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Document Management Software


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Workfront logo
 
Workfront (formerly AtTask) is a cloud-based project management solution that helps teams  to prioritize, route, manage and report on their work. It is suitable for businesses of any size and industry including IT, architecture and... Read More
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Workfront (formerly AtTask) is a cloud-based project management solution that helps teams  to prioritize, route, manage and report on their work. It is suitable for businesses of any size and industry including IT, architecture and... Read More
 
eFileCabinet logo
 
Founded in 2001, eFileCabinet is an online document management software (DMS) that is used by companies of all sizes and in a wide range of industries such as accounting/financial services, manufacturing, and healthcare. The solution... Read More
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Founded in 2001, eFileCabinet is an online document management software (DMS) that is used by companies of all sizes and in a wide range of industries such as accounting/financial services, manufacturing, and healthcare. The solution... Read More
 
M-Files logo
 
M-Files is a content management tool that helps users organize, manage and track documents and information. The solution is suitable for small and large businesses in multiple industries. On-premise, cloud-based and hybrid deployments... Read More
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M-Files is a content management tool that helps users organize, manage and track documents and information. The solution is suitable for small and large businesses in multiple industries. On-premise, cloud-based and hybrid deployments... Read More
 
IntelligenceBank logo
 
A Web-based software, IntelligenceBank has a variety of intuitive content management solutions for a range of business sizes and industries. Solutions are designed to help users manage data and digital assets securely.
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A Web-based software, IntelligenceBank has a variety of intuitive content management solutions for a range of business sizes and industries. Solutions are designed to help users manage data and digital assets securely.
 
Quip logo
 
Quip is a project management and task collaboration tool that help users work together and communicate without emails. Users can create and edit spreadsheets, documents and checklists in the system, and team members can chat and comment... Read More
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Quip is a project management and task collaboration tool that help users work together and communicate without emails. Users can create and edit spreadsheets, documents and checklists in the system, and team members can chat and comment... Read More

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FileHold Document Management logo
 
FileHold’s document management suite offers a workflow engine, as well as document imaging and scanning. A solution for companies that need to convert to a paperless office, with a variety of deployment options available.
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FileHold’s document management suite offers a workflow engine, as well as document imaging and scanning. A solution for companies that need to convert to a paperless office, with a variety of deployment options available.
 
PolicyTech logo
 
PolicyTech is a policy and procedure management solution from NAVEX Global suitable for all industries including healthcare, financial services, manufacturing, retail, government, energy and law enforcement. PolicyTech offers tools... Read More
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PolicyTech is a policy and procedure management solution from NAVEX Global suitable for all industries including healthcare, financial services, manufacturing, retail, government, energy and law enforcement. PolicyTech offers tools... Read More
 
Asset Bank logo
 
Asset Bank is digital asset management software that can be deployed either on-premise or in the cloud. The solution is suitable for the needs of large organizations. Asset Bank enables users to share and manage all digital assets... Read More
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Asset Bank is digital asset management software that can be deployed either on-premise or in the cloud. The solution is suitable for the needs of large organizations. Asset Bank enables users to share and manage all digital assets... Read More
 
ContractSafe logo
 
ContractSafe is a cloud-based content management system (CMS) suitable for businesses of any size. Key features include document management, contract management, key date alerts, permissions and reporting and analytics. ContractSafe... Read More
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ContractSafe is a cloud-based content management system (CMS) suitable for businesses of any size. Key features include document management, contract management, key date alerts, permissions and reporting and analytics. ContractSafe... Read More
 
Doc.It Suite logo
 
Since 2001, Doc.It Suite, a document management platform, has been available to accounting and tax professionals. Doc.It Suite offers the user a variety of applications including document management, document capture & image-processing,... Read More
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Since 2001, Doc.It Suite, a document management platform, has been available to accounting and tax professionals. Doc.It Suite offers the user a variety of applications including document management, document capture & image-processing,... Read More

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Apparound CPQ logo
 
Apparound CPQ provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the sales meetings and simplify sales management. Apparound solution is designed to improve the speed... Read More
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Apparound CPQ provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the sales meetings and simplify sales management. Apparound solution is designed to improve the speed... Read More
 
