Ever watched movie scenes where a worker had to organize piles of paper documents? They do paint a picture of how offices used to be, don’t they? Fortunately, that’s not the case anymore. Offices worldwide have abandoned filing cabinets; after all, paper documents are vulnerable to accidents like spilled liquid or fires.
So, what’s the replacement? Digital documents and files.
Aside from keeping important information safe, it also makes sharing files with colleagues and clients easier. Of course, you still want to keep these digital documents safe, which is why you need the best document management software solutions.
Don’t worry; we have just what you’re looking for.
Best Document Management Software
| Document Management Software | Free | Paid |
| PandaDoc | ✓ | ✓ |
| Juro | ✓ | ✓ |
| M-Files | 30-Day Trial | ✓ |
| ContractWorks | Trial | ✓ |
| Qoppa PDF Studio | Trial | ✓ |
| Templafy | ✘ | ✓ |
| Vitrium Security | ✘ | ✓ |
| ContractZen | 30-Day Trial | ✓ |
| eFileCabinet | ✘ | ✓ |
| Encyro | ✓ | ✓ |
| Signaturely | ✓ | ✓ |
| signNow | 7-Day Trial | ✓ |
| Filemail | ✓(5GB limit per transfer) | ✓ |
| Microsoft SharePoint | ✘ | ✓ |
1. PandaDoc
Let’s kick off this list with an award-winning document management solution, PandaDoc. FinancesOnline, a trusted B2B directories SaaS software program, gave PandaDoc the Expert’s Choice Award of 2021. That’s because of all the advanced solutions you get from this software program.
Firstly, PandaDoc is equipped with granular-level analytics that allows you to trace your documents’ location and current progress. Moreover, it is one of the best collaboration tools out there.
With PandaDoc, you and your colleagues can access documents simultaneously and leave comments on them, reducing the time necessary to communicate problems and solutions. That said, using the best business communication app is still important to improve your team’s workflow.
PandaDoc also helps you establish your brand by displaying your corporate logo and business name using its customizable built-in library. This tool lets you use flexible elements, texts, and graphics to fit your needs.
What really makes PandaDoc worthy of a spot on our list is that it is an all-around document management software. You don’t need to use any other software because all of the tools you will need are already integrated into the program.
PandaDoc offers a free version, but it does not include document analytics. The cheapest paid plan is priced at $19/month, which you can try for 14 days without charge.
Pros:
- Built-in analytics
- Real-time collaboration
- Brand empowerment
- Advanced integration capabilities
Cons:
- One user per account only (no account-sharing)
- Mobile app version has limited features
2. Juro
Business users of various document management solutions trying to improve their automated workflow should know about Juro. This software is specifically designed for medium to large enterprises.
Contrary to a lot of other software programs, Juro allows version control, which lets you see the changes made to your documents. Retrieving data and documents is also relatively easy with its intuitive text search. Moreover, all your contracts are stored in a single hub, so accessing them is a breeze.
On top of Juro’s document management tools, it also has OCR, tagging, and metadata capabilities. This makes it an indispensable tool to grow your business by building a data-rich storage hub.
Juro is a web-based platform, which means it has collaborative editing features. The program is also popular because of features like custom approval process handling, an extensive library of contract templates, and third-party application integration.
Yes, Juro is a great tool to use with widely-used programs like Google Drive, Slack, Zapier, and Salesforce. It is a paid subscription tool currently priced at $49 per month per user. It also has a free version, but it can only accommodate one user.
Pros:
- Seamless data retrieval
- Automated document approval
- Third-party integration
- Web-based collaborative editing
Cons:
- No option for monthly billing
- No content locking
3. M-Files
One thing that separates M-Files from a lot of other document management solutions software is that it is future-oriented. Unlike other similar programs, it uses artificial intelligence technology to automate your workflow process.
M-Files makes it easier to manage files because it independently identifies the nature of the data you’re uploading. After that, it organizes it to be in the same location as likewise documents.
Even better, the AI technology will also automatically detect whether there are duplicates in your files before updating the older version and combining them as a single document.
You can use M-Files as a general document management software or as a specific one. It has industry-specific solutions for enterprises involved in manufacturing, financial services, real estate, oil and gas corporations, construction and engineering companies, and more.
