A document management system (DMS) software helps to manage, store, track, and organize electronic documents. It allows for easy access to documents from anywhere, at any time. A DMS software typically involves scanning, indexing, and storing digital documents in a central repository.
Document Management System Software
From its creation to its destruction, you will no longer lose any trace of your documents by using collaboration software. Document management systems can be used for:
Our selection of 14 document management system software
Pricing on request
Securely store and share your documents with ease using this top-rated document management software.
With advanced encryption and user-friendly features, this software allows for seamless collaboration and access to files from any device. Its customizable permissions and granular control ensure your data is always safe and secure.Read our analysis about Tresorit
Powerful desktop publishing software with advanced design tools and templates for creating stunning print and digital media.
With Yooz, users can easily design flyers, brochures, newsletters, and more with intuitive drag-and-drop tools. The software also features a wide range of templates and fonts to choose from, as well as the ability to import graphics and images for a truly custom look. Plus, Yooz supports both print and digital media, making it a versatile choice for any project.Read our analysis about Yooz
Pricing on request
Streamline your document management with this software. Access, organize, and share files easily.
With powerful search and indexing capabilities, you can quickly find the documents you need. Securely collaborate with team members using custom permission settings. Keep your data safe with automated backups and version control.Read our analysis about Dokmee
Pricing on request
Streamline document management with a software that automates workflows, improves collaboration, and ensures compliance.
This cloud-based solution simplifies the process of searching, sharing, and securing files across multiple platforms, allowing users to work more efficiently and effectively. With customizable metadata and automated version control, M-Files ensures accuracy and consistency throughout the document lifecycle.Read our analysis about M-Files
Paid version from €14.00 /month
Boost your team's productivity with a powerful collaborative platform that streamlines communication and project management.
Interstis provides a central hub for team collaboration, allowing for real-time communication, file sharing, task assignment, and progress tracking. With customizable workflows and integrations with popular apps, Interstis helps teams stay organized and focused on achieving their goals.Read our analysis about Interstis
Pricing on request
Streamline document management, enhance collaboration, and boost productivity with this cloud-based software.
Easily store, retrieve, and share documents with customizable workflows, automated data capture, and secure access from any device. Eliminate paper-based processes, reduce errors, and accelerate decision-making with advanced search, version control, and audit trails.Read our analysis about DocuWare
Pricing on request
Streamline document management with this software. Efficiently organize and store all types of files with ease.
The software's user-friendly interface allows for easy access to documents, simplifying collaboration and boosting productivity. Its powerful search capabilities ensure that finding the right document is a breeze. With customizable workflows and permission settings, managing access to documents is seamless.Read our analysis about Kimios DMS
Paid version from $1.99 /month
Efficiently manage and collaborate on documents with cloud-based software that offers easy access and sharing capabilities.
With this document management system, you can store, organize, and edit files in real-time with multiple users. Its advanced search function and version control ensure seamless workflow and increased productivity.Read our analysis about Google Drive
Pricing on request
Streamline document management with this SaaS software, offering secure storage, easy organization, and seamless collaboration.
With HistoCyb, users can securely store and organize documents, collaborate with team members, and access files from anywhere. Its intuitive interface simplifies document management, while its robust security measures ensure data protection. Say goodbye to scattered files and lost documents with HistoCyb.Read our analysis about HistoCyb
Paid version from €100.00 /month
Streamline your workflow with this powerful portal software. Centralize communication, documents, and tasks for seamless collaboration.
With features such as custom branding, role-based access, and automated workflows, this portal software empowers teams to work efficiently and securely. Say goodbye to scattered information and hello to streamlined productivity.Read our analysis about Clustdoc
Paid version from €390.00 /month
Streamline document management with powerful search, version control, and collaboration tools.
Outmind's document management system allows you to quickly find and organize files with advanced search capabilities. Version control ensures you always have the latest document, while collaboration tools enable seamless teamwork.Read our analysis about Outmind
Paid version from $5.00 /month
Efficiently manage and organize your documents with this cloud-based software. Collaborate in real-time and access files from anywhere.
With its user-friendly interface, Zoho Docs boasts powerful features such as version control, customizable access permissions, and document analytics. Increase productivity with automated workflows and integrations with other tools.Read our analysis about Zoho Docs
Paid version from €4.00 /month
Collaborate and edit documents online in real-time with ease.
With this document management system, multiple users can work on the same document simultaneously, track changes and leave comments. The software's intuitive design allows for easy formatting and organization of text, tables, and images. Plus, all changes are automatically saved in real-time, ensuring that everyone is always on the same page.Read our analysis about Google Docs
Pricing on request
Streamline document management with this software. Organize, search, and share files with ease.
This software offers robust document management capabilities, allowing users to easily store, retrieve, and share files. Its intuitive interface and powerful search features make it simple to find the documents you need, while its customizable security settings ensure that your data stays safe.Read our analysis about FileHold
Document Management System software: purchase guide
What is a document management system?
A document management system is a web application that allows you to store all your company's files (invoices, payslips, purchase orders, technical documents, emails, videos, etc.) in a cloud and access them for viewing or editing.
