‎Are you tired of being buried in disorganized documents? Well, you're in luck!

With the right document management software (DMS) in place, you can save time and improve productivity by streamlining:

• Document filing.
• Document control.
• Information retrieval.
• File sharing.

No more wasting time on manual document management!

In this blog, we compare the top document management software to help you find the right document management solution for your business.

TL;DR: Best 15+ document management software

1. Bonus document management software tool: Scribe
2. M-Files
3. DocuWare
4. SmartVault
5. LogicalDOC
6. OnlyOffice
7. Microsoft SharePoint
8. Contentverse
9. FileHold
10. Folderit
11. SuiteFiles
12. Dropbox Business
13. Brandfolder
14. DocuPhase
15. Clio
16. Fluix‍

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Wh‎at is document management software?

Document management software (DMS) is a digital solution designed to store, organize and manage documents electronically.

It eliminates the need for physical paperwork, reducing the risk of loss, damage or misplacement.

DMS provides a centralized repository for business documents, making it easier to access and collaborate on files securely.

‎Top 15+ document management software of 2024

1. Bo‎nus document management tool: Sc‎ribe

‎Scribe is not document management software in the standard sense. But you can use the AI-powered tool to create high-quality process documents in seconds, as well as store, organize, manage, and share them with one click.

‎Key features:

• Capture any process in seconds and auto-generate process documentation, SOPs and more using Scribe's pre-built templates and AI features.
• Robust document management capabilities, allowing you to organize, categorize and search for documentation effortlessly.
• The powerful search feature allows you to search by any keywords or filter by specific creators, app tags or workspaces.
• Integrates with hundreds of tools like SharePoint, Notion, Confluence and more.
• Securely share files via your Scribe workspace or send a quick link.
• Export to PDF, HTML, and Markdown or easily embed into your preferred channels or platforms.

Pros:

• Create a searchable documentation repository for your team to find assistance or instruction in one place.
• With version history, tracking changes and universal updates, you can easily update processes, ensuring your documentation is up-to-date and accurate.
• Gain visibility into the total view count and completion rate for all Scribes, along with daily counts for the last month with document insights.

Cons:

• While Scribe's free plan offers rich functionality and quick customization, branding is only available for Pro plan.
• Screenshot annotations and redactions are also only available for Pro subscribers.

2. M-‎‎Files

M-Files is a cloud-based DMS offering a wide range of features like cloud document storage, version control and workflow automation.

Key features:

• AI automatically classifies documents, saving time and effort.
• Document storage and search.
• Version control.
• Real-time collaboration.
• Use it to automate document workflows.
• Audit trails, encryption, and role-based access control features for compliance.

Pros:

• User-friendly interface.
• Comprehensive reporting and analytics identify areas for improvement.
• Integrates with a wide range of third-party software applications.

Cons:

• Can be expensive.
• Implementation can be complex, especially for larger organizations.
• Mobile app functionality is limited compared to the desktop version.

3. Do‎‎cuWare

DocuWare is a cloud-based DMS that helps you store, organize, manage, and share documents securely.

Key features:

• Centralized document storage.
• Document search.
• Version control.
• File management features to create folders, categorize documents with metadata or tags, and organize and retrieve documents.
• Document collaboration.
• Automate document workflows.

Pros:

• User-friendly drag-and-drop interface.
• Secure and compliant document management solution with compliance features like audit trails, encryption and role-based access document control.
• Highly scalable DMS solution that can be used by businesses of all sizes.
• Offline access.
• Integrates with over 500 third-party software applications.

Cons:

• Pricing can be expensive.
• Can be complex to implement.
• Some users report customer support can be slow to respond.
• The mobile app has limited functionality compared to the desktop version.

4. Sm‎artVault

‎SmartVault is a cloud-based document management and file-sharing software for professional services businesses.

Key features:

• Can be used to manage accounting, financial services, legal documents online, customer support, and more.
• File management tools.
• Electronic signatures.
• Workflow automation.
• Reporting and analytics.
• Branded client portal.

Pros:

• Easy to use user interface.
• Secure file-sharing.
• Industry-standard document security for compliance and risk management.

Cons:

• Limited integrations.
• Some users report performance issues when managing large amounts of documents.
• Some premium features like custom branding and third-party integrations can be expensive.

5. Lo‎gicalDOC

‎LogicalDOC is an enterprise document management system with a focus on fast document retrieval and business process automation.