Document Locator logo
 
Document Locator is enterprise document management software that is uniquely integrated into Microsoft Windows. The platform is integrated with Microsoft Office and other business applications, and works directly inside of Windows... Read More
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Document Locator is enterprise document management software that is uniquely integrated into Microsoft Windows. The platform is integrated with Microsoft Office and other business applications, and works directly inside of Windows... Read More
 
Laserfiche logo
 
Laserfiche is a content management platform suitable for businesses of all sizes in industries such as accounting, construction, education, real estate, manufacturing and healthcare. It offers document scanning and data capture, search... Read More
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Laserfiche is a content management platform suitable for businesses of all sizes in industries such as accounting, construction, education, real estate, manufacturing and healthcare. It offers document scanning and data capture, search... Read More
 
Contract Logix Contract Lifecycle Management (CLM) logo
 
Contract Logix Contract Lifecycle Management (CLM) software is a modular contract management solution. It offers features such as workflow automation tools, a secure electronic document repository, advanced search options, contract... Read More
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Contract Logix Contract Lifecycle Management (CLM) software is a modular contract management solution. It offers features such as workflow automation tools, a secure electronic document repository, advanced search options, contract... Read More
 
DocMinder Document Management logo
 
Word-Tech’s DocMinder is a hosted or on-premise document management program that uses clients’ existing drives, SharePoint or file share system with their email systems to automate work related to your documents and searching. Flexible... Read More
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Word-Tech’s DocMinder is a hosted or on-premise document management program that uses clients’ existing drives, SharePoint or file share system with their email systems to automate work related to your documents and searching. Flexible... Read More

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Contentverse logo
 
Contentverse is a cloud-based content management system designed to work on desktop and mobile devices. It is suitable for large and midsize businesses in all industries and allows users to upload, store and edit documents, search... Read More
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Contentverse is a cloud-based content management system designed to work on desktop and mobile devices. It is suitable for large and midsize businesses in all industries and allows users to upload, store and edit documents, search... Read More
 
Treeno DMS logo
 
With extensive features, Treeno content management solution includes flexible deployment options, mobile accessibility, file preview, document indexing and search. Recommended for businesses that want security and compliance.
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With extensive features, Treeno content management solution includes flexible deployment options, mobile accessibility, file preview, document indexing and search. Recommended for businesses that want security and compliance.
 
Centralpoint logo
 
Centralpoint by Oxcyon is a content management solution that can be installed on-premise or accessed on the cloud from any mobile device with an internet connection. The modular applications can be deployed in a configuration that... Read More
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Centralpoint by Oxcyon is a content management solution that can be installed on-premise or accessed on the cloud from any mobile device with an internet connection. The modular applications can be deployed in a configuration that... Read More
 
DocStar Enterprise Content Management logo
 
DocStar Enterprise Content Management serves large and midsize businesses across all industries and provides tools to upload, store and share documents in a variety of formats. Cloud-based and on-premise versions of the software are... Read More
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DocStar Enterprise Content Management serves large and midsize businesses across all industries and provides tools to upload, store and share documents in a variety of formats. Cloud-based and on-premise versions of the software are... Read More
 
CaptureFast logo
 
CaptureFast is a cloud-based content management system (CMS) that is suitable for businesses in a variety of industries. Key features include document capture and image processing. A mobile app is also available for Android and iOS... Read More
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CaptureFast is a cloud-based content management system (CMS) that is suitable for businesses in a variety of industries. Key features include document capture and image processing. A mobile app is also available for Android and iOS... Read More
 

Buyer's Guide

by Craig Borowski,
Market Research Associate
Last Updated: July 25, 2017


Document management software, which falls within the larger category of content management systems (CMS), helps business users digitally upload, track and archive documents while keeping them secure. Many document management systems include workflow tools to manage the life cycle of specific documents, such as articles or legal contracts.

