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eFileCabinet

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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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
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PinPoint Document Management

Built for companies of any size, PinPoint offers a Web-based solution that is customizable. They serve a variety of industries who need scalable document management with anytime, anywhere access.
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FileHold Document Management

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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Fluix

Fluix by Readdle is a cloud-based content management platform. It offers an iPad app and a server-based back end to facilitate management of documents users, file distribution and security. Fluix is a platform that helps companies... Read More
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Onehub

Onehub is a cloud-based document management system tool that helps users securely store and share their business files. It can be customized to meet users' specific requirements and custom branding needs. Users can drag-and-drop documents... Read More
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Workfront

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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IntelligenceBank

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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PolicyTech

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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M-Files

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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Content Central by Ademero

Content Central is a document management software that helps companies to sort and store documents. The software has a multi- deployment option and is available as a Software-as-a Service (SaaS) model or can be hosted on premise. The... Read More
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Apparound CPQ

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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Contract Logix Contract Lifecycle Management (CLM)

Contract Logix Contract Lifecycle Management (CLM) software is a modular contract management solution. It offers features such as workflow automation tools, electronic document repository, advanced search options, contract creation... Read More
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Box

Box is a cloud content management platform for companies of all sizes and industries. It offers security and controls for admins as well as sharing and collaboration capabilities for end users across the globe. The Box platform allows... Read More
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Asset Bank

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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Centralpoint

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 suits... Read More
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Contentverse

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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DocStar Enterprise Content Management

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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CaptureFast

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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ContractSafe

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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FileCloud

FileCloud is a cloud-based file sharing and sync system that allows users to access and sync business data from any device. It offers file sharing, backup, remote access and sync. Users can access files via web browser, browser add-on,... Read More
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Libris

Libris by PhotoShelter is a cloud-based digital asset managemnt solution for businesses in many industries. Users can upload, organize and share digital assets such as photos, videos and more, with no limit on asset size. Users can... Read More
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Exact Macola

Macola is the ERP and business software that manufacturers and wholesale distributors trust to automate, grow and streamline their business workflows. Macola meets the unique needs of growing SMBs ─ automating and managing core... Read More
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Solaris Imaging Pro

Built for the medical industry, Solaris Imaging Professional offers image processing and scanning that allows practices to convert to a paperless office. These solutions provide access and export functionality for patient records.
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WebMerge

WebMerge is a web-based document management system that enables users to merge data from the cloud into custom PowerPoint presentations, Word documents, Excel spreadsheets, or PDFs. The solution can be used by businesses of any size... Read More
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Treeno DMS

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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DocSavy

DocSavy’s content management solution includes multiple applications, such as document and case management, document capture and image-processing. Sold as a cloud-based subscription that is best for small businesses.
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IBM Enterprise Content Management

Companies can select an industry-specific system with IBM’s Enterprise Content Management offerings. Solutions are designed to help enterprises manage raw data, and are available in your preferred deployment option.
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Mi-Forms Software by Mi-Corporation

Built for mid-size to large companies, Mi-Forms offers a comprehensive content management solution with several deployment options. They are best for users who need critical data collection and asset management functionality.
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ZenQMS

ZenQMS is a cloud-based quality management system that provides tools for document collaboration and control. It helps businesses manage aspects of document lifecycle, allowing them to transit their workflows from manual, paper, and... Read More
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SeamlessGov

SeamlessGov by SeamlessDocs is a full-featured forms engine and eSignature platform. The solution takes manual, paper-based processes and converts them into automated online versions. A few different modules within the SeamlessDocs... Read More
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DocMinder Document Management

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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ViewCenter ECM Suite

ViewCenter by ICM Document Solutions is an enterprise-level content and document management system designed for businesses looking to automate and streamline the storage of their critical records. The program is web-based, allowing... Read More
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NextDocs

Founded in 2006, NextDocs Corporation offers content management and compliance solutions that help pharmaceutical, biotech and life sciences companies follow FDA guidelines. NextDocs can be deployed both on-premise and in the cloud. NextDocs... Read More
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Veeva Vault

Founded in 2007, Veeva Systems, Inc. offers Veeva Vault, a cloud-based content management platform with a collaboration solution focused on serving the life sciences industry. Created in 2011, this solution serves companies of all... Read More
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PaperSave

Founded in 1997, PaperSave is a document management solution that includes automated electronic workflows and transactions (invoices and gifts) for Microsoft Dynamics, Intacct and Blackbaud. It can be deployed on-premise or in the... Read More
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Clireo

Founded in 2011, arivis AG (formerly Mission 3) offers Clireo, a content management system suited for the life sciences industry. It can be deployed both on-premise and in the cloud. Clireo's suite of solutions include eTMF (electronic... Read More
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StacksWare

StacksWare is a software asset management application designed to manage software installed and run on virtual desktop infrastructure (VDI) machines. In many corporations, VDI software exists in a “black box,” beyond the reach... Read More
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ISEBOX

ISEBOX is a public and media relations platform that helps companies store, manage and distribute high-quality and large file-size multimedia content. It lets companies provide a single point of contact to the media or other external... Read More
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Infinit

Infinit is a file-sharing platform suitable for organizations that need to share large or small quantities of files securely. It works on mobile devices, both Apple and Android, and can be installed on all major desktop and laptop... Read More
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Qorus Breeze Proposals

Qorus Breeze Proposals is a document management system (DMS) designed with marketing, sales and competitive bidding teams in mind. Its functional focus is on the creation, distribution, tracking and management of a variety of business... Read More
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Contract Insight

Contract Insight is a contract lifecycle management solution developed by CobbleStone Systems. It can be deployed either on the customer’s premises (with perpetual licensing) or in the cloud (with monthly subscription licensing). Contract... Read More
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kiteworks

Kiteworks by Accellion offers enterprise organizations a secure file sharing and collaboration solution that enables internal and external sharing of content without requiring a VPN. The software provides content connectors to Box,... Read More
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Dropbox

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.... Read More
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BlackMonk

BlackMonk is a full-featured content management and Web-publishing platform. It is a cloud-deployed system and is sold as either a Small Business or Enterprise edition, with monthly and yearly pricing. BlackMonk’s collection of... Read More
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Bynder

Bynder offers a selection of branding, marketing and digital asset management (DAM) tools for businesses of all sizes from the smallest SMB to the largest multinational enterprise. Bynder’s DAM is designed to help companies manage,... Read More
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Private Media Channel

Private Media Channel by Niche Video Media is a secure video hosting service and platform. It helps companies manage, secure and distribute their online video assets and other multimedia or digital content. Private Media Channel is... Read More
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SepPortal

SepPortal is a cloud-based content management system (CMS). This product is suitable for small to medium-sized businesses across all industries. It is mobile device-friendly, includes built-in search engine optimization (SEO) tools... Read More
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SkySignature

SkySignature is a cloud-based content management (CMS) solution targeting small businesses. This software features digital signature tool and includes functionality for converting most file formats into PDFs. Users can upload documents,... Read More
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FossLook

FossLook is a business automation and document management platform available for on-premise deployment. Key features include customizable document types and folders, workflow and document templates, document statistics, an integrated... Read More
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Buyer's Guide

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.