Finding software can be overwhelming. We've helped hundreds of companies choose the right document management software to improve workflow efficiency and keep track of documents.

Showing 1-20 of 204 products

eFileCabinetFrontRunners 2020

eFileCabinet is a document management solution focused on helping businesses of any size to improve their profitability and productivity by reducing paper within their operations and streamlining their work processes. eFileCabinet’s... Read more

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Recent recommendations: 46 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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DocuWareFrontRunners 2020

DocuWare is a cloud-based document management and workflow automation solution that helps businesses transfer digital and paper-based assets on a unified platform. Primarily catering to sectors such as finance, accounting, sales, marketing,... Read more

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Recent recommendations: 34 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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NAVEX Global

NAVEX Global is a fully integrated compliance management system that allows businesses to consolidate their entire GRC program onto a scalable cloud-based platform. The suite of GRC software and training tools offers functionality... Read more

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Recent recommendations: 15 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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ECM-X

ECM-X is a document management software that can be deployed on the cloud or on-premise. This solution is built to help small to midsized organizations securely manage various data and files, such as invoice approvals, expense reports,... Read more

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Recent recommendations: 15 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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ViewCenter Document Capture and Management Solution

ViewCenter by ICM Document Solutions is an enterprise-level document management system designed for businesses looking to automate and streamline the storage, retrieval, and management of their business critical records. The program... Read more

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Recent recommendations: 14 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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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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Recent recommendations: 11 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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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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Recent recommendations: 11 recommendations

Platforms: MacWinLinux
Deployments: On premise
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Centralpoint Content Management

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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Recent recommendations: 7 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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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. Read more

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Recent recommendations: 6 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Dokmee

Dokmee from OfficeGemini is a document management solution for businesses of all sizes. It can be installed on-premises as well as hosted on the cloud. Key features include document management, multi-user access, file and folder restrictions,... Read more

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Recent recommendations: 5 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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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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Recent recommendations: 4 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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MediaValet

MediaValet is a cloud-based digital asset management solution that helps marketing and creative teams easily manage, collaborate on and distribute their digital assets. With data centers across the globe, MediaValet is available to... Read more

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Recent recommendations: 4 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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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 management,... Read more

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Recent recommendations: 4 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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BrandfolderFrontRunners 2020

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 industries... Read more

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Recent recommendations: 3 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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HotDocs

HotDocs is a document automation solution designed for businesses of any size or type. It enables users to convert frequently used documents and forms into ready-to-use templates to automate customer documentation. The solution offers... Read more

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Recent recommendations: 3 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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Cortex by Orange Logic

Cortex is cloud-based and on-prem digital asset management (DAM) solution that utilizes AI to help enterprises manage digital assets in a smarter and more efficient way. Cortex allows businesses to consolidate and securely manage digital... Read more

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Recent recommendations: 3 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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MediaBeacon

MediaBeacon is a digital asset management (DAM) system that is available in an on premise or SaaS model. MediaBeacon is configurable and modular so that it can serve the specific needs of your organization. In addition to the DAM system,... Read more

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Recent recommendations: 2 recommendations

Platforms: MacWinLinux
Deployments: CloudOn premise
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Widen Collective

Widen Collective is a cloud-based digital asset management solution designed to support the content lifecycle from creation to distribution.  The product offers a centralized library to manage images, documents, audio and video files... Read more

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Recent recommendations: 1 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Seismic

Seismic is a cloud-based sales enablement platform which helps automate content-related marketing processes and conversions. Primarily catering to midsize and large businesses, it provides custom-built solutions for wealth management,... Read more

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Recent recommendations: 1 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Amplifi.io

Amplifi.io is a centralized digital asset management hub designed to help medium and large size companies manage and share images, documents, logos, messaging, specs, videos and other marketing collateral.  Amplifi.io offers controlled... Read more

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Recent recommendations: 1 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Buyers guide


Last Updated: July 3, 2020

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
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. 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.

FrontRunners

Your Guide to Top Document Management Software, June 2020

Software Advice uses reviews from real software users to highlight the top-rated Document Management Software products in North America.

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“Usability” includes user ratings for Functionality and Ease of Use.“Customer Satisfaction” includes user ratings for Customer Support, Likelihood to Recommend and Value for Money.Reviews analysis period: