This guide will point you to the best software for document management for your business, whether your company is going green or simply wants to better coordinate document sharing and storage.
With the advent of document management software systems (DMS), physical file cabinets have become obsolete. The need for having to look for documents in actual file cabinets is over.
The software improves flexibility and security. It will also allow your employees to access and work together on files from any place.
If you start searching, you might find that there are several document management software systems available today. Cloud storage services like Dropbox and Google Drive are theoretically included in this group. However, for the purposes of this guide, we’ve picked more sophisticated options. There are six solutions that we recommend for businesses.
Best Software For Document Management
Here are the 6 best document management systems:
- M-Files
- Revver
- Hightail
- Templafy
- DocuWare
- MasterControl
Each tool’s features, advantages, costs, and any possible disadvantages are detailed in the reviews below.
Document Management Software System Reviews
1. M-Files
M-Files is the document management software system of the future. The program uses artificial intelligence (AI) to automate the organizing process.
When the content is uploaded to M-Files, the platform organizes it automatically based on the type of content rather than just where you would like to store it.
Secure your data by linking your existing network to M-Files’ AI safely and automatically.
M-Files also have solutions specific to the industry, which is a huge plus. The variety of industries include the following:
- Engineering and construction
- Banking and financial services
- Real estate
- Oil and gas
- Consultancy services
- Manufacturing
M-Files is ideal for larger groups that need access to documents at various times. When a member of your team requires a file that was saved and uploaded by another member, they won’t have to dig through several folders to find it.
What you need to know with AI technology is what kind of document you’re searching for. The content can then be organized using criteria such as project title, expiration date, customer, or author.
Duplicate material will be detected automatically by M-Files. It will update the most recent document to a single file, rather than having several copies of the same or slightly different documents on your storage system. This ensures that you’re either working with or viewing the most recent edition.
M-Files allows you to store a variety of document forms, including emails. You may also engage with external users who don’t have M-Files using the software. The files can be shared using a secured link.
M-Files also provides on-premise storage, cloud storage, and hybrid storage options.
M-Files doesn’t publish pricing; contact their sales team for a quote or a trial.
2. Revver (formerly eFileCabinet)
One of the best software for document management available today is Revver. They assist individuals, small business owners, and large corporations in organizing data and files on the internet.
No matter how many papers and files you have, their solution will help you stay organized.
You may use pre-defined file names or folder templates to search for and manage documents. For easy access, Revver retains a portfolio of your most frequently used documents.
The Revver system takes care of all the hard work. Simply add a document into the software, and it will be filed. The workflow helps you save time in the office by automating time-consuming activities.
You can view all of your documents from anywhere through a web browser or a smartphone app. Files can be uploaded directly from your tablet or mobile device. You may also sign contracts with Revver.
The collaboration features are one of the most notable aspects of this solution. You may set up various levels of protection in the system so that only certain people have access to data.
Encrypted file sharing and requests, role-based permissions, and two-factor authentication are all available in Revver. You can also set authentication based on location or IP.
Known third-party services such as Microsoft Office, Salesforce, and DocuSign are all integrated into the platform.
Plans And Pricing
Revver is priced per user per month in three tiers (Basic, Essentials and Full), with lower rates for larger teams. Current prices are on Revver’s pricing page.
Basic covers document storage and access, Essentials adds day-to-day document work, and Full adds workflow, process and account management.
You can choose whether you want your storage on-site or in the cloud with Revver. Cloud storage is the more flexible choice, although on-premises storage has its own benefits.
3. Hightail
Hightail is a document management systems software with a particular goal in mind: communication and sharing.
Other document management software systems come with file sharing features as well but Hightail goes a step further.
This is the service to use if you want to send big files securely.
It’s easy to share. Simply drag or import a file into your Hightail account from your device or cloud storage system. Fill in the details about whom you would like to share it with, and an email notification will be sent to the recipient automatically.
You can monitor the distribution and downloads of the files you shared with Hightail. This way you know who accessed it and when it was opened.
Hightail lets you send very large files (the size limit depends on the plan). Files can be password-protected, and expiration dates can be set.
Hightail has a free Lite plan. Pro is priced per account, and Teams and Business per user, with annual or monthly billing. Current prices are on Hightail’s pricing page. Here’s a quick rundown of the plans:
Lite (Free)
- Shared files expire after a short period
- A small sending limit
- Sync with third-party services
- Feedback comments
Pro
- File expiration can be customized
- A larger sending limit
- Send notifications for delivery and tracking
- File previews are available
- Live chat and phone support
- Password protected
Teams
- Custom branding
- A higher sending limit
- Version control with side-to-side display
- Tools for archiving and organization
- Management of members
- Real-time collaboration
Business
- Enterprise-level security
- The highest sending limit
- Admin reports
- Organizational level controls
- Dedicated customer service
As seen above, the price is mainly determined by the number of files that can be sent. Moreover, the features improve greatly with each plan.
If you don’t need to send large files, the free option works well. Even the Pro plan is ideal for a lot of people.
Hightail offers a free trial of its paid plans.
4. Templafy
Templafy, founded in 2014, is a document generation and template platform for businesses around the world.
