As the shift toward a paperless office becomes a daily reality, particularly with the rise of remote work, you might feel the rising need for the best document management system. The challenges are all too familiar—manual data entry, version control complications, and an overwhelming volume of files accumulating over time. Traditional filing methods are no longer sufficient therefore any providers not only offer secure storage but also enable sharing and synchronization across organizations.
However, it goes beyond simply storing files securely online. Its primary function is to streamline processes, from using branded templates and optimizing workflows to integrating collaboration tools and organizing complex information. In addition to standard editing and other features, a robust system must support various digital file types, including images, design files, and even legacy formats. Modern options also incorporate electronic signature capabilities to facilitate seamless online processing.
To help you navigate the many options available, we've identified the top 21 document management tools that can bring structure and efficiency to your business. In this article, we’ll explore each one in detail, assisting you in finding the perfect fit for your needs.
A top document management system is designed to create, store, manage, and track electronic documents, as well as digitized versions of paper-based files. Originally developed to transform physical records into digital formats, it is often compared to an electronic filing cabinet.
Such implementation can greatly enhance business efficiency by streamlining capture, digitization, and structuring, allowing you to focus on more strategic aspects of your operations. A well-designed system offers numerous advantages beyond basic storage, including enhanced security, seamless collaboration, and automated compliance with industry regulations.
As an example, medium-sized businesses, in particular, stand to gain significantly from a well-implemented DM system, as it enhances overall efficiency. One of the primary benefits is having a secure, organized space for storing critical files. Additionally, a system facilitates workflow automation and allows data extraction from PDF, access control, version regulation, and backup processes. It serves as the foundation for secure storage, sharing, and control within an organization.
With its advanced classification capabilities, it can significantly improve your process mapping. Given the extensive capabilities these systems offer, their rising adoption comes as no surprise.
A well-structured system offers numerous advantages, from cost savings and improved regulatory compliance to enhanced employee productivity and customer satisfaction.
Statistics support these claims, demonstrating that a subset of the larger data center business, the storage industry was worth almost $60 billion in 2024, contributing to a total market value of $416 billion. Similarly, if we examine the technological markets that are propelling these settings, we may see a future of expansion.
Revenue in the DRAM industry reached 18.4 billion USD in the first quarter of 2024, while revenue in the NAND flash market surpassed 14.7 billion USD in the same period.
With that in mind, below are seven major benefits of adopting the best DMS systems and how they can positively impact organizations.
Transitioning is a crucial step toward creating a paperless office, eliminating the costs, security risks, and inefficiencies associated with paper storage.
The availability of rapid access improves workplace productivity, raises employee morale, and reduces the likelihood of errors and misunderstandings inside the workplace.
Taking the medical industry as an example, comprehensive EMR integration technologies and solutions guarantee that employees can rapidly discover the information they want, regardless of whether they are performing research, assisting a client, or monitoring patient data.
A well-implemented system helps businesses adhere to industry regulations by ensuring better-controlled access and version tracking.
It fosters seamless collaboration, regardless of whether employees are working in the office, remotely, or on the go. Given the increasing preference for flexible work environments, businesses need systems that support efficient teamwork without requiring physical presence.
Many modern options incorporate automation features, streamlining repetitive tasks and improving overall workflow efficiency. For instance, some top healthcare ERP systems in the industry can facilitate the majority of crucial tasks.
Opting for a system ensures business continuity even in the face of unexpected disruptions. Leading providers implement redundant report storage as in the case of fleet management system software, allowing for rapid disaster recovery in the event of natural disasters, cyberattacks, or system failures.
Regardless of the circumstances, critical business files remain secure and accessible.
Secure archiving not only safeguards sensitive business information but also ensures that authorized personnel can access the files they need while restricting unauthorized access. Implementing encryption, multi-factor authentication, and access logs reduces security risks while maintaining integrity.
This allows you to streamline operations, strengthen compliance, enhance collaboration, and protect critical information, ultimately driving greater efficiency and long-term success.
Finding the right provider is crucial if you are looking to enhance efficiency, maintain security, and streamline workflows. With the vast amount of records organizations handle daily, a well-structured program reduces inefficiencies, prevents losses, and ensures compliance with industry regulations.
