Document management software (DMS) is the process of keeping electronic documents and pictures of paper-based files through software. Click here to learn the top 10 DMS in 2021.
A document management software (DMS) is defined as a software utilized to create, store, manage, and track electronic documents and images of paper-based files through software. A DMS can be employed to capture, disperse, and track files. It can likewise be utilized to handle channel workflows, output software, and information retrieval software. This post notes the top 10 document management software in 2021.
Top 10 Document Management Software (DMS) in 2024
In this article, you can know about document management software here are the details below;
What Is a Document Management Software?
Document management software (DMS) is a software used to develop, store, handle, and track electronic files and images of paper-based documents through software. DMS commenced as a way to convert paper documents into digital documents. For this reason, DMS is often described as an electronic filing cabinet.
A DMS can have a considerable effect on the method your business runs. It provides you more time to focus on the pressing areas of your business as it makes recording, digitizing, and tagging documents fast and easy. An excellent DMS provides valuable benefits together with automated document management, such as increased security, collaboration, and automated regulative compliance.
Hence, when deciding which DMS service appropriates for you, focus on both the features you need now and the ones you may need as your company grows.
Key Must-Have Features of Document Management Software
While each service needs to handle its documents differently, there are essential functions that every document management software need to have. Also check best church presentation software.
1. Security functions such as customizable access restrictions
With any DMS, the ability to personalize access authorizations is an essential part of safeguarding your information. By controlling access, you likewise have a larger series of choices in the way you work together and use your DMS. You can set distinct permissions for various people, departments, groups, and even supplier or consumer access to specific files.
Without this versatility, your DMS is much more minimal and may not have much worth beyond some small business use cases. Yet, organizations of every size and industry can leverage access approvals. That’s why the gain access to restriction performance is a must-have for any DMS.
2. Ability to save different file types
Services use a variety of various files, so document management software need to have the versatility to accommodate different kinds of files in storage. If your DMS just supports a small number of file types, you may require more than one DMS, possibly creating more work for your group and duplicating your organization information software. Normally, the more a single software can do, the better– you can put that flexibility to streamline your organization processes.
3. Browse functions for fast area and access to important files
Your DMS is meant to enhance your use and access to files. Without the capability to search your files, you might not be able to access the essential documents you require. Different document management software offer different search choices. The DMS you select might depend on which search choices are the most advantageous for your specific use case.
4. Document history for auditing and tracking
By tracking your document changes and auditing them, you can handle your files better and make sure that just authorized changes are made to your files. This helps with compliance for documents as your internal or regulatory rules require you to examine carefully. Hence, a DMS that consists of auditing and tracking functions is necessary.
5. Version control for files and backup storage
Your DMS should supply you with a proof through tracked modifications, permitting you to revert to previous versions and see at-a-glance who has actually made modifications to these files over time. In case of information loss or significant disturbance, a backup copy must be offered.
6. Alleviate of use
Lastly, your DMS must be simple sufficient to regularly count on it and train your group to use it. If your software is too complicated, you risk of the DMS failing to be completely adopted by your organization.
Top 8 Document Management Software in 2021
Arranging through rows of file cabinets is becoming a thing of the past as a growing number of organizations and organizations are turning to digital solutions for their daily processes. With countless solutions to select from, it can be tough to understand which one is best for your service. Below are the leading 10 document management software in 2021.
1. DocuWare
Summary: DocuWare, founded in 1988, is one of the leading document and content management software (as of 2021). It is offered in 16 languages and utilized by significant business such as IKEA and Sony.
Meant for: DocuWare supplies digital document management and automated workflow solutions. It is best for organizations of any size and throughout all significant industries, from production and retail to health care and government.
Secret features:
oOperates on Windows desktops, web internet browsers, or iOS/Android mobile apps.
oOffers training in person and remotely, with consumer assistance readily available throughout regular service hours.
oProvides cooperation tools, compliance tracking, and eSignature.
oOffers features for document archiving, assembly, indexing, and retention.
oOffers optical character recognition (OCR), file recovery, variation control, and offline gain access to.
oEnables integration with over 500 different applications.
Pros: The user interface is easy on the eyes, intuitive, and easy to use. The tool has an effective drag and drop performance, and users can carry out several tasks in numerous documents without leaving the primary console.
Rating: 4.4 out of 5 on G2.
Cost: DocuWare offers a complimentary trial. Its basic plan supplies four users with 20GB of storage for $300 a month.
Editorial comments: DocuWare has an amazing administration tool, permitting you to produce numerous access profiles, with guidelines for viewing and composing. It enables you to develop a number of file trays for separation and organization, to name a few functions. Nevertheless, the assistance leaves something to be desired. DocuWare’s own assistance takes a very long time to respond to easy questions at times.