The software allows team members to access documents uploaded by other users. The entire process is made significantly easier by M-Files’s auto-organization. This feature groups the documents according to author, title, expiration date, or customer.
As you can imagine, combining this software with the best customer relationship management platform will significantly improve your insight analytics and decision-making.
That said, what really makes this program special is that other users who do not have M-Files can still access and edit the documents. They can do this by simply acquiring the secured link created by the software. Moreover, M-Files can function as a cloud, on-site, or hybrid storage solution for any type of business.
M-Files is a paid license subscription that costs around $39 to $59 per user per month. They also offer specific solutions to improve automated workflow business processes, but you will need to contact them for a quotation. M-Files provides a free trial of up to 30-days.
Pros:
- Automatically organize documents
- Avoids duplicates
- Allows collaboration with non-users
- Multiple storage solutions
- Industry-specific solutions
Cons:
- Document migration is challenging
- Wrong file format may cause it to malfunction
- Training is necessary
- Mobile app has limited features
4. ContractWorks
Large, medium, and small businesses will find that ContractWorks is a workflow automation tool that helps improve business processes. One of the key features of this document management software is its customization capabilities. It lets you personalize different areas of the program to make it more accustomed to your type of business.
Moreover, ContractWorks is a trusted name when it comes to data security because of how heavily it focuses on privacy. Account administrators can limit the accessibility of the documents to authorized users only.
ContractWorks is also AI-powered. It recognizes the document’s vital information, such as the parties involved, effective date, date of termination, type of agreement, and many other criteria, and automatically organizes it with your other documents.
In its recent update, ContractWorks said it now allows users to sign documents using its built-in electronic signature feature. This makes it significantly easier to give out contracts and reduces the need for physical documents or third-party applications.
The only problem we see in this document management system is that it is rather expensive. The paid Standard plan costs around $600/month. More advanced features for enterprise content management may cost up to $1,000/month. Fortunately, it offers a free trial to let you navigate the software first and see if it’s for you.
Pros:
- Extensive customization
- Enhanced data privacy
- AI-powered document organization
- Built-in signature
Cons:
- Expensive
- May require some manual tagging
5. Qoppa PDF Studio
Qoppa PDF Studio is a document control software that allows you to review, create, and edit documents or PDF files. It’s not a web or cloud based program, so you will not be able to access your files from multiple locations. Nonetheless, the application is compatible with macOS, Windows, and even Linux.
Qoppa PDF Studio includes a feature called PDF Optimizer. It reduces the overall size of PDF files so that document sharing will be a breeze. As mentioned, it is used for reviewing files. The software program makes this easier by including a side-by-side comparison with other files.
This software ensures that sensitive documents are kept private and safe from cybercriminals. One of its security features is document encryption, which allows you to set a password to your files.
If this does not put your mind at ease, you’ll like that Qoppa PDF Studio lets you limit the people who can view, edit, or access documents by setting permission requests from other users.
Scanned files using the Qoppa PDF Studio will also let you know if the document complies with PDF/A-3b, PDF/A-2b, and PDF/A archival standards. If the document is non-compliant with these formats, you can use Qoppa PDF Studio to convert these PDF files.
Qoppa PDF Studio is a paid application priced at $99 for the Standard version and $139 for the Pro version. These are one-time payments, and you can use the app for as long as you need after purchasing it. Qoppa PDF Studio also offers a trial version on their website.
Pros:
- Comprehensive PDF reviewer tool
- Enhanced security features
- PDF-compliance verification and conversion
Cons:
- No mobile app
- Interface layout needs to upgrade
- No data storage solution
6. Templafy
Despite being new to the world of document management, Templafy quickly rose to the ranks since its release in 2014. It provides all the things you need to manage documents pertaining to your business industry.
Even though it’s younger than many document management systems on this list, it boasts more than one million users from 300+ enterprises in 80 different countries around the globe.
What brought Templafy to this level of fame?
Well, it tracks a user’s position and usage every time they open the program. So, the next time they use it, Templafy shows the most relevant content based on the previously recorded data. This saves a lot of time with document search because the file a specific employee is looking for is already right in front of them.