However, not all solutions are built the same—choosing the right one means prioritizing features that improve collaboration, automate tasks, and scale with business growth. Thus, when selecting a provider, it’s essential to consider not only your current needs but also the features that will support your business as it scales.
Below we provided the list of characteristics that you might find useful in your decision-making process.
As more and more companies and organizations move toward digital solutions, the days of sifting through endless rows of file cabinets are rapidly coming to an end.
According to the research, the cloud storage industry has reached 247 billion USD in 2024, up from an expected 197 billion USD in 2023. The technologies are often available via web interfaces, mobile apps, and desktop computers, and they are typically run in the cloud.
Due to many advanced functionalities and interfaces, organizations of all sizes are embracing SaaS solutions for various business tasks, which is driving the overall growth of the SaaS market.
However, it might be difficult to choose the best option for your organization from the many that are available. In this section, we'll explore 21 of the top players in the market, each offering a wide range of features to meet various needs and requirements.
CleverDev Software, a custom software development company that specializes in enterprise-level solutions, including EDI integration, healthcare, and automation services, offers customization designed to meet industry-specific needs.
With deep expertise in creating seamless data exchange solutions, CleverDev Software develops custom EDI software to optimize business processes. Our advancements encompass EHR and CTMS systems, ensuring efficiency and compliance in medical environments.
Additionally, our AI-powered automation and chatbot development enhance productivity, while cloud-based and on-premises solutions cater to diverse industries. With a focus on scalability and security, we deliver robust enterprise software that supports business growth and digital transformation.
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Established in 2005, Box was built on the idea that seamless collaboration drives exceptional work. Today, it supports 97,000 businesses, including more than half of the Fortune 500, by leveraging artificial intelligence for intelligent content regulation.
Designed for organizations of all sizes across various industries, Box offers a cloud-native platform with unlimited storage, accessible through both desktop and mobile apps. Its zero-trust security framework ensures protection while providing robust collaboration tools and built-in eSignature functionality.
Box Governance enables proactive retention, while Optical Character Recognition (OCR) and mobile content capture enhance accessibility. With seamless integration across more than 1,500 third-party applications, Box delivers a comprehensive and secure content option.
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Founded in 1988, DocuWare is a trusted system available in 16 languages, with global brands like IKEA and Sony among its users.
Designed for businesses of all sizes, it specializes in digital records administration across industries such as manufacturing, retail, healthcare, and government, as well as providing manufacturing operations management software.
DocuWare is accessible on Windows desktops, web browsers, and mobile apps for iOS and Android, offering both in-person and remote training with customer support during business hours. It provides robust collaboration tools, compliance tracking, and eSignature capabilities, along with advanced archiving, indexing, retention, and assembly features.
With OCR technology, file recovery, version control, and offline access, DocuWare ensures seamless administration and integrates with over 500 third-party applications for enhanced efficiency.
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Dropbox is a cloud-based storage and collaboration platform designed to streamline workflows by minimizing busy work. With Dropbox Business, organizations can scale efficiently while maintaining full control over user access and security.
Ideal for teams that require seamless collaboration across multiple users, Dropbox is accessible on Windows and Mac desktops, web browsers, and mobile apps for iOS and Android. It offers live training and 24/7 support with real-time assistance, along with collaboration tools, eSignature functionality, version control, and compliance tracking.
Additional features include archiving, indexing, assembly, and retention, as well as file recovery, type conversion, and offline access. With robust administrative controls for user and role control, Dropbox ensures secure and efficient handling for businesses of all sizes.
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Founded in 2007 in Mountain View, California, Egnyte provides cloud-based content with a strong emphasis on security, compliance, and governance. It is especially ideal for businesses in highly regulated industries that require secure content management and stringent compliance controls.
Key features include AI-powered insights to enhance security, automated content classification, and metadata oversight. The Cloud File Server is accessible via desktop app, web browser, or mobile device, offering flexibility and ease of use.
Additionally, Egnyte comes with pre-configured security controls aligned with NIST 800-171 standards and integrated eSignature functionality, ensuring seamless and secure handling.
