5 Best Document Management Software (Unbiased Review)

Data forms the core of every company. All businesses, regardless of size and industry, require data to thrive and increase their presence in the digital world. Organizations must handle various datasets daily, from files and documents to multiple databases.

Document management allows enterprises to conveniently analyze, process, and utilize overwhelming amounts of data. Businesses incorporate document software to organize datasets and information.

I ranked and reviewed the best document management software and system in this guide.

Choosing suitable management software is essential for meeting business objectives.

If search engine results confuse you with a thousand suggestions, your search ends with this list of the five best document management software. Each system has unique tools and features, allowing you to choose one that best fits your requirements and objectives.

Best Document Management Software:

1. ClickUp (Best Document management software)

document management software clickup

ClickUp is a one-stop and all-in-one platform that lets you plan, organize, and execute operations using various tasks, documents, chat features, goal management tools, and Whiteboard.

As one of the top 10 documentation software, it supports all enterprises and teams. ClickUp provides a central hub for business applications and data, manages projects, assigns tasks, and creates an efficient and accessible workspace.

This platform runs on five principles: create, edit, access, categorize, and protect.

ClickUp offers various tools and features for an effective workflow, increased productivity, and faster tracking, such as:

  • A list view for to-do tasks
  • Accessible dashboard or Gantt view to manage projects
  • Calendar layout
  • Mind maps
  • Customizable tasks in this document management software
  • Process management tools
  • Task management tools
  • Time management tools

Pros:

  • Compatible with individual users and team projects

ClickUp provides tools that enable project management for both individual users and teamwork. Its features, such as a user-friendly interface and design, integration of apps, and multiple application supporters, allow all users to monitor daily schedules.

  • Dashboard Layout

ClickUp’s dashboard follows an accessible UI and design, allowing you to access information immediately. It switches tables and views to provide real-time insights and data.

  • Well-Equipped Free Version

Unlike other systems that don’t provide all features in the free versions, ClickUp’s free subscription offers all tools, from basic to limited, such as dashboards, proofreading, collaboration, project tracking, and two-factor authentication.

  • Customer-Friendly Services

ClickUp’s features and tools prioritize customer satisfaction. It regularly runs system checks, improves existing features, and rolls out new processes based on customer requirements and expectations.

Additionally, its layout makes it easy for customers to understand the software and organize various projects simultaneously.

  • Cost-Friendly

Instead of making you spend money on different applications, ClickUp supports all features on a single, centralized platform, saving time and money.

Cons:

  • Overwhelming Number of Options

ClickUp offers multiple tools and customization features, confusing users. The high number of choices can seem confusing to a first-time user.

  • Formatting Contrast

ClickUp’s text is small, hindering its readability. Additionally, the colors are too soft and light, which distracts users.

Pricing:

ClickUp offers the following pricing plans:

  • Free: For personal use
  • Unlimited: $5/month; best for small teams
  • Business: $12/month; best for mid-sized teams
  • Business Plus: $19/month; best for multiple teams

2. Monday.com

Document management

This document management system provides users with an open platform to build applications, integrate tools, and customize projects.

As a primarily visual-based software, Monday.com streamlines operations, simplifies processes, enhances CRM tasks, enables project management trackers, and allows teams to work, collaborate, and align tasks quickly and efficiently.

Monday is an electronic document management system that enables teams to plan, organize, and monitor their project lifecycle.

Its visual interface lets users add and remove members, split workload, develop work schedules, and centralize document tracking.

It is an excellent tool for users to prioritize tasks, regardless of size and complexity, handle time-sensitive information, increase work visibility, and work closely using content management tools to enhance performance and productivity.

Pros:

  • Supports Multiple Teams

Whether multiple users or multiple teams, Monday.com supports all. Its centralized platform allows users to edit in real-time, collaborate, and communicate effectively during remote operations.

  • Efficient Tracking

Project tracking is essential for every business. This file management software monitors the progress, status, and life cycle of operations to improve time management and project schedules.

  • Easy Viewing

One of Monday’s document management solutions entails alternate viewing. Its easy-to-navigate timeline lets users access information to monitor deadlines, track progress, and organize files in a calendar view.

  • Project Management

Users can manage documents conveniently using Monday’s centrally operative platform to obtain project details and resources, assign tasks, receive notifications, and automate administration operations.

Cons:

  • Limited Features

Even though Monday.com offers a free plan, it lacks various essential features available on the paid versions.

  • No Gantt Chart

A document management solution that Monday lacks is the Gantt chart. The absence of a Gantt chart makes it challenging to monitor project lifecycles, time, and deadlines.

Pricing:

  • Monday.com offers the following pricing plans:
  • Individual: Free; up to two seats
  • Basic: $24/month; $8 per seat
  • Standard: $30/month; $10 per seat
  • Pro: $48/month; $16 per seat

3. Zoho Docs

content management tools zoho docs

Zoho Docs is one of the most trusted document management software. It is an intricate system for creating, organizing, sharing, and collaborating on projects, regardless of their format.

The two primary features of this platform are document storage and management and document modification. Users can access this system from any device as long as they have internet accessibility.