You can also forget about using different software programs or applications to create documents because Templafy allows you to do so within the system. The comprehensive dashboard will then display the uploaded content in a singular feed, so accessing documents becomes relatively simple and easier.
Templafy allows you to access the documents from multiple locations using its cloud storage. Yes, that means mobile access using your tablets and smartphones is possible. This is particularly important for remote jobs, as most of these workers use the internet to access company files and programs.
Moreover, Templafy provides seamless integration with popular platforms and CRM solutions, like G-Suite, Microsoft Office, Microsoft Dynamics, and Salesforce. That said, it is a paid document management system. The price varies according to your needs to ensure you get the most of what you pay for.
Pros:
- Usage tracking
- Document creation within the system
- Comprehensive, singular-feed dashboard
- Mobile devices can access documents through cloud storage
- Third-party application/software integration
- Personalized pricing plans
Cons:
- May require manual back-end updates to refresh links
- Integration with other management repositories needs improvement
- Manual tagging for images
7. Vitrium Security
Vitrium Security is one of the best legal document management software programs because of how it provides layers of protection to important documents. All of us know that business documents falling into the wrong hands can quickly cause illegal asset distribution and other cyber criminalities.
Vitrium Security uses military-grade encryption to provide you with maximum access control. This ensures that even hackers deliberately trying to get hold of your company documents will find the security measures extremely difficult to penetrate.
Moreover, Vitrium Security lets you set access permissions to control the number of authorized people who can view or edit your documents. This applies to image, video, and document formats, such as PDF, DOC, JPG, PNG, and even MP4 or AVI. You can also set a password to each of the files in the system for triple-layered document security.
The security features of Vitrium Security do not end there, as it also allows you to determine how the content is printed and copied. You can even disable the highlighting function to ensure viewers can’t copy and paste the content to a different application.
All of these features make Vitrium Security one of the best document management software for law firms. It will help prevent the illegal use of your documents and their unauthorized distribution.
Aside from these security features, Vitrium Security is also equipped with usage reports and analytics. It provides useful information about page views, read-through rates, and other user activities.
It’s worth noting that Vitrium Security is a paid tool. There are two models available: Professional and Enterprise Edition. No price is posted on their website, so you’d have to contact them for an accurate quotation. Vitrium Security does not have a free version, nor does it offer a free trial.
Pros:
- Military-grade document encryption
- Accommodates multiple file formats
- Password setting
- Copy, pasting, and highlighting control
Cons:
- Capabilities are mostly limited to digital rights management
- No free version or trial
8. ContractZen
ContractZen is a digital document management software that targets all types of businesses. Aside from handling documents and contracts, it also includes other workflow governance tools, such as board meeting and entity management and an integrated eSignature service.
One of the best things about ContractZen’s document management processes is that its VDR or virtual-data room is equipped with metadata-driven technology. Using this feature, you can create a virtual room for file sharing.
Clients and other users can view confidential files and contracts by managing the access permissions and limiting them to authorized users only.
ContractZen’s virtual rooms are also equipped with audit trail capabilities to provide you with relevant information as to who’s viewing the company documents. Combining this feature with one of the best project management software will significantly improve your business’s workflow and productivity.
The eSignature integration also improves your business’s workflow. The documents can quickly be signed by sending them online instead of printing them. Moreover, the optical character recognition or OCR, combined with ContractZen’s advanced AI technology, speeds up your business processes because it’s easier for users to search for documents.
ContractZen is a paid document management system priced at $9.50 per month per user for the Governance Suite. The VDR Basic plan, which accommodates five users, is priced at $9.8/month, while the VDR Pro for 50 users is priced at $49/month. ContractZen also offers a free trial that lasts for 30 days.
Pros:
- AI-powered document management
- Metadata-driven VDR
- Includes governance tools
- More affordable than most document management systems
- Optical character recognition technology
- eSignature integration
Cons:
- Compatibility with iOS mobile devices needs improvement
- eSignature tool needs fine-tuning
- Limited payment methods
9. eFileCabinet
Managing business documents has never been easier with eFileCabinet. One of the best things about this document management software is that it can handle massive amounts of data without a problem.
The document storage system makes it easier for you to locate files based on eFileCabinet’s folder templates and pre-defined names. To make things easier, eFileCabinet keeps track of your usage and creates a separate portfolio for your most accessed files.
