management operations.
Types of EDMS There are three main types of EDMS:
On-premises EDMS : On-premises EDMS are installed and run on servers within the organization’s infrastructure. It provides the organization with more control over the system.Cloud-based EDMS : Cloud-based EDMS runs on remote servers managed by a cloud service provider. It boosts scalability, which is essential for fast-growing and enterprise organizations.Hybrid EDMS : Hybrid EDMS runs on a combination of on-premises and remote servers, balancing both control and scalability. 10 best enterprise document management software To compile our list of the top 10 Enterprise Document Management Systems (EDMS), we evaluated a wide range of solutions based on several key criteria. We considered factors such as ease of use, scalability, security features, and integration capabilities.
We also analyzed user reviews and feedback to gauge real-world performance and satisfaction, ensuring that each EDMS on this list meets practical business needs.
1. Signeasy Signeasy is a contract lifecycle and document management solution for fast-growing companies looking to streamline document workflows. Signeasy makes it easy to prepare, edit, sign, track, send, and store documents. With advanced contract management workflows, it's perfect for companies looking to manage legally vetted documents.
Best for: Contract management for fast-growing companies
Key features: Key Signeasy features for EDMS include
eSignature workflows to streamline document signing processes. Advanced contract management, from preparation to storage, with built-in workflows. Secure cloud storage to store documents securely in the cloud with industry-standard encryption. Digital audit trail to track every action taken on a document, ensuring transparency and compliance. Integration with popular business platforms like Google Workspace, Microsoft 365, and more. AI-powered document analysis to generate summaries and extract key contract terms automatically. Role-based access control to ensure only authorized personnel can view, edit, or share documents. Customizable templates to create and reuse document templates to save time and maintain consistency. Compliance with global sttandards and laws like GDPR, HIPAA, and eIDAS. Advanced reporting and analytics to gain insights into document workflows with detailed reports. Pricing: eSignature and Contract Management Pricing for Business plans start at $30 per month per user.
Pros (based on user reviews): Simple to use interface with minimal or no training required Affordable licensing model charging per instead of per signature, making it a good choice for high-volume users Advanced AI functionalities providing document summaries Cons (based on user reviews): With per-user pricing, it's expensive for large teams that don't use the product frequently. Signeasy user review | Source: G2
2. Microsoft SharePoint Microsoft SharePoint is a document management and collaboration platform developed by the Microsoft team. It can manage various content types, including documents, images, videos, web pages, and tasks. Companies often use it to create an internal wiki with all important content.
Best for: Intranet development
Key features: Cloud storage Real-time co-authoring and collaboration on documents Data encryption and role-based access control Advanced search capabilities Integration with Microsoft Office 365 Support for custom intranet development and management Personalized news feeds, announcements, and social features like comments and likes Pricing: Business plans start at $12.5 per user per month
Pros (based on user reviews): Promotes team collaboration Cons (based on user reviews): Poor search capabilities Steep learning curve Customization requires technical expertise. Microsoft SharePoint user review | Source: G2
3. Adobe Cloud Adobe Cloud , also called Adobe Creative Cloud, offers cloud storage and collaboration tools. It comes with various tools for video or image editing, making it an excellent choice for creative professionals.
Best for: Storing visual content and PDFs
Key features: Creative tools for photo/video editing Cloud-based storage Real-time collaboration and feedback Version history. Pricing: Business plans start at $37.99 per user per month
Pros (based on user reviews): Provides a complete suite of tools required for creative businesses Cons (based on user reviews): Less intuitive and outdated user interface 100 GB storage is included in the plan. Need to purchase additional storage after exhausting that. Adobe Cloud user review | Source: G2
4. Docusign Docusign is a cloud-based eSignature solution that allows users to create, send, sign, and track documents. It is used to build digital agreement workflows across various industries, including construction, finance, retail, and healthcare, among others.
Best for: eSignatures workflow automation and contract lifecycle management
Key features: Electronic signatures Document management Workflow automation Cloud storage integration Access control Real-time document status updates Digital audit trail Reporting and analytics Encryption Pricing: Business plans start at $40 per user, per month
Pros (based on user reviews): Simple to use Mobile accessibility Cons (based on user reviews): Poor customer service Limited customizations Expensive Docusign user review | Source: G2
5. Dropbox Dropbox is a cloud storage solution used to store, manage, and share files securely. It primarily started off as a file hosting service, allowing users to access their files and collaborate from anywhere.