2. Dropbox Business
Introduction: Dropbox is a cloud-based file storage and cooperation platform created for the contemporary workspace to lower busywork so that you can focus on the important things that matter. Dropbox Business assists your business grow without borders while you preserve complete control over crucial company details and user activity.
Meant for: Dropbox Business is best suited for partnership across a group of users.
Key features:
oOperates on Windows/Mac desktops as well as web-browsers, iOS, and Android apps.
oProvides live training with 24/7 assistance with live representatives.
oOffers collaboration tools, eSignature, variation control, and compliance tracking.
oOffers features for document archiving, assembly, indexing, and retention.
oOffers submit healing, file type conversion, offline gain access to.
oEnables administration with user and function management.
Pros: Dropbox Business provides an excellent amount of storage area for a business entity. It is an excellent collaboration tool for our group. Working on typical projects, modifying files, and creating software backups can all be finished with ease.
Score: 4.3 out of 5 on G2.
Rate: A totally free trial is offered. The Standard strategy is $12.50 per month per user (beginning at five users). For complete access to more advanced features and limitless storage, purchase the Advanced strategy at $20 each month per user.
Editorial comments: Exporting files can be a little bit of a difficulty as the tool has a significant delay. Dropbox Business can gain from loading and discharging a heavy document much faster.
3. eFileCabinet
Introduction: eFileCabinet offers companies with intelligent company, workflow automation, safe and secure file-sharing, and eSignature requests, all on one platform.
Meant for: This tool is perfect for content management of businesses of all sizes across industries, including accounting, building, property, manufacturing, and healthcare.
Secret functions:
oOffers a cloud-based and on-premise platform.
oOperates on Mac and Windows, iOS, and Android mobile apps.
oProvides functions for managing workflows, OCR, safe file-sharing, email importing, and eSignature.
oAllows file type conversion, variation control, file healing, and document archiving.
oOffers in-person and remote training together with 24/7 assistance.
Pros: Offers on-premise and cloud alternatives, providing customers the versatility to select the best plan for their company.
Score: 4.4 out of 5 on G2.
Rate: eFileCabinet provides 3 membership tiers:
oAdvantage: The Advantage tier is priced at $55 per user monthly (billed yearly). It needs a minimum of 3 users.
oBusiness: The Business tier costs $99 per user per month (billed each year).
oUnlimited: The Unlimited tier expenses $199 per user monthly (billed yearly).
Editorial remarks: A potential weak point could be the truth that eFileCabinet has no automated document assembly.
4. Google Drive
Overview: Google Drive is a cloud-based DMS that is accessible to anyone with a Google account. It can keep, sync, and share files easily.
Meant for: This tool is finest fit for groups collaboratively dealing with real-time projects. Shareability and real-time modifying functions of Google Drive take expert cooperation to the next level.
Key functions:
oProvides comprehensive storage for numerous file types.
oEnables combination with other Google products and outdoors apps and files.
oOffers Search function to find files by file type or by name.
oAllows submit conversion, file editing history, document back-up to the cloud for simple synchronization across devices and simple recovery.
oOffers easy file showing external members through like sharing and e-mail.
oOffers offline abilities for selected files and accounts.
Pros: Due to its instinctive UI, Google Drive aces it when it concerns use. Its efficient integrated search engine is an emphasize, permitting users to browse files by type and owner.
Score: 4.7 out of 5 on G2.
Cost: Free, single users are given 15GB of storage, and they can spend for more storage (billed by month). GSuite memberships include 30GB with the Basic Plan at $6 per user per month for those seeking to implement it in a business setting. Business strategy, which is the most popular one, uses limitless cloud storage for $12 per user monthly. For complete rates alternatives, inspect Google’s website.
Editorial comments: Google Drive’s most popular feature is its ease of use. It’s extremely basic to figure whatever out with tons of consumer support. However, one area of enhancement is the categorization and sorting of documents and folders.
5. Laserfiche
Introduction: Laserfiche provides intelligent document management and business procedure automation. It gets rid of manual procedures and automates repetitive jobs, accelerating how business gets done by using powerful workflows, electronic types, document management, and analytics.
Meant for: Laserfiche platform is suitable for content management of companies of all sizes in industries such as accounting, construction, education, real estate, manufacturing, and health care.
Key features:
oOperates on Windows, iOS/Android apps, and web-based access
oOffers collaboration tools, eSignature, and compliance tracking.
oOffers functions for document archiving, indexing, retention, version control, and offline access.
oOffers file recovery and file type conversion.
oProvides business process management, workflow management, and enterprise material management features.
