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:

Professional group :
Collaboration
Operations Management
Human Resources (HR)
Marketing
Sales & Customer Management
IT Services
Accounting & Finance
Communications
Analytics
Recreational Activities
Technology
Construction Management
Services
Finance
Education
Transport
Association Management
Commercial
Legal
Health
Impact
Media
Manufacturing
Agriculture
Government (BF)
Category :
Document Management System
Collaborative Platform
Electronic Signature
Appointment Scheduling
Task Management
Enterprise Social Network (ESN)
Presentation
Idea & Innovation Management
Knowledge Management
File Transfer
Productivity applications Suite
File Sharing
Virtual Data Room (VDR)
Meeting
Form Builder
Hybrid work management
Board Management
Note-taking
Email Signature Management
Document Editing
Venue Management
Wiki
PDF software

Our selection of 18 document management system software

Free versionFree trialFree demo

Paid version from €49.00 /year

Streamline signing processes with secure, easy-to-use e-signature functionality.

GoSign offers a secure, efficient solution for managing electronic signatures, designed to streamline any document signing process. Features include customizable templates, real-time tracking, and compliance with major e-signature laws, making it an ideal choice for businesses seeking to improve document workflow and enhance security.

Read our analysis about GoSign Benefits of GoSign

Time gained, money saved

Sign documents at anytime and anywhere in an easy way

Full legal and regulatory compliance

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Free versionFree trialFree demo

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 Benefits of Tresorit

End-to-end encryption

European data centers

Certified for ISO 27001 and compliant with the GDPR

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Free versionFree trialFree demo

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
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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 Benefits of M-Files

Advanced document management based on metadata

Automation of business processes to facilitate information

A secure cloud solution also available On-Premises

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Free versionFree trialFree demo

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 Benefits of Clustdoc

Request documents & auto reminders

Modern & mobile-friendly customer portal

Traceability & productivity

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Free versionFree trialFree demo

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
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Free versionFree trialFree demo

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
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Efficiently manage all your documents with this cloud-based software that provides easy access, powerful search capabilities, and customizable workflows.

OpenKM's Document Management System allows you to securely store and share files, automate document-related tasks, and track changes with version control. With its user-friendly interface, you can easily collaborate with your team and streamline your document management process.

Read our analysis about OpenKM
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Streamline document management with this SaaS solution. Easily capture, store, and access files from anywhere.

Say goodbye to paper clutter and hello to increased productivity. This software's user-friendly interface and advanced search capabilities make finding and organizing documents a breeze. Plus, with automatic backups and secure cloud storage, you can rest easy knowing your files are safe and accessible.

Read our analysis about Capture ontheGo
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Free versionFree trialFree demo

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
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Free versionFree trialFree demo

Paid version from €90.00 /month

Efficiently manage, store and share documents with this cloud-based software. Streamline workflows, control access and collaborate with ease.

With SharePoint 2016, users can create, edit and share documents from anywhere with an internet connection. Advanced search capabilities and version control ensure easy document retrieval and tracking changes. Access control settings allow for secure sharing of documents with specific users or groups.

Read our analysis about SharePoint
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Free versionFree trialFree demo

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
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Free versionFree trialFree demo

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 Benefits of Outmind

Quickly find the information you are looking for in your too

Preview and classification in the interface

GDPR Certification, ISO 27001:2013, SSAE16, SOC1, SOC2, SOC3

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Free versionFree trialFree demo

Pricing on request

Streamline your document management with advanced file organization, secure sharing, and collaborative editing.

Megadisk stands out as a Document Management System software, enabling businesses to securely manage their documents. Features include hassle-free document organization, advanced file-sharing capabilities ensuring data protection, and real-time collaborative editing tools to boost productivity across teams. Designed for efficiency, it caters to modern digital workspace needs.

Read our analysis about Megadisk Benefits of Megadisk

Android Emulator

LINUX

File Sharing

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Efficiently manage and organize your documents with this powerful software, featuring customizable workflows and robust search capabilities.

With its intuitive interface and flexible architecture, this document management system streamlines collaboration and improves productivity across teams. Its advanced security features ensure your data remains protected at all times.

Read our analysis about Nuxeo Benefits of Nuxeo

cloud-native

scalable

artificial intelligence

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Free versionFree trialFree demo

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
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Free versionFree trialFree demo

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
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Free versionFree trialFree demo

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
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Document Management System software: purchase guide

What is a document management system?

Definition

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.

Some popular document management systems include: FlyDoc, Kimios, Esker on Demand

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.
  • 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.

Collaborative workspaces

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.

Advantages

  • 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.)

Disadvantages

  • 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

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.

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.