Best for: File storage and sharing
Key features: Cloud storage Collaboration Offline access Pricing: Business plans start at $15 per user per month
Pros (based on user reviews): Anywhere access to files: offline and online Easy search options Cons (based on user reviews): Creates conflicting files when files are edited in parallel Dropbox user review | Source: G2
6. Revver Revver is a document management software designed to manage documents and automate document-centric processes. Formerly known as eFileCabinet (which was more of a traditional document management system), it rebranded as Revver and established a key focus on business process automation.
Best for: Business process automation
Key features: Secure cloud storage Automation Compliance and Security Pricing: Not mentioned on the website. Need to contact the team.
Pros (based on user reviews): Fast customer support Easy document management Cons (based on user reviews): Revver user review | Source: G2
7. M-Files M-Files is a document platform known for its innovative metadata-driven document management. It organizes documents based on metadata rather than depending on traditional folder structures.
Best for: Advanced search functionalities
Key features: On-premises, cloud, or hybrid storage Metadata-driven advanced search Version control Workflow automation Real-time collaboration Role-based access control Encryption Pricing: Not mentioned on the website. Need to contact the team.
Pros (based on user reviews): Easy to navigate and locate files Fast download Cons (based on user reviews): Poor user interface On-premises EDMS is slow, cloud storage is faster. M-Files user review | Source: G2
8. Zoho Docs Zoho Docs is a document management system used to create, store, share, and collaborate on files. It supports over 160 file types, making it a relevant platform to multiple industries.
Best for: Real-time collaboration
Key features: Secure cloud storage Real-time collaboration Role-based access control Advanced analytics Pricing: Custom pricing. Need to contact the team.
Pros (based on user reviews): Supports multiple file types Extensive collaborative features Cons (based on user reviews): Less customization options Limited storage. Zoho Docs user review | Source: G2
9. Confluence Confluence is a collaboration solution that helps teams create, share, and manage information in a centralized location. It allows team members to collaboratively create an intranet with Confluence web pages having all information. It also supports uploading images, PDFs, and Office documents.
Best for: Knowledge management within teams
Key features: Web page creation Document upload Version history Real-time collaboration Access control Pricing: Need to contact the team for Enterprise plans
Pros (based on user reviews): Simple user interface Works well in collaboration with other Atlassian apps, such as Jira Cons (based on user reviews): Poor customer support Employees need knowledge training on many features Limited search capabilities Confluence user review | Source: G2
10. Laserfiche Laserfiche is an enterprise content or document management software that helps store and manage documents. It also automates repetitive document tasks.
Best for: Enterprise content management
Key features: Secure storage Workflow automation Access control Audit trails Collaboration tools Reporting and analytics Pricing: Business plans start at $69 per user per month
Pros (based on user reviews): Extensive automation capabilities Cons (based on user reviews): Steep learning curve Expensive Lasferiche user review | Source: G2
10 best enterprise document management software comparison | Summary 7 Factors to look in an enterprise document management system There are many EDMS in the market, but choosing the right one heavily depends on your business use cases and team. Here are the few factors that will help you arrive at the right system for your company:
Does the EDMS support the file type you want to send? Does it offer the type of storage you need: on-premises or cloud? Does it support the business functionality you need? For instance, if you are storing more legal files, then is the EDMS compliant with legal standards? Does it offer robust protection with access control and encryption? Can it be integrated with your current tech stack? Does it offer advanced AI features so you can keep up with technology trends? Does it offer reporting and analytics features if you need to generate reports? Streamline legal document management with Signeasy Signeasy helps you manage your entire legal document workflow with the below features :
eSignature workflow automation: With Signeasy, you can automate your entire eSignature workflow. You simply have to add signing fields and set a signing order for the document. Signeasy sends the document for signatures, tracks signatures with automated follow-ups, and provides the final signed version with an audit trail. No manual intervention is required. Secure cloud storage: We ensure documents are encrypted while sending for signature and in cloud storage. Access controls: You can set permissions for who can view or edit documents. AI-powered search features: Signeasy generates quick summaries of documents using AI. It helps the team to collaborate faster on documents. Compliance support: Signeasy follows legal and industry standards, such as GDPR, HIPAA, or eIDAS. Automated reports: Signeasy also provides automated reports with usage statistics and key insights such as average turnaround times, aggregate signature requests, and more. Our pricing also supports the easy scale required for fast-growing companies, with plans starting at $30 per use per month.
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