Pros: Laserfiche enhances effectiveness with automation, enhancing the application procedure, simplifying case management, and getting rid of documentation for worker onboarding. Laserfiche makes it easy to develop, store, and send digital files within business, speeding up correspondence and making it simple to make data-driven choices given that all the info remains in one location.
Rating: 4.6 out of 5 on G2.
Rate: The item utilizes a subscription-based model for $50 per month.
Editorial comments: Laserfiche appears more pricey than other options and does not offer document assembly
6. LogicalDOC
Overview: LogicalDOC aims to assist companies gain control over document management by concentrating on fast document retrieval and company procedure automation.
Meant for: Thanks to its flexibility, LogicalDOC can adapt to numerous needs and is best fit for small, medium, and large organizations, including banks, health care, mechanical markets, and medium-sized municipalities.
Key functions:
oOperates on web-browsers, iOS, and Android App with a multilingual interface.
oProvides multilingual full-text indexing, version control, document password defense.
oAllows document search, check-in/check-out function, annotations, internal messaging, and email sharing.
oEnables adjustments under specific functions.
Pros: LogicalDOC is an extremely instinctive tool for planning, executing, and managing company jobs.
Ranking: 3.5 out of 5 on G2.
Price: LogicalDOC Community is totally free, open-source software. There are bigger packages offered with assessment. Check LogicalDOC’s site for more.
Editorial comments: The totally free, open-source software, while being a cost-efficient choice, does not have some security and document recovery features. These are offered with paid licenses.
7. M-Files
Summary: M-Files offers a next-generation intelligent details management platform that enhances company performance by helping individuals discover and use information more effectively. Unlike conventional enterprise material management (ECM) software or content services platforms, M-Files combines software, data, and material across the organization without disturbing existing software and procedures or requiring data migration. Also check logitech webcam software.
Meant for: M-Files appropriates for little to mid-sized organizations that lean greatly on paper-based procedures. Their product packaging is unique. Customers can determine which features they want and can opt-out of others, making it both flexible and cost-effective.
Secret features:
oEnables personalization with other features offered for purchase and bundling.
oOffers offline gain access to, file recovery, file type conversion, version control.
oProvides OCR features for more complete search capabilities.
oOffers cooperation tools, automated workflow, compliance tracking, eSignature.
oOffers functions for document archiving, assembly, indexing, and retention.
oProvides access and control approval tools.
Pros: M-Files is extremely safe and provides sufficient cloud storage. Accessing content throughout gadgets is easy. It makes it possible for simple content retrieval by using the search function. Besides, sharing files across the group is also easy, especially when collaborating on the same job.
Rating: 4.3 out of 5 on G2.
Rate: M-files uses a complimentary trial. The cost after the totally free trial depends on the features you require and the variety of users as M-Files is concentrated on giving you the specific features you need.
Editorial comments: The user interface takes some getting used to, the check-in/check-out function requires extra tasks and reminders, and licensing can become more made complex with larger groups.
8. OnlyOffice
Overview: OnlyOffice is a software workplace suite and DMS established by Ascensio Software SIA. Providing a 3-in-1 modifying suite, reviewers have called this software “TheSwissArmy App for the Microsoft Universe.”
Meant for: OnlyOffice provides a platform for document management best fit for multiple instructional organizations (schools, higher education institutes), little and medium-sized companies, business, and government companies.
Secret functions:
oOffers cooperation tools, eSignature, document archiving, version control, file recovery, file type conversion, OCR, document assembly.
oProvides task management tools, team talks, file sharing, and presentation tools.
oOperates on the desktop variation for Windows, iOS, and Android apps. It can be accessed through a web internet browser. oOffers training through live, online calls.
Pros: OnlyOffice has perfect desktop combination. It operates on Linux, Mac OS, and Windows smart devices and cloud, like no other software in the market.
Score: 4.3 out of 5 on G2.
Price: A 180-day totally free trial of their cloud-based service is presently being used. The cost differs based upon what edition you pick. The Cloud-based Edition can be as low as $3 per month per user when bought at a 3-year subscription. Other editions offered are Enterprise, Integration, and Developer.
Editorial comments: OnlyOffice does not have compliance tracking, offline gain access to, and document indexing.
Conclusion:
Services are constantly gathering and managing files, and picking a trustworthy and scalable DMS is essential. Using a DMS not only keeps your files arranged and in line with industry standards but also simplifies and automates workflows. Now that you’re geared up with all the updated information about the top-most document management software, we hope you discover one that best matches your organization needs.