15 Document Management Software Systems for Businesses

By Indeed Editorial Team

Published August 11, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Paperless documentation is an important consideration for many businesses. Remote work and collaborative workflows continue to expand the need for digital storage systems that manage and organize company files. Learning more about the options for document management software systems can help you and your teammates work more productively and provide an accessible and safe place for important information.

In this article, we explain the function of document management software and list 15 different software solutions so you can make an informed decision about the best option for your workplace.

What is document management software?

Document management software (DMS) is a system that uses local or online networks to maintain and organize essential files. A DMS system allows you to store, share and access company documents either remotely or while working in an office. A document management system digitally stores content that selected users can access to view, revise and save files. Companies secure a DMS with network security protocols and tools.

Some document management software also offers hardware extensions to scan and store physical documents. This allows businesses to use a hybrid model of paper files and digital storage as they transition to a DMS system.

Related: How To Become a Document Management Specialist in 4 Steps

Benefits of document management software

Companies use document management software systems to increase productivity, simplify the accessibility of digital files and save money. Using a DMS system gives businesses the opportunity to improve workflows individually and in teams through collaborative storage and revision of important documents. They also choose this way of managing files to make the office paperless and avoid excess waste.

DMS often proves more cost-effective than storing physical documents and makes it easier to restore and retrieve information that is lost or damaged while providing a platform for real-time collaboration on company documents.

Related: Benefits of Workflow Management and 13 Best Workflow Management Software

Types of document management software

Document management software systems function as cloud-based or on-premises applications. Here is some additional information about each type of DMS:

Cloud-based

In a cloud-based system, a provider facilitates a business's document management software. These service providers typically charge a monthly fee for services, which include maintenance such as software updates and cybersecurity to protect your digital files. Fees are based on the number of users and storage required by a business. Cloud-based DMS systems rely on an internet connection and can only operate if the provider's system is functional.

Cloud-based DMS systems can benefit small businesses without the resources to manage their own internal networks or even larger companies who want to devote their IT efforts to other processes. These systems can also provide a continuous backup of essential documents through the cloud.

Related: What Is a Customer Relationship Management (CRM) System?

On-premises

On-premises systems use a business's own network servers and storage to operate their document management software. With this type of DMS, a company is responsible for installing and maintaining hardware and software storage systems along with managing its digital security. Some companies choose to manage their DMS on-premises because it gives them more control of their systems. On-premises systems are ideal for large companies with their own IT department that can handle the setup, maintenance and cybersecurity of the DMS.

Related: 10 Document Collaboration Tools for Your Team

16 document management software systems

The following list provides information about popular software management systems you can consider for your workplace and their features:

1. Dokmee

Dokmee, a subsidiary of Office Gemini, offers DMS that includes cloud-based data encryption and management. Their systems provide a HIPPA-compliant audit log for businesses that store medical records. Through Office Gemini, they offer 24-hour security monitoring and support. Dokmee also offers on-premises versions of their software.

2. PaperSave

PaperSave uses Optical Character Recognition (OCR) and smart document capture to digitize documents for storage. It offers a dynamic search engine that helps users locate and access files. PaperSave integrates with ERP and CRM software and is also able to import and export to Microsoft applications. They provide native mobile apps for remote access for all users.

3. M-Files

Offering both cloud and on-premises options, M-Files gives users a DMS that organizes files and provides accessibility through most web browsers. The on-premises version of M-files only works through a Windows operating system, while their cloud-based option is compatible with most systems. M-Files also allows users to create and scan physical documents through their dashboard interface.

4. PandaDoc

PandaDoc's DMS offers users analytics that help you track the movement of your files. They also provide tools for collaboration and customization through their platform so users can integrate branding on all documents. PandaDoc allows customers and team members to work together on documents by logging any activities and comments for all users to view.

5. Filehold

Filehold offers express services optimal for smaller companies and a scalable enterprise version ideal for large businesses. Filehold Express gives up to 20 users the ability to collaborate and manage stored files by assigning tasks to team members. The enterprise version provides options for electronic document signing, automation and focused collaboration. It also allows you to set permissions at multiple levels for different users.

6. Juro

A cloud-based system, Juro integrates with other applications and offers a searchable interface for document retrieval. Their collaborative editing feature gives users the opportunity to make comments in real-time in their contract documents. They also offer automation for contract lifecycle tracking. Their completion tracking and version control features provide additional analytical data as part of their document management software package.

7. Templafy

Templafy offers features for document creation, including branded materials, through its interface. Their DMS is compliant with digital asset management software to simplify system-wide activities for all users. Templafy software also ensures that all documents follow up-to-date guidelines that meet company branding and compliance requirements.

8. Docuware

Docuware syncs with mobile apps and offers a platform that combines cloud storage with automation for users. The service provider also offers scalable options that allow for growth within the system. Docuware DMS lets users sign documents digitally and upload scanned documents even through their mobile app.

9. PinPoint

Pinpoint offers document management solutions customizable by a variety of industries. They focus on providing security and compliance combined with simplified document storage and retrieval. Businesses can activate PinPoint as a cloud-based or on-premises system.

10. OnTask

OnTask allows for a variety of data collection and management features. Their certified digital signature application provides tracking capabilities compliant with organizations like HIPPA. OnTask also offers mobile-responsive software. Their software platform focuses on workflow automation and real-time collaboration for document management.

11. PDFElementPro

This software acts as a PDF editor where users can also edit and customize PDFs using their system. Since PDFs are typically unchangeable, this system helps users modify PDF content and export it in different formats for the recipient. Their system offers advanced document encryption to enhance file security.

12. Igloo

Igloo offers a drag-and-drop interface to help users simplify the movement of documents. They also feature collaboration-focused software for customizable workflows. Their cloud-based system also integrates with 3rd-party apps for user collaboration.

13. Backlog

Backlog offers project tracking and unique commenting features for collaborative documents. Using their system, users can invite clients to join the discussion. Their version control function gives users a chance to view any changes made to the file's code. Backlog also offers bug tracking to monitor any possible threats to secure documents.

14. Xaitporter

This cloud-based DMS system allows users to create and collaborate in real-time. It provides workflow management to simplify formatting for all users. Xaitporter also integrates with most major business software applications.

15. Samepage

Samepage provides document management and collaborative tools. Their DMS system offers a variety of features, such as videoconferencing and chat options that allow users to communicate across multiple channels. Samepage also supports file sharing for individuals outside of an organization.

Please note the products and companies mentioned in this article are not affiliated with Indeed.

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