The automated workflow ensures you don’t need to spend too much time organizing your documents because eFileCabinet will do it for you. As mobile apps are slowly becoming more apparent in business operations, eFileCabinet makes accessing files relatively easier. You can use your mobile devices to do so!
Document editing may also be done on the mobile app, albeit limited to signing contracts. Nonetheless, you can use the mobile app to upload documents to eFileCabinet’s cloud storage, which you can access anytime and anywhere.
The collaboration tools of this document management system are on par with other brands on this list. Aside from changing the access permissions, it includes various security measures, such as role-based permission, two-factor authentication, and even location or IP address-based authentication.
You can integrate this program with other services, such as Microsoft Office, Salesforce, and DocuSign.
eFileCabinet’s paid subscription varies according to the size of the cloud storage. The Starter package is about $15/month, which gives you 25GB of storage. The highest-paid package is priced at $199/month and includes unlimited storage. However, eFileCabinet does not offer a free trial, let alone a free version.
Pros:
- Can handle huge amounts of data
- Automated document organization
- Mobile app available
- Enhanced security measures
- Third-party service integration
Cons:
- Text editor needs improvement
- No free trial/version
- eSignature integration requires additional payment
10. Encyro
Encyro focuses on eSignature collection, file sharing, and general document management. Moreover, its data security policies are on par with some of the top document management software providers, if not better.
Encyro is equipped with industry-standard data security, which includes SOX, HIPAA, PCI-DSS, and GDPR. You don’t have to worry about sending sensitive documents using Encyro, as it uses an automated 16-layer encryption technology. These layers of data security make Encyro a contender for the best document management software for law firms.
Some document management software solutions require clients and users to enter a username and a password to view or download a file. While that’s great for security, no one can deny that it can be an inconvenience at times.
Thankfully, Encyro provides you with the option to create an upload page where users and non-users can upload documents and leave messages without having to input their login information.
Encyro also uses user tracking features to provide audit trails and other relevant user information. This helps you monitor who’s accessing your business documents and ensure only intended recipients are getting hold of your files.
You can use this in combination with the best task management software to help monitor your employees’ progress through the documents or files in the system.
As mentioned, this document management software is integrated with eSignature capabilities, reducing the need to subscribe to a third-party application. Through its finger-drawing feature, clients can sign documents even if they are accessing the file from a device with no touchscreen capabilities.
Users can also access their files through mobile devices as long as they have an internet connection. Mobile access will allow users to take images of the document for file sharing. On the other hand, you can also try a photo-scanning software for the best results.
As with a lot of other software programs, Encyro doesn’t fall short when it comes to storing documents easily. The software automatically organizes the files through different criteria, making it easier to access and keep track of them.
The best part is that Encyro is an affordable document management solution. They offer a free version you can use forever. However, you can only send up to five eSignature requests per month. That said, their paid version only costs $9.99, which includes all the essential features of Encyro and no user limitations. You can try this Pro version without charge for 14 days.
Pros:
- Top-of-the-line data security features
- Integrated eSignature
- Allows mobile access
- Convenient document organization
- Free version available
Cons:
- Some emails go to spam folder
- New users will need a password to access previously uploaded documents
11. Signaturely
If you regularly handle release forms, contracts, and agreements, you should know about Signaturely. Aside from document management, Signaturely is popular for, as the name suggests, electronic signatures.
All signatures and documents gathered or have gone through Signaturely are protected by the law. That’s because Signaturely is in compliance with various laws, such as the ESign Act and the Uniform Electronic Transactions Act.
Document creation with Signaturely is also significantly easier, thanks to its numerous built-in templates for proposals, release forms, agreements, and contracts. This means you never have to build one from scratch!
Signaturely functions as a cloud based solution for storing documents. Users can then access these documents from different locations. Signaturely even includes collaboration tools to allow users to communicate and update documents shared via the software.
You can access the documents stored in the software wherever you are using your smartphone. There would also be a guide that says which areas of the document need to be filled out for a more efficient information collection.
The document management system supports various languages, such as English, Japanese, Chinese, Portuguese, French, German, and Hindi.