How does it work?
Document management systems centralizes and organizes your digital files. Offered in SaaS mode, your employees connect to the tool from a Web browser (PC, Smartphone or tablet):
- To consult documents or request access rights
- To edit documents
- To share files
- To enrich the file database
- To delete items
The administrator can manage the access rights of users and documents: read-only, modify, share, no access.
Some document management system includes cloud storage space. However, the software can interface with your managed NAS storage server.
What are the main features of document management systems?
Digitization of documents
First, you import all of the files of your company:
- You upload digital documents via a simple drag and drop to a folder or subfolder
- You use OCR (Optical Character Recognition) technology and take pictures of papers from your smartphone
- You synchronize the software to your email
To simplify paper archiving, you can connect the tool to your scanner, photocopier, or digital copier.
The document manager supports:
- All your files: administrative documents, contracts, payslips, purchase orders, supplier and customer invoices, etc.
- All formats: PDF, Word, Excel, Powerpoint, image, video, Google Doc, sharepoint, etc.
To archive your documents correctly, you gradually structure a logical tree structure (by individual, project, team, function, etc.) and store your documents in the different folders and sub-folders. You can also find your files by entering keywords in the tool's search engine.
The computer tool recognizes documents in similar formats and indexes them automatically. For example, your invoices are stored in your "Invoice" folder.
Document management in the tool
The following functions are at the heart of document management:
- Consultation of documents
- Enterprise Content Management (ECM)
- Simultaneous editing and co-editing
- Nominative or grouped sharing of documents
- Data backup with version history
- Deleting and restoring documents
- Adding comments and tags
Some documents require the use of the workflow engine to manage requests and rights. For example:
- A request to consult or download a sensitive document
- A request to share a file with an internal or external person (customer, partner) to the company
- A modification that requires upstream validation: naming, deletion, electronic archiving, etc.
The administrator of the document or application is automatically notified of the request and can accept or reject it.
A shared document is automatically notified by email to its recipient. A file that is too large can be sent by e-mail as a downloadable link.
Some document management systems include a collaborative portal per project on which teams can exchange:
- Share documents (intranet or extranet)
- Chat on a live chat, conduct surveys
- Use a task manager
- Receive notifications
- Consult the agenda of the team or a member
With the synchronization feature, you have a folder on your desktop that lists all the elements of your drive. You can view the documents and modify them if you have the right to do so.
Locally modified documents are automatically uploaded as a new version into your document manager and the workstation of your team members.
In offline mode, it will automatically synchronize when the connection is restored.
A cybersecurity tool
Document management system vendors offer different levels of security to ensure the integrity of your files:
- End-to-end encryption of your data (SSL certificate)
- Secure cloud in protected data centers
- Multi-factor and multi-device authentication (NFC, IP, time, biometric, QR Code, etc.)
Some solutions integrate the key functionalities of digital safes such as electronic signatures or digital archiving with probative value.
Who uses document management systems?
Dematerializing documents is a current trend that makes documents accessible and shareable. A very small business can be have a single folder on its hard drive, an office automation tool and an outsourced backup. However, accounting firms, local authorities, large businesses, etc. should use document management systems to manage their knowledge base.
This solution is usually installed by the IT department and then used by various departments to manage contracts, improve customer experience and relationships, etc.
Why are the benefits of using document management systems?
The dematerialization of documents makes it possible to manage the life cycle of all files by eliminating laborious paper archiving. However, it has some disadvantages.
- No more paper; documents are filed online and easily accessible
- Facilitates collaborative project management between team members
- Saving time and employee productivity
- Protection against data leakage and falsification
- Cloud computing solution: no fear of losing data if hosting equipment is stolen
- Compatible with all types of ERP (SAP, Oracle, Infor, Sage, Microsoft, etc.) and all elements of the information system (CRM, CMS, Enterprise Social Network, CAD, BPM, etc.)
- If the tool fails, you risk losing everything if you do not have an external backup planned.
- Using the publisher's cloud can be risky if the supplier stops its activity
- Before subscribing to a document management system, it is necessary to ensure that there is a data reversibility clause in the event of a contractual breach.
- Risk of synchronization problems if two individuals modify the same document offline
Document Management System softwares: Q&A
When looking for document management system software, ensure it has features such as document version control, access control, search and retrieval capabilities, and audit trails. Additionally, look for features like OCR (Optical Character Recognition), metadata management, and integration with other applications.
Document management system software can help your company in various ways. It can boost productivity by allowing for easy document retrieval and collaboration. It can also help reduce costs by reducing paper usage and improving workflow efficiency. Moreover, a DMS software can help ensure compliance with regulations and protect important documents from loss or damage.
Some of the best document management system software options in the market include SharePoint, Box, Dropbox, Google Drive, and DocuWare. Each of these options has its unique strengths and weaknesses, so it's important to choose software that fits your company's specific needs.
Some free document management system software alternatives you could try include OpenKM, LogicalDOC, and SeedDMS. While these options may not have all the features of paid software, they can still be useful for small businesses or personal use. It's important to evaluate the features and limitations of each option before making a choice.