Key features:

• Document management tools like tagging, version control, and search and discovery.
• Workflow automation.
• Reporting and analytics.
• Electronic signatures.

Pros:

• Affordable.
• Easy to use, even with no prior DMS experience.
• Can be installed on Windows, Linux and macOS.
• Offers a variety of deployment options, including on-premises, cloud and hybrid cloud.

Cons:

• Limited customization options.
• Can be slow to perform certain tasks, such as searching for large amounts of data.
• Users note the reporting and analytics features could be more robust.

6. On‎lyOffice

‎OnlyOffice is a cloud-based office suite that includes a document management system. It's a good choice if you're already using OnlyOffice for word processing and spreadsheet creation.

Key features:

• Document management tools including tagging, document control, and search and discovery.
• Collaboration features like real-time editing, commenting and version control.
• Search and discovery features.
• Reporting and analytics.

Pros:

• Easy to use.
• Affordable.
• On-premises and cloud-based deployment options.

Cons:

• Limited customization options.
• Users report support from OnlyOffice can be slow at times.
• Integrating OnlyOffice DMS with other systems can be challenging.

7. Mi‎crosoft SharePoint

Microsoft offers a document management system through ‎SharePoint. Microsoft SharePoint's DMS may be a good choice if you're already using Microsoft 365.

Key features:

• File management system integrates with Microsoft Office Suite, making it easy to share documents with other users and applications.
• Highly scalable DMS solution.
• Cloud storage.
• Workflow automation.
• Reporting and analytics.

Pros:

• Relatively affordable, especially for businesses with smaller budgets.
• Store, organize and manage a wide variety of documents, including Word, Excel, PowerPoint, and PDF files.

Cons:

• Can be complex to manage large volumes of documents.
• Integrating Microsoft SharePoint with other systems can be challenging.

8. Co‎ntentverse

‎Contentverse from Computhink is a cloud-based document management software you can use to manage and organize enterprise-level data and store, organize, and manage documents.

Key features:

• Uses AI to extract data from documents, which can be used to automate tasks and improve efficiency.
• Content management and tagging with keywords and metadata.
• Process management.
• Document storage and organization.
• Secure document access.
• Document lifecycle control.
• Reporting and analytics.

Pros:

• Mobile app for iPhone and Android devices.
• Host in the cloud, on-premises, or in a hybrid environment.
• Version control to track changes and revert to previous versions if needed.

Cons:

• Some complex tasks like custom workflows or integrations can have a steep learning curve.
• Not as well-known as some other content management systems, which can make it more difficult to find support and resources.
• Some users have reported performance issues, especially when managing large amounts of content.

9. Fi‎leHold

‎FileHold is an electronic document management system that helps businesses store, organize and manage digital documents.

Key features:

• Document scanning and indexing.
• Document workflow for reviews and approvals.
• Advanced search and discovery features make it easy to find the documents you need.
• Collaboration features.
• Integrates with a variety of other software applications, including Microsoft Office, Salesforce and Dropbox.
• Mobile apps for iOS and Android devices.

Pros:

• Redact sensitive information from documents before sharing.
• Document retention policies ensure documents are kept for the required period of time and then disposed of securely.
• Document archiving can help you comply with regulations and save storage space.

Cons:

• Learning curve can be steep for complex tasks.
• The cost of custom development for FileHold can be high, especially for complex projects.

10. Fo‎‎lderit

Folderit is a cloud document management system offering secure document management, approval, and e-signatures.

Key features:

• Create personalized workspaces for you and your teams.
• Share documents inside and outside of the organization.
• Offers a variety of collaboration tools, such as commenting, discussion forums and task management.
• Centralized document storage.
• Document search.
• Document version control.

Pros:

• User-friendly interface.
• Industry-standard security measures to protect documents from unauthorized access.
• Affordable pricing plans.

Cons:

• Limited customization options.
• Some users have reported performance issues, especially with the mobile app.

11. Su‎‎iteFiles

SuiteFiles is a simple cloud document management solution for small to medium accountancy, architecture, engineering, legal, and medical organizations. It best suits companies using Office 365 and Xero Practice Manager (XPM).

Key features:

• Centralized document storage.
• Document search.
• Version control.
• Collaboration.
• Workflow automation.
• Reporting and analytics.

Pros:

• Offers a variety of pricing plans.
• Easy to use.
• Uses industry-standard security measures.
• Good customer support, including phone, email, and chat support.