Signaturely is an affordable and effective document management system. The paid plan is currently priced at only $10/month for the Personal version. The Business version is priced at $15/month.
Signaturely offers a free trial and a free version. However, the free version will only allow you to send three signature requests every month, and you can’t use the templates with this.
Pros:
- Legal compliance
- Numerous templates to choose from
- Documents are accessible through mobile phones
- Includes collaboration tools
- Guide for efficient data collection
- Free version available
Cons:
- Free version is very limited
- No prefill capabilities
- PDFs with fonts in other language will not be processed
12. signNow
Here’s another one of the most affordable but just as efficient document management systems out there. signNow is an intuitive and easy-to-use software that can benefit all types of businesses and enterprises.
It offers countless document templates, multiple integration options, and even cloud storage for a relatively cheap price. Even better, you can use signNow to create invoice templates with signatures right from your mobile phone.
What really blows our minds is that signNow supports up to 24 of the most used languages in the world. It has one of the most versatile language support technologies when it comes to the best document management systems.
Additionally, signNow is equipped with features like audit trails, reminders, and electronic signatures.
A lot of the document management systems we’ve listed here boast they can conveniently send a third-party email to a client to request a signature. However, signNow changes the game by providing clients with a link instead of sending an email. Through this link, clients can sign the document directly, significantly improving the turnover of documents.
As you can see, they really put the name “signNow” to life because of how convenient it is to sign contracts and agreements. Clients don’t even need to have an account to do so. All they need is to open the document and sign it from their desktop or smartphones.
signNow also gives you the power to do no-code workflow automation for various processes. On top of this, all transactions within the software are in compliance with ESIGN protection and SOC 2 Type II Certification.
The lowest-paid plan that signNow offers is priced at $8 per month per user. On the other hand, it also offers workflow solutions specific to your industry, which can reach up to $50 per month per user. What’s more, signNow lets you test the program first by providing you with a seven-day free trial.
Pros:
- Intuitive interface
- Affordable plans
- Countless built-in templates
- Convenient document signing
- Compliant with eSignature industry standards
Cons:
- Limited editing tools
- Slows down when handling huge amounts of data
13. Filemail
If you’re looking for the best document management software with a comprehensive interface, you should check out Filemail. This platform is available as a web-based software program or a local desktop application, with the latter being relatively faster than the former.
Another thing you will love about Filemail is its auto-download feature. By accessing its settings, you can opt to download received files automatically to save time. This is particularly important when you often receive large files. By turning this feature on, the download immediately starts upon receipt of the document.
Of course, no document management system worth its salt will forget about the importance of data privacy.
Filemail ensures that all the files you transfer using the program are safe from cyber-attacks. The end-to-end encryption, combined with the virus auto-scan feature, guarantees that the sender’s and the receiver’s devices are free of malware.
Filemail is also compliant with data security industry standards, such as ISO27001, HIPAA, SOX, and GDPR. The best part is that you can use Filemail for free if you’re sending files below 5GB.
Another interesting feature is that Filemail informs the sender if the files have been downloaded by the receiver, which should be done within seven days. Otherwise, the file will be deleted.
If you are looking to send a file bigger than 5GB, the software offers multiple paid plans. The Pro version is priced at $10/month, with a maximum individual file size of 25GB and 30-day file availability.
The Business and Enterprise plans are priced at $15/month and $40/month, respectively. These plans provide you with unlimited file size and an unlimited number of days of file availability.
The main difference is that the Business plan has a maximum storage of 1TB per user, while the Enterprise plan provides you with a maximum storage of 5TB. Furthermore, the Enterprise plan has a wider, more advanced data security.
Pros:
- User-friendly interface
- Web-based and desktop app versions
- Auto-download feature
- Compliant with data security industry standards
- Supports all file formats
- Free for files smaller than 5GB
Cons:
- No folder integration for the desktop version
- Can’t edit documents
14. Microsoft SharePoint
This list will not be complete if we don’t include a name as popular as Microsoft. SharePoint includes numerous features that don’t just end in document management. Instead, it allows you to choose between two sites when creating and saving documents. The Team sites are best for co-authoring, while the Collaboration sites are great for team collaboration.