It’s intended for big companies, and it helps to streamline processes and save time for storing and retrieving files.
Using artificial intelligence, Templafy would automatically display the most appropriate content to every employee based on their position and usage.
For example, the marketing team doesn’t have to see accounting-related documents.
By allowing users to create and edit new content directly inside the framework, Templafy removes the need to create documents on a different platform.
On your dashboard, you can handle all uploaded and new content in a single, easy-to-understand feed.
The cloud storage system from Templafy allows you to retrieve documents from any device, including tablets and smartphones.
Templafy can be integrated with Google Workspace, Microsoft 365, and other platforms that you use regularly to run your company. It can also be integrated with CRM software such as Microsoft Dynamics or Salesforce.
Templafy is trusted by big brands like IKEA and Pandora to handle their documents with enterprise-level systems.
Along with company document management, Templafy offers solutions for increasing employee efficiency and establishing an evergreen IT framework.
Another major value of using Templafy is security. Your team members can securely store and retrieve content from anywhere, on any device regardless of being online.
Templafy, like most enterprise software for document management, offers custom solutions for every company. As a result, they don’t publish any rates online. By contacting their sales team, you can test Templafy on a free trial before committing to a term.
5. DocuWare
DocuWare is unique because it offers tailored solutions for specific tasks in the business process:
- Processing of invoices
- Document control
- Advertising and promotion
- Sales
- Employee management
They have everything you’ll need to automate your business and go paperless with a cloud platform.
As a result, DocuWare suits large, enterprise-level companies.
Your team members can edit and annotate documents right on the system with DocuWare. This feature is not available in every document management software system on the list.
DocuWare also includes tools for connecting remote workers and deskless employees. Using any device, people can easily access files at home or on the go.
DocuWare, part of Ricoh since 2019, is used by businesses worldwide.
Contract plans, financial procedures, and HR activities are all examples of some of their unique use cases.
The pricing for DocuWare is similar to the other software on this list. They come with a free trial, but for a custom quote, you must contact their sales team directly.
6. MasterControl
MasterControl is a great document management systems software designed for businesses that place a high emphasis on security. Certain sectors have stringent regulations that businesses must follow.
MasterControl is aware of these issues and has developed a document management software system that satisfies all security requirements.
The system allows you to keep track of revisions and changes. This is particularly useful if a file must be reviewed by a specific individual. You can also schedule a time and set reminders.
The document management software system can be used to restrict access. You have full control over who has access to a document and makes revisions to it.
To keep track of copies of your files, you can add location tracking, sequential numbering, and custom watermarks.
MasterControl is compliant with 21 CFR Part 11. This ensures that records have an audit trail with time-stamps as well as federally compliant e-sign features.
Learning center is another special feature. You’ll be able to access a wealth of free documents, videos, and other tools to help you learn more about the system and overall security compliance.
MasterControl would be a top choice for you to consider if you need enterprise-level security for company document management in an industry that is strictly regulated. For a custom quote, reach out to their sales team.
How To Choose The Best Software For Document Management
If you don’t know what to look for, selecting a document management software system can be difficult. When evaluating a potential software, there are a few features and benefits to keep in mind.
Here are the criteria we used for this list. The same methodology can be used to help you narrow down your search.
Collaboration And File Sharing
What would you do with your content after the files have been stored and uploaded? Although file organization is obviously necessary, for certain businesses, it is pointless if content cannot be shared with team members or external users.
Look for document management systems software that can handle your internal file editing and collaboration needs. In-platform editing features and automatic version updates are critical aspects in this case.
The file size will also be determined by the chosen solution for your company. Hightail is the best option if you want to share big files.
Storage Location
Document management software systems are either hosted in the cloud or on-premises. Some systems only offer one type, while others allow you to pick and choose.
Revver, for example, provides both cloud-based and on-premises storage options. M-Files offers these options, as well as a hybrid option. Other services, such as Hightail, are cloud-only.
Cloud systems let you access information from anywhere. However, some businesses prefer to keep files within their network for security purposes.
Integration
You should look for document management systems software that integrates with the services you already use. Certain systems provide a diverse set of integrations. For example, this could be a customer relationship management software like HubSpot or document editing and development tools like Microsoft 365.
Other niche-specific solutions are a little more constrained. As a result, make sure you’re using tools that can really help your workflow.
Cost
The cost of a document management systems software is normally determined by the amount of storage and the number of users. You should expect the plan to include more features and capabilities at each price point.
Custom plans and pricing are available for most of the systems on this list. But you’ll need to speak with the sales team to know how much the company document management system would cost.
Revver would be a top document management software for you to consider if you’re looking for an affordable solution with instant sign-ups.
Security
The majority of business-related documents and files are classified as confidential. As a result, having a document management software system that can safely store documents is critical.
Some solutions enable users to gain access based on their location or respective clearance levels.
Other systems focus on compliance for specific sectors, such as government, legal, or healthcare.
Final Thoughts
Document management software systems come with a wide range of options. Each approach has its own set of advantages for companies, depending on their scale, sector, and a variety of other factors.
Here are the 6 best document management systems:
- M-Files
- Revver
- Hightail
- Templafy
- DocuWare
- MasterControl