Cons:

• Limited customization options.
• Does not integrate with as many third-party software applications as some other DMSs.
• Some users have reported performance issues with SuiteFiles, especially with the mobile app.

12. Dr‎opbox Business

‎Dropbox Business is a cloud-based file-sharing and collaboration platform that can help businesses improve workflow and productivity.

Key features:

• Offers a variety of document security features like two-factor authentication, encryption and role-based access control.
• Collaboration tools, including commenting and discussion forums.
• Version control.
• File management tools.
• Cloud storage and backup.
• Integrates with a variety of other business software applications, including Microsoft Office, Salesforce and Slack.

Pros:

• Easy to use user interface.
• Easy file sharing, both inside and outside of the organization.
• Can scale to meet the needs of businesses of all sizes.
• Offers a variety of pricing plans.

Cons:

• Limited customization options.
• Some users have reported performance issues, especially when sharing large files.

13. Br‎andfolder

‎Brandfolder by Smartsheet is a digital asset management platform that helps marketers and creatives manage and distribute digital assets, and understand how they're performing.

Key features:

• Brand asset management with a variety of features to help you manage brand assets like logos, images and videos.
• Secure and centralized repository.
• Version control.
• Collaboration tools.
• search and discovery.
• Reporting and analytics.

Pros:

• Brand Intelligence AI provides insights into marketing asset use and performance.
• Branding features and brand guidelines enforcement.
• Can be used to distribute brand assets to different channels, including websites, social media and print.

Cons:

• Pricing can be high for businesses with large volumes of assets.
• Can be complex to use.

14. Do‎‎cuPhase

DocuPhase is an enterprise automation software platform that provides financial business process automation. While not strictly a DMS, DocuPhase integrates with your existing DMS or Enterprise Resource Planning (ERP) system.

Key features:

• Automates tasks like capturing invoices, purchase orders, and other financial documents.
• Extracts data from invoices using OCR technology to reduce manual data entry and errors.
• Forms & workflow automation.

Pros:

• Use AI to automate workflows, including extracting data from documents, classifying, and routing documents to the appropriate recipients.

Cons:

• Users report a learning curve.
• May not be as comprehensive for managing documents outside of finance departments.

15. Cl‎io

Clio's legal case management software designed to help attorneys and firms store, organize and manage case documents.

Key features:

• Legal software offers a variety of features to manage cases, including document management, billing and time tracking.
• Collaborate with clients and colleagues.
• Reporting and analytics on caseload and business performance.
• Document management tools like tagging, version control, and search and discovery.
• Workflow automation.
• Reporting and analytics.

Pros:

• Secure and centralized document repository.
• Affordable pricing options, especially for small firms or solo practices.
• Unlimited cloud storage for legal documents.
• Automatic backups.
• Bulk upload/download capabilities.

Cons:

• Some features like version control and workflow automation can be complex to use.
• Limited customization options.

16. Fl‎uix

‎Fluix is a cloud-based document management software (DMS) designed for mobile workforces.

Key features:

• Mobile-first design for easy mobile access and management of documents on the go.
• Automate workflows to streamline repetitive tasks.
• Electronic file management for data accuracy and consistency.
• Customize document approvals and data collection.
• File security complies with industry standards.

Pros:

• Data capture from forms can be integrated with other business applications.
• e-signatures for contracts, agreements, NDAs, forms, and other documents.

Cons:

• Lacks advanced features such as extensive customization or complex security controls compared to other DMS solutions.
• Some users report the desktop functionality could be improved.

Do‎cument management software features

Document management software improves document organization, collaboration and security. Some key features to look for:

• Access controls and permissions: Control who can access and modify documents within the organization.
• Activity dashboard and tracking: A comprehensive overview of document activities for tracking and accountability.
• API integration: Seamlessly integrate with other business systems and applications.
• Search functionality: A robust search engine that allows users to find documents based on keywords, file type, metadata, or full-text content.
• Version control: Track changes made to documents and allow users to revert to previous versions if necessary.
• Document archiving & file retention: Easily archive and retrieve old documents, ensuring compliance with file retention policies and regulations.

Wrapping up: document management software

The right document management software can help you automate workflows, streamline processes, and safeguard your critical documents.

With Scribe, you can increase productivity and streamline your workflows in seconds. Sign up for Scribe and get started today!