If your business has many documents in digital formats, then having document management software (DMS) will come in handy for managing, retrieving and organizing them. Keep reading, as this article will review the best document management software for different industries.
Written by Titus Kamunya ( Writer )
Facts checked by Jasna Mishevska ( Lead Fact-Checking Editor )
Last Updated: 11 Mar'24 2024-03-11T10:46:00+00:00
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Key Takeaways: The Best Document Management Software ServicesFacts & Expert Analysis From the Article
We live in a digital world where sharing and hosting documents online has become the norm. However, managing these documents and keeping them organized takes a lot of work, especially when dealing with thousands of files. The best document management software (DMS) allows you to streamline document sorting. That way, you can spend more time on your core business.
Document management software falls into different categories, such as document management systems, document imaging systems, quality management software and workflow management systems. Keep reading to learn about the best document management software to streamline business processes.
Meet the expertsTitus Kamunya ( Writer )
Titus Kamunya’s background in software engineering and business management, coupled with his passion for technology, position him as a valuable Cloudwards expert in the field of cloud backup solutions. With a commitment to delivering informative and insightful content, Titus continues to make strides in the tech industry. Outside of work, Titus enjoys spending time on the golf course.
Aleksander Hougen ( Co-Chief Editor )
Aleksander Hougen, the co-chief editor at Cloudwards, is an expert in cloud storage and related technologies. With a solid academic background in software engineering, including a Bachelor’s and a Postgraduate Certificate, Aleksander offers a profound understanding of cloud computing, data management and digital security. His expertise extends to cloud backup solutions, secure data storage and the broader spectrum of cloud services. His educational background enables him to demystify technical topics, making them accessible and empowering for technology enthusiasts.
03/11/2024 Facts checked Cloudwards Editor’s Choice: EgnyteAfter we carefully evaluated its features, Egnyte stood out as our editor’s choice for the best document management software. Egnyte is not only a document management system but also an excellent collaboration tool with awesome third-party integration capabilities. You can even try Egnyte for free for 15 days before committing to a paid plan.
Editor’s Choice 1TB – 1TB $10 / monthThere are lots of document management systems out there. You can go for simple or enterprise-level solutions, depending on your needs. These are some things to consider when selecting the best document management software.
The subscription fee for document management software will vary from provider to provider. These products are usually designed for business, and they can be free or have a one-time, monthly or annual fee. You can expect to pay from as little as $5 to hundreds of dollars every month for document management software, depending on the provider and features.
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Some of the best document management software have downloadable Android and iOS apps that you can access while away from your computer. If mobile apps are missing, then the DMS should be optimized for mobile devices. Such a feature can be useful for people who don’t carry their work computers but want to use their mobile devices to access, manage and edit documents.
The essence of document management software is to allow you to easily store, retrieve and access files. A document management system should let its users edit the documents simultaneously. Any changes should also be reflected instantly for all collaborators.
Additionally, the ideal document management software should have file versioning to track all the changes made to the document over time. Granular access control is also important to ensure that the right people have permission to access sensitive documents.
A typical organization can have as many as three tools (or more) for different purposes. The ideal DMS should seamlessly integrate with the third-party tools you use in your organization. Consider the tools your organization uses before selecting a document management system. For instance, if you use Microsoft 365, a product like Microsoft SharePoint will be a good choice.
The ideal document management system should be compatible with your existing systems. Performing an audit of your organization’s file systems and devices to see what the DMS supports should be your starting point.
Check browser compatibility, operating systems and API support against the DMS’s capabilities. For instance, you should confirm whether you can access the DMS using your organization’s mobile devices and operating systems. Another thing to check is your browser, as some might be outdated or incompatible with the target document management software.
Selecting the best document management software can be difficult as they come with varying features, technologies and pricing models. These are some of our top picks based on features, usability and pricing.
Egnyte is a good choice if you are looking for a platform that offers more than your regular document management system. This platform has a seamless UI that even non-tech-savvy individuals can use to manage documents. We have an in-depth Egnyte review if you want to learn more.
Egnyte is designed to cater to various needs. You can subscribe to multi-cloud, cloud-only or hybrid plans, and it has desktop co-editing for Word, PowerPoint and Excel files. Using Egnyte’s dashboard, you can also create new documents, set editing permissions and share them.
Egnyte supports many third-party integrations. For instance, you can connect it with Microsoft Office Online and Google Workspace from the app center. These integrations allow you to edit Microsoft and Google files, and save all the changes into your Egnyte account. You can also incorporate communication tools like Slack and project management tools like Trello.