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Google Workspace allows for seamless file storage, syncing, and sharing across teams. It is particularly suited for teams that require real-time collaboration and efficient record sharing. Key features include extensive storage that supports a variety of file types, integration with Google products and third-party applications, and advanced search functionality by file type, name, or owner.
It also offers file conversion, editing history, and cloud backup for easy recovery, along with external file sharing via links and email. For convenience, Google Workspace provides offline access for selected files, ensuring flexibility for users working in different environments.
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Laserfiche offers intelligent business process automation to streamline workflows and eliminate manual tasks. It is well-suited for businesses of all sizes across various industries, including finance, education, real estate, healthcare, and construction.
Key features include accessibility across Windows, iOS/Android, and web platforms, along with collaboration tools, eSignature functionality, and compliance tracking. Laserfiche also provides archiving, indexing, retention, version control, file recovery, type conversion, and offline access.
Additionally, it excels in advanced business processes and enterprise content oversight, helping businesses improve efficiency and reduce operational bottlenecks.
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M-Files is an intelligent information platform that organizes and connects data across various systems without the need for migration. It is ideal for small to mid-sized businesses looking for a flexible and customizable document management tools list. Key features include a customizable platform with add-on options, offline access, file recovery, and version control.
M-Files also offers advanced search capabilities powered by OCR technology, automated workflows, compliance tracking, and eSignature functionality. Additionally, it supports indexing, archiving, and permission control, ensuring that businesses can efficiently manage their information while maintaining security and compliance.
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OnlyOffice Workspace provides a suite of online collaboration and team tools designed to streamline workflows and improve productivity. It is ideal for educational institutions, SMBs, enterprises, and government agencies. Key features include collaboration tools, eSignature functionality, archiving, and OCR technology.
It also offers project management tools, team chat capabilities, and presentation features. Users can access the platform through desktop and mobile apps (Windows, iOS, Android) as well as web access. Additionally, OnlyOffice Workspace provides live online training sessions to help teams make the most of the platform’s capabilities.
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Revver integrates eFileCabinet and Rubex to streamline workflows through automation and governance tools. It is designed for businesses in industries such as accounting, healthcare, real estate, and government.
The platform offers both cloud-based and on-premise developments, with compatibility across desktop and mobile devices (Windows, Mac, iOS, Android). Key features include workflow adjustment, OCR technology, secure file sharing, eSignature functionality, version control, archiving, and file type conversion. Revver also provides 24/7 support with live representatives to ensure users have the assistance they need whenever necessary.
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Microsoft SharePoint, launched in 2003, has evolved into a powerful system deeply integrated within the Microsoft ecosystem. It is particularly well-suited for large organizations that require scalable access and advanced collaboration tools.
SharePoint offers a high level of customization with user-defined functions, allowing businesses to tailor the platform to their specific needs. Their toolkit includes external file sharing, robust content capabilities, advanced search functionality, and automated workflows with alerts, all designed to enhance business process automation and streamline collaboration across teams.
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This flexible software for document management offers granular control over data handling and extensive workflow customization. It is particularly ideal for businesses that require highly customizable workflow templates to meet their specific needs.
Key features include detailed control, automated workflow capabilities, and secure storage, all designed to enhance efficiency while ensuring protection and compliance.
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This workflow automation tool is designed primarily for iPad users, offering seamless cloud integration and efficient handling.
Ideal for field teams and businesses utilizing iPads for workflows, it features an intuitive interface, user-friendly automation, and smooth cloud storage integrations.
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This document management tool is optimized for handling PDFs, providing robust tools for editing and conversion.
Best suited for teams requiring strong PDF editing capabilities, it supports form entry, and digital signatures, and offers cloud-based storage with mobile access for flexibility.
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This legal document management system excels in capture, scanning, metadata oversight, and workflow automation, making it ideal for organizations that require extensive indexing.
Key features include intuitive administration tools, seamless workflow implementation, integration with Workday and QuickBooks, and zonal recognition for image capture in forms.
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This document management system's best practices offer robust compliance and retention features, making it ideal for businesses that need secure storage with compliance tracking.
They also provide retention and security controls, role-based access, workflow automation, collaboration tools, and seamless third-party integrations with business software.
