6 Best Document Management Software
No matter what type of business you run, organizing documents can be a challenging and arduous task. Regardless of how well you and your team communicate or how many tools you are using to boost your productivity, if you’re not making sure to keep all your important business documents secure and have them readily available at your disposal, all your efforts to stay on top of your game can be in vain. And the more documents you have to manage and share at once, the more this process can become a true hassle for everyone in your team and, worse yet, completely jeopardize your workflow. Luckily, you can prevent all this from happening if you make sure to use suitable document management software.
For this reason, we’ve decided to gather a list of what we consider to be the top document management options out there. But first, let’s see what document management software stands for and how it can be useful for your business.
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What Is Document Management Software Used For?
Simply put, document management software allows you to store all important files of your company or organization into a single, secure cloud. This kind of software usually lets you find and manage all your digital documents quickly and effortlessly. Sometimes, it can take ages to find an important document, and using cloud-based document management software makes this easy for your team, in turn significantly improving the way you plan and operate your business and projects.
Most document management system tools also come with the ability to seamlessly collaborate and share files among team members in a secure way. In addition, workflow automation features that come integrated with most document management solutions allow you and your team to work in a more organized and productive manner.
There are some great document management options available on the web that come with a wide variety of different features and provide easy management of all documents and data your business is working on. Some of these options come with more features than others. So, to help you choose the best one for your particular business requirements, we will share some of the best document management software options available.
We will cover:
Rubex by eFile Cabinet is an all-in-one document management software solution that comes with great cloud storage and file sharing options for small and medium businesses. This includes anything from HR and accounting to law firms and insurance companies. Thanks to its smart automation feature, Rubex will automatically recognize, organize, and store your files with the help of the information that can be found within said files. You will be able to easily review all ongoing workflows and get detailed info about all processes related to your business. If you want, you can create templates for different folder structures you wish to set for your business or organization. With the smart and secure sharing feature, you can share files from the interface itself in a completely secure manner. This includes configuring the permissions of your recipients, expiration of your files and folders, and notifications you receive.
In addition, you can send file requests to outside parties by giving them guest access to upload different files to a folder of your choosing. Some of the other features include the ability to automatically import email messages and attachments from your inbox or specific folder of your choosing, create direct links to give instant access to your coworkers and/or clients, and use a dual screen previewer to view different documents side by side. On top of that, you can easily check multiple folders using the missing item search feature, and transfer files from Google Drive and Microsoft OneDrive to Rubex with complete ease.
Microsoft SharePoint is a wide-ranging enterprise document management system that is easily one of the most recognized solutions of this kind on the web. It comes with many useful tools and features to accommodate the requirements of pretty much any type of business out there. You can effortlessly share all your files and improve the workflow of your team members thanks to its great collaboration features. If you want, you will be able to collaborate with teams and securely share all files both inside and outside your organization. Moreover, you will be able to do this on pretty much any device available (PC, Mac, and mobile).
In addition, you can also use the Microsoft SharePoint software as a sort of intranet place for your business to connect and inform your employees. You will be able to share and track information using Microsoft Lists, easily move and manage files between SharePoint and OneDrive, and plenty more.
As for the pricing, the cheapest plan is available at $5 per month (per user) and includes 1 TB of OneDrive storage per user.
M-Files is a cloud-based solution that offers a wide range of collaboration, workflow automation, and permission management features. As such, it’s great for both small and huge businesses alike. It allows you to connect all types of content you need to run your business smoothly and effortlessly, including documents, emails, customer details, project info, etc. The Workflow feature will allow you to distribute assignments to your employees and perform automatic follow-ups. You will be able to set up workflows for your employees, projects, and business documents. All your information will be fully secure as you will be able to have complete control over who has access to different information (and even at different process stages). Last but not least, there is a search feature you can use to easily find all your documents. The only thing you need to do is to type in what you need in the search bar and you will be able to find it in one click.
M-Files can be integrated with the likes of Microsoft Office 365, Salesforce, SharePoint, etc. This will allow you to access and edit documents without migration, manage files in one single view, use the native document editing feature to edit and manage documents directly in tools like Teams, Outlook, Word, Excel, etc.
Keep in mind that you need to contact M-Files directly to learn more about the pricing. In addition, there is a 30-day free trial available.
Easily one of the best file sharing and collaboration solutions out there, Hightail offers features that will make your project and document management as easy as it can get. You will get to safely share and store large files on the cloud and automatically notify recipients using instant email notifications. Also, thanks to file delivery and send tracking, you will be able to learn exactly when your files have been opened. Moreover, you can fully control who accesses your work and protect your files using protected links, expiration dates, and access codes.
You can use Hightail for free and sign up for a Lite account for sharing files up to 100MB in size. This type of subscription also offers 2GB of free storage. The Pro plan starts at $25 per month and comes with unlimited file storage and file upload of up to 25GB per file.
DocuWare is another great workflow automation and document management software that digitalizes and secures all your business information and allows users to access documents from virtually any device. It enables automated import and smart indexing, letting you capture and organize information without any errors and in no time. Some of the features that come packed with this service include task control, digital editing (to make corrections and annotations without changing original documents), an electronic signature (to sign different kinds of documents such as invoices or contracts), and more. You will also be able to easily access and handle your tasks from any device, including mobile, which is great as you can work on the go.
Last but not least, DocuWare offers full data security and privacy and comes with integration capabilities so that you can connect it with your email, CRM tools, HR systems, and more. Some examples of systems you can connect DocuWare with include Outlook, SharePoint, QuickBooks, and more.
To learn more about the pricing, you need to contact DocuWare creators directly. You can also sign up to get a free demo.
Another popular document management software and workflow solution, Bitrix24 has everything you need to smoothly run your entire organization in a virtual space. This includes, but is not limited to features like file sync, sharing, and collaboration features, online storage, calendar, video conferencing, smart search, and plenty more. Depending on the plan you choose, you will also have access to different task and project management features, such as task automation, access permissions, and so on.
When it comes to document management in particular, Bitrix24 offers secure and unlimited cloud storage for cloud collaboration across your team and allows both online and offline document editing. You also get the ability to store and edit documents in the Bitrix24 cloud, your server, or private cloud. There are some third-party integrations available, such as DropBox, Google Drive, Microsoft Office, and Office365.
If you want, you can try out a 30-day trial, while the pricing starts at $39 a month for the Basic plan.
Conclusion
We’ve reached the end of our list of document management systems we think would be the best choice for most businesses. If you use one of these tools, you can be sure that your document managing process will be done quickly and securely – regardless of who in your team may need to access them.
If you own a smaller to middle-tier business, then an option like Rubex will be more than suitable for you. This service has everything you need to smoothly manage your documents, including anything from permission controls to search features. On the other hand, if you run a huge scale business and need to manage and share documents across multiple platforms and devices, then you might want to look into tools like M-Files and Microsoft Sharing. These tools offer the most comprehensive file management, collaboration, and permission features that will let you securely access, share, and edit files together with people inside and outside your company. Either way, if you make sure to check out the features of each option carefully, we are certain you won’t make a wrong choice.