SharePoint’s version control is also one of its most notable features. It allows the user to track major and minor changes to any document saved in the software. It even keeps the older versions in an archive and allows you to revert the file to the older version should you find it necessary.
If you use OneDrive to store documents, integrating it with SharePoint is significantly easy. You have the option to sync it with the cloud or your desktop’s local hard drives. This allows you to create local copies and edit the documents offline.
SharePoint also provides you with maximum control over user access. The permissions can be set to a specific individual, which documents are view-only, and which ones are editable. In turn, this keeps all your documents safe from unauthorized viewing, editing, and deletion.
As we all know, Microsoft has one of the toughest security policies, whichever MS product you’re using. SharePoint is not an exception. Microsoft’s multi-layered protection and unique encryption key ensure that every change incurred upon your file is encrypted.
Microsoft SharePoint is a paid plan currently priced at $5 per month per user. The highest-paid plan is the Office 365 E3, which is priced at $23 per month per user. This plan includes all the Microsoft Office applications, such as Word, PowerPoint, Excel, Outlook, Access, and Publisher.
Pros:
- All-around document management software
- Affordable
- Co-authoring and collaboration tools
- Superb data protection policies
Cons:
- Steep learning curve
- No free trial
Document Management Software FAQs
1. What is the best document management software for law firms?
The best legal document management software on this list is eFileCabinet. Its efficiency when it comes to workflow automation is unmatched. Moreover, due to the nature of legal documents’ sensitivity, the data protection measures of eFileCabinet are worth it.
If your law firm is heavily concerned about data privacy and security, you should also check out Vitrium Security.
2. What makes a good document management system?
If you’re trying to improve your business processes, you should look beyond the size of storage that a software provides. The best document management software should be equipped with workflow automation and business process management to automatically direct the documents to their destinations.
Aside from significantly reducing the time needed to organize your documents, accessing them also becomes extremely convenient. Moreover, a good document management system should have robust data protection measures to prevent cyber-attacks.
3. What is the best type of storage for business documents?
Solid-state and hard disk drives are things of the past. In today’s time, the top names in every industry either use digital documents or digitize printed documents and utilize cloud based solutions.
In turn, this allows them to access their documents from different devices without having to download or save them. The best part is that most of these document storage solutions also offer collaboration tools, so your team can update and edit files in real-time.
4. How to evaluate the data protection policy of a document management software?
You don’t want the unauthorized and illegal distribution of your documents. That’s why the document management system you acquire should be in compliance with various data privacy laws. This means that their processes were evaluated and certificated and were deemed safe according to industry standards.
A safe document management system must be in compliance with SOX, HIPAA, PCI-DSS, GDPR, ISO27001, ESign Act, and the Uniform Electronic Transactions Act, among others.
5. Are document management systems worth paying for?
The answer to this ultimately depends on what your business needs. If you often only have to send and store small files or documents, a free document management system should do just fine.
On the other hand, if you regularly have to send, receive, and store large-sized files, then yes, a document management system is worth paying for.
Moreover, you also get to automate some of your business processes, making it a good investment. Just make sure whichever document management system you acquire can protect your business documents.
6. Why is audit trail important?
You want to ensure that your documents are not being used for illegal activities. Furthermore, you also want to know whether only authorized recipients are accessing important information about your business.
The audit trail feature of a document management system does this for you. It allows you to take precautionary measures should you find irregularities in the access information of your files.
7. Why is version control important?
Developing your business includes a certain level of hit-or-miss. This pertains not just to major decisions but to minor ones, as well.
In some cases, you or your colleague or employee might make a mistake in one of your documents. You want to be able to correct these mistakes as quickly as you can to prevent further damage to your business operations. Version control lets you revert the document to its original or previous versions.
Finding the Best File Management Software
Document management is an important area of improving your business processes. Thankfully, you have countless programs to choose from, ranging from the simplest to the most diverse and flexible ones.
As with almost anything, the most important part when choosing a document management software is to determine what your needs are first.
Do you need a huge storage size? Is team collaboration necessary? How robust should the data protection policy be? Should you opt for one with a built-in signature feature?
All of these are questions you have to ask yourself before subscribing to a document management plan. Once you find the answers to these questions, be sure to check our list again because we’re certain there is one solution there that’s specifically for you.