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This secure, AI-powered system offers collaboration, search, and audit capabilities. It’s perfect for businesses that require comprehensive document management system tools with a focus on compliance.
Key features include secure storage and sharing options, advanced search capabilities with Optical Character Recognition (OCR), audit trail functionalities to track changes, and both cloud-based and on-premise deployment options.
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This collaboration tool is designed for creative teams, offering efficient file sharing, feedback loops, and approval workflows. It’s ideal for marketing, design, and creative teams who need a seamless way to share and review content.
Besides, they are able to provide real-time commenting and approval tools, secure file-sharing with external clients, the ability to upload large files, and custom branding options. The Uplink feature allows for easy file receipt from clients, streamlining the entire review and approval process.
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This cloud-based electronic signature platform enables users to securely sign, encrypt, and track from any device. It's perfect for businesses needing legally binding eSignatures with full encryption and comprehensive audit trails.
The platform integrates seamlessly with popular cloud storage like Google Drive and Dropbox, ensuring a smooth cloud-based document management system. Additionally, it’s mobile-friendly, allowing users to put signatures on the go with ease.
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This document archiving software and collaboration platform provides centralized file storage and categorization, making it ideal for businesses that require easy access and organization.
It includes features such as categorization, version control, team collaboration tools, and secure cloud-based storage. Customizable access permissions ensure that sensitive information is only accessible to authorized users, streamlining both handling and collaboration.
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This customization and e-signature platform offers an intuitive drag-and-drop form builder, making it easy to tailor documents to your specific needs.
Ideal for businesses that require effortless creation, it includes customizable fields, multiple signature options, and secure digital signing capabilities. The drag-and-drop builder streamlines the process, enabling quick and efficient workflow.
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Orrick, Herrington & Sutcliffe LLP, a global law firm with offices in multiple countries, faced challenges in managing an ever-growing volume of legal documents, contracts, and case files. The firm needed a secure, best DMS in the world to enhance collaboration, improve version control, and ensure compliance with strict legal industry regulations.
Managing vast amounts of legal paperwork had become increasingly complex, making it difficult to maintain version control across different jurisdictions. Security concerns regarding client confidentiality and regulatory compliance added to the firm’s challenges, while inefficient collaboration between lawyers working from various locations further highlighted the need for an improved system.
To address these issues, Orrick implemented a platform specifically designed for law firms. The system streamlined storage, retrieval, and version control while integrating seamlessly with Microsoft Office and Outlook. It also ensured compliance with legal protection standards, including ISO 27001 certification and SOC 2 compliance.
The implementation significantly improved efficiency by enabling legal teams to quickly search, retrieve, and edit in real time, reducing administrative workload. Enhanced security features, including end-to-end encryption and role-based access controls, safeguarded sensitive legal information while maintaining compliance with industry regulations.
The cloud-based nature of the system facilitated seamless collaboration across offices in New York, London, and Hong Kong, allowing lawyers to work on the same files without versioning conflicts. Additionally, the scalable infrastructure provided the firm with the flexibility to expand its capabilities without requiring extensive IT investments.
As a result, Orrick successfully transformed its processes, ensuring stronger collaboration, greater security, and improved regulatory compliance, ultimately enhancing the firm's overall productivity.
If your company relies heavily on paperwork and internal collaboration, implementing a document management system is essential. A robust file system can help digitize paper records, streamline organization, boost employee productivity, and lower operational expenses.
Selecting the right system depends on factors such as your industry, workflow requirements, and budget. While many platforms cater to businesses across various sectors, some are specifically designed for regulated industries, field-based operations, or large enterprises. Additionally, costs can escalate quickly, so it’s crucial to choose a system that aligns with your organization's size and operational needs to ensure cost-effectiveness.
If you're seeking a tailored solution to address your unique challenges, our team is here to work with you. We’ll develop a customized strategy that aligns with your business goals. Reach out to us today, and we'll respond promptly!
Tech & Innovation Expert
Anastasiya is committed to making the complex simple. Her passion for writing, proficient research, and strong interviewing skills allow her to share in-depth insights into the ever-evolving IT landscape.
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