In addition, this electronic file management software allows sharing, managing, administrative control, integration, and cloud synchronization to and from Mac, Windows, and Linux applications. Some of Zoho Docs’ key features include:

  • File storage, sharing, managing
  • Integrating document modifiers
  • Managing multiple folders
  • Editing, commenting, tagging
  • Online collaboration
  • Full-length search
  • User administration
  • Controlling document versions, check-ins, and check-outs.
  • Security governance
  • Document management software Data encryption
  • Security and privacy tools
  • Centralized applications
  • Data backup and recovery

Pros:

  • Integration

Zoho docs enable integration among multiple document control systems, such as Dropbox, Google Drive, and Adobe applications, with external platforms.

  • Maximum Security

Zoho Docs protects data against cyber threats and attacks.

  • Synchronization

Seamlessly synchronizes data across multiple cloud-based platforms and devices.

  • Streamlined Operations

Zoho Docs’ organized, searchable, accessible, and customer-friendly tools streamline tasks, increasing performance and productivity.

Cons:

  • Frequent Downtimes

Zoho Docs faces occasional downtimes, slowing operations, and projects.

  • Weak Interface

Zoho Docs’ interface might be challenging to navigate and understand, confusing users.

Pricing:

Zoho Docs offers the following pricing plans:

  • Free: This document management software free version provides basic features.
  • Standard: ₹300/user (billed monthly); ₹240/user/month (billed annually)
  • Premium: ₹330/user (billed monthly); ₹480/user/month (billed annually)

4. eFileCabinet

electronic file management eFileCabinet

As one of the leading document management systems, eFileCabinet assists businesses in enhancing their productivity and increasing profits.

Its primary tool, Rubex, provides accessibility to on-premises and cloud platforms through web browsers and desktop applications. eFileCabinet offers multiple content management tools, such as OCR, file-sharing, and email transfer.

Pros:

  • Uniform Versions

eFileCabinet follows a uniform and user-friendly layout across all its applications. The interface provides an optimized user experience by offering remote access to data, displaying insights and records, access to all documents, and enhanced visibility using an improved HTML5 tool.

  • Easy to Navigate document management software

This electronic document management system follows an easy-to-navigate design. Whether experienced or first-time users, eFileCabinet’s system simplifies configuration, administration, and technical issues.

  • Variety of Tools

eFileCabinet provides various file management tools to meet company objectives, such as widgets, desktop icons, panel toggling options, and Zonal OCR, which enables sorting, locating, and extracting files quickly.

Cons:

  • Basic Free Version

The document management free version does not provide all the tools small and medium-sized businesses require to run their operations smoothly.

  • Lack of Explanatory Tools

Despite having a user-friendly layout, the website is prone to frequent crashes, making it difficult for new users to understand and navigate it.

Pricing:

eFileCabinet provides the following pricing plans:

  • Advantage: $55/user/month; for a minimum of 3 users
  • Business: $99/user/month: 
  • Unlimited: $199/user/month

5. FileHold (File Management Software)

documentation software FileHold

One of the top document management solutions, FileHold, allows large companies to implement paperless operations. Organizations can use FileHold to run public or private cloud or on-premises networks.

With FileHold, companies can secure their data, use audit trails, add e-signs, search documents, scan files, and simplify processes.

This document management system generates efficient workflows and automates document modification. The mobile application of this document management software integrates with Microsoft Office, SharePoint, and Active Directory to send regular notifications and alerts.

Pros:

  • Prioritizes urgent tasks for quick management solutions 
  • Organizes project lifecycles
  • File Management Software allows paperless operations
  • Easy to install, understand and navigate

Cons:

  • Lacking Security Tools
  • Poor disaster management system

Pricing:

FileHold offers the following pricing plans:

  • Cloud: $15/month
  • On-premises: $3,750 for 5 users
  • On-premises: $7,600 for 20 users

What is Document Management Software?

A document management software (DMS) creates, stores, manages, shares, and monitors electronic files and scans images of paper documents using a centralized platform.

It allows businesses to run their operations smoothly and divide their workforce productively by digitizing and automating documents.

What Does Document Management Software Do?

DMS provides content management tools and features to improve workflows, archive documents, and control systems. The document management system includes various features, such as:

  • Coordinating documents
  • Editing files in real-time
  • Preventing unauthorized access to confidential information
  • Recover and restore backups and original versions
  • Audit trail

File Management Software: Wrap Up

A document management system is an integral part of every organization. It conveniently handles, organizes, and shares data, allowing teams and users to collaborate.

Various document management solutions exist to make data organization more efficient, such as ClickUp, Zoho Docs, FileHold, Monday.com, and eFileCabinet.

Document management software: FAQs

What is a document management system?

Document management systems are applications that help users manage files, automate functions, and ensure their operations comply with regulation policies. They also prevent unapproved or foreign access to sensitive data. 

How does DMS help companies?

Document management software benefits companies in various ways, such as:
1. Capturing, analyzing, editing, and protecting electronic documents
2. Saving time and resources
3. Increasing productivity
4. Organizing data
5. Distributing large amounts of information across various platforms in multiple formats

Do document management systems support on-premises operations?

Yes, DMS supports both cloud-based and on-premises functions.

How to pick the right DMS?

When picking a document management system for your company, consider the following factors:
1. Company’s goals and objectives
2. Where the system has to be installed
3. Number of project teams
4. Your Budget

What type of documents does document management software store?

A DMS supports various documents, such as scanned images of paper files, electronic documents, spreadsheets, PDFs, text reports, campaign files, transcripts, and legal documents.

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Hassan Warid & Adnan Warid
We are full-time bloggers and affiliate marketing experts. By following our guide, you can also make blogging your full-time job. And learn how to start a profitable blogging business.

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