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Square 9

Square 9 is a document management solution that helps businesses handle and automate human resource processes. Teams can create a single, secure location where all employee records are organized and easily accessible from within a...Read more about Square 9

4.5 (112 reviews)

37 recommendations


Revver helps transform burdensome document-dependent work into impactful and empowering results. Our goal is to help companies transform their business quickly by powering document work, enabling teams to work collaboratively on d...Read more about Revver

4.4 (893 reviews)

34 recommendations


With Contentverse document management, you're never from from everything you need. Offering cloud and on-prem deployment options and customizable user configurations, Contentverse can work for the unique demands of your department...Read more about Contentverse

4.1 (19 reviews)

28 recommendations

DocStar ECM

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 a...Read more about DocStar ECM

4.0 (99 reviews)

21 recommendations

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FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include...Read more about FileHold

4.7 (45 reviews)

18 recommendations

Document Locator

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 about Document Locator

4.5 (32 reviews)

12 recommendations


Optix is a powerful, user-friendly document management software with workflow automation solutions, SOP management, and modern features designed to optimize business processes. With a customer footprint spanning the Fortune 500, S...Read more about Optix

4.9 (12 reviews)

12 recommendations


FrontRunners 2023

Brandfolder is a cloud-based asset management solution that provides various processes to organize, store and retrieve media assets and manage digital rights and permissions. The solution can be customized for businesses in indust...Read more about Brandfolder

4.7 (442 reviews)

11 recommendations


Docuphase offers a comprehensive suite of intelligent financial solutions that create predictability, visibility, and efficiency. Our solutions include Document Management, Invoice and Data Capture, Forms & Workflow, AP Automation...Read more about DocuPhase

4.5 (81 reviews)

7 recommendations


Bynder's Digital Asset Management (DAM) is a native cloud-based platform designed to simplify and optimize the management of digital assets for both small and large teams. It provides a centralized location to store and manage all...Read more about Bynder

4.5 (208 reviews)

5 recommendations

Doc.It Suite

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-proce...Read more about Doc.It Suite

4.1 (23 reviews)

5 recommendations


Save your team time and frustration while limiting risk and exposure by going paperless and automating redundant data entry tasks. Achieve your business process goals with expert guidance and intuitive, easy-to-use tools, so your ...Read more about DocuXplorer

4.4 (30 reviews)

4 recommendations


PandaDoc is an all-in-one tool to create, edit, send, track, and eSign documents quickly and easily. Discover a better way to generate professional-looking and error-free proposals, quotes, and contracts with PandaDoc. Win more de...Read more about PandaDoc

4.5 (1071 reviews)

3 recommendations

WoodWing Assets

WoodWing Assets (previously called Elvis DAM) is a digital asset management solution for businesses of all sizes. Key features include collaboration, asset sharing, single sign-on, cataloging, archive management, metadata manageme...Read more about WoodWing Assets

4.4 (17 reviews)

2 recommendations


M-Files is the leading platform for knowledge work automation. M-Files enables knowledge workers to instantly find the right information in any context, automate business processes, and enforce information control. This provides b...Read more about M-Files

4.2 (180 reviews)

1 recommendations


Centralpoint, by Oxcyon is featured in Gartner’s Magic Quadrant for Digital Experience Platforms is a Microsoft based technology which be installed either on-premise or in the cloud. It is an N-Tiered, highly scalable, roles based...Read more about Centralpoint

4.6 (8 reviews)

1 recommendations


Signulu is a cloud-based eSignature platform that provides multiple signing options and document management capabilities. The application offers various functionalities that significantly enhance the efficiency, security, and over...Read more about Signulu

No reviews yet

1 recommendations

Google Docs

FrontRunners 2023

Google Docs is a web-based document management application designed to help users create and edit documents in real-time. The platform allows employees to collaborate with internal and external stakeholders, add comments and acces...Read more about Google Docs

Google Drive

Google Drive helps users store company data in one place. Users can access files from desktop and mobile devices and control how team members share these files. The platform provides a central admin panel, data-loss prevention and...Read more about Google Drive

Dropbox Business

Dropbox is a cloud-based file sharing software system that caters to individuals and businesses of all sizes. This solution allows users to share files and send file requests to people even if they don’t have a Dropbox account. Mu...Read more about Dropbox Business

Buyers Guide

Last Updated: March 16, 2023

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% 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 buyers 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?

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

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.


Assigns metadata (e.g., properties such as author and file format) to documents in a library or archive to make them searchable.


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).


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. Companies should also consider a virtual data room which offers more features and protections that standard document management systems lack.

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, 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.

Note: The applications selected in this article are examples to show a feature in context and are not intended as endorsements or recommendations. They have been obtained from sources believed to be reliable at the time of publication.