According to the Association for Information and Image Management (AIIM), 75 percent of companies use more than one document management solution. This reflects both the scale of information companies today must oversee, and the diversity of available solutions.

To that end, we've created this buyer's guide to help you better understand what this technology is and how it works so you can choose the best document management software for your organization. Here’s what we’ll cover:

What Is Document Management Software?
Common Applications of Document Management Software
Common Buyer Scenarios
Market Trends to Understand

What Is Document Management Software?

Document management software provides organizations with the following functionality:

  • A central, searchable repository for records
  • Paper documents can be digitally uploaded and filed, thus eliminating the need for the extra space (and cost) required with paper storage. In addition to improving organization and efficiency
  • Digital document storage minimizes the risk that records can be lost or damaged

Organizations that frequently use and/or maintain records containing sensitive personal information, such as those in the medical or financial industries, may benefit especially from document control software. These solutions can help ensure industry-specific document compliance while providing the appropriate users with quick, reliable access to records.

Main dashboard screenshot in eFileCabinet

Main dashboard screenshot in eFileCabinet

Document management software is also helpful for companies seeking a way to implement rules-based workflow processes, such the review and approval of documents prior to publication and/or release.

Common Applications of Document Management Software

Document management software is a broad category that covers many different applications. Many of these applications can be sold either as stand-alone products, or combined together in a comprehensive integrated suite.

Document capture and imaging Uses imaging technology to digitize printed documents. These applications are often integrated with document readers and search features.
Indexing Assigns metadata (e.g., properties such as author and file format) to documents in a library or archive to make them searchable.
Publishing Allows users to draft, edit and distribute content via workflow tools and role-based permissions.
Records management Secures records by classifying and archiving sensitive data.
Case management Automates the documentation and management of cases, including approvals, role permissions and other necessary steps.
Contract management Facilitates the workflow for creating and revising specific types of contracts (e.g., mortgage contracts).

M-files

Screenshot of M-Files software showing document metadata

Common Buyer Scenarios

Buyers evaluate document management software for many different reasons, but most fall within one of the following common scenarios:

Digitizing company documents. Organizations looking to go paperless by digitizing paper records often seek a stand-alone document imaging application to help upload these records quickly, without having to manually scan them. Imaging applications are sometimes part of a larger integrated suite that offers additional tools for the tracking, storage and retrieval of these digital records.

Securing sensitive records. Companies in certain industries are subject to government regulations that mandate how records are stored and accessed. These regulations often require organizations to keep both historical and current documents in a digital format, and to limit who can access them. These companies often seek document management applications that are designed to aid compliance, and include features such as audit trails and role-based permissions.

Organizing file systems. Many companies have difficulty finding and accessing files. For example, documents may be stored across multiple locations, including network drives, individual desktops and Web-based file-sharing platforms (e.g., Dropbox), which in some cases may violate company policies. These buyers seek to unify document storage so employees can access documents both easily and securely.

Many larger organizations often seek Enterprise Content Management (ECM) solutions, which are more comprehensive systems that often include records and digital asset management applications, among others.

Seeking an industry-specific solution. Certain companies require solutions that are tailored to the specific document life cycles in their organization and include case or contract management tools. Document management software helps automate and track the unique workflow of these records to improve efficiency while ensuring no step is missed.

Market Trends to Understand

Web-based solutions become increasingly available. According to Gartner, while on-premise document management systems continue to dominate the market, Web-based solutions (e.g., M-Files, Acquia and Spring CM) can help supplement it. These solutions offer benefits such as remote access to documents, added security via cloud-based data backup and the elimination of added technology and hardware costs.

Collaborative tools become more popular. An increasing number of document management solutions are beginning to incorporate tools that facilitate greater collaboration between users. These tools enable multiple employees to work on shared documents, share files and communicate via social tools within the same platform, thus changing the way teams are able to work together with records.

Emergence of mobile document management solutions. A decade ago, it was unimaginable that companies could create and edit documents on mobile devices. Today, however, the widespread prevalence of smartphone and tablet technology has led many document management software vendors to offer mobile apps that allow users to access and edit content remotely.

 

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