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Document management is a complex subject – but it’s something you’ll need to get into if you work in any capacity where your company has to adhere to GDPR.
And whether you’re a freelancer, a manager, or a C-level executive, you’ll probably need to store documents, track who has access to them, and monitor who’s copied them.
Luckily, you don’t have to do it on your own – there are plenty of document management systems that will simplify things for you.
We’ve rounded up the 10 best document management systems, so you can spend less time managing your documents and more time doing the important stuff.
What is a Document Management System?
In a digital world where everything is digital, finding ways to organize all your files and documents is necessary—one of the most time-consuming tasks for busy individuals in managing their document collection.
But if you don’t do it, you will lose track of some essential files. It’s a huge pain and takes time away from doing something you enjoy.
A document Management System is a software application or online service designed to organise store, and manage documents. These applications come in handy for managing and organizing business documents. There are numerous document management systems on the market, but we want to highlight the top 10 document management systems to make your life easier.
1. Qoppa PDF Studio
Qoppa PDF Studio is a feature-packed solution that lets users quickly and efficiently convert scanned documents, pictures, presentations, or anything to PDF format. Qoppa PDF Studio offers features such as OCR (Optical Character Recognition) for extracting text and metadata.
In addition, the solution is equipped with advanced search capabilities and security features. Qoppa PDF Studio allows you to work both offline and online. The latter part is beneficial, especially when working remotely.
Pros:
- PDF files can be converted without leaving the Qoppa desktop
- Metadata extraction
- Automatic PDF conversion
- Advanced search and find
- Security features
- Integration with Microsoft Office
Cons:
- Limited to Windows operating system.
Pricing
Qoppa comes in two options. The standard version sells for around $50, whereas a pro version sells for $70.
2. Hightail
One of the most famous document management solutions, Hightail, is a cloud storage provider focusing on file storage and access via the web. With its easy-to-use interface, you can easily upload, download, and share files.
You also can create folders and tags for your files. Hightail allows you to encrypt your data using the AES 256-bit encryption protocol for maximum security. Another exciting thing about this document management system is that you can also add comments to any files.
Pros:
- The user interface is easy to navigate
- Secure Sharing with Friends, Family, and Colleagues
Cons:
- Small Storage Cap
- Paid Tool
Pricing
You can get hightail lite for free with limited features. Pro, Teams and Business packages go for $12, $24 and $36 per month, respectively.
3. Dropbox for Business
Dropbox is an excellent solution for team collaboration, storage, and file sharing. With Dropbox for Business, you can create custom folder structures. You can also share folders with other users by sending invitation links.
The main benefit of Dropbox is that it has a desktop application that automatically uploads any new files to the cloud. Hence, you always have the latest versions of your documents.
It allows users to view and edit the documents stored on a computer, tablet, or smartphone. Another feature is its desktop app for Windows and Mac computers. All of these features make it one of the best document management systems. Dropbox also has an official office suite. This allows you to access and edit files from any device using an internet connection.
Pros:
- Excellent file sharing and storage services
- Easy to share folders with other users
- One-click auto-upload to cloud storage
- Share documents and photos online
Cons:
- Slower upload speed for larger files
- Tethering doesn’t work for some devices.
- Limited apps and mobile access
Pricing
Dropbox gives you 2TB of storage for $9.99 a month. The family account is accessible by 6 users and costs $16.99 per month while the professional account gives you 3TB for $16.58 per month for a single user. There are other plans catered to higher demands. Details are as follows:
4. Google Drive
Google Drive allows you to save files with you to have them anywhere, anytime. You can store files in the cloud, which is excellent because they will not be lost no matter how much space you have on your computer.
With google drive, you can easily share files with anyone on your team or with people outside your team by simply sharing the link. Another feature you have with google drive is that you can sync your files across different devices. They provide desktop, mobile, and web apps and a website.
Pros:
- Free to use for individual users
- 15GB of free storage
- Easy to use with a familiar interface
- It can be used on any device with an internet connection
Cons:
- There have been some reports of files being lost or corrupted.
Pricing
Google Drive might be the most affordable option for you. A basic 15GB plan is free while a 100GB plan goes for only $2. The ultimate plan goes for around $9.99 a month if you need 2TB of cloud storage.
5. PandaDoc
PandaDoc is a highly customizable and intuitive document management system for storing, versioning, sharing, and collaborating on any documents online. With an interface that is very easy to use and allows users to customize it to suit their needs.
You can create custom documents to save time by uploading your files directly from various applications. It’s a great tool to keep track of multiple file versions without constantly switching between documents.
Pros:
- Ease of use and customization
- Ability to track versions and changes
- Integrates with many applications
- Affordable pricing plans
Cons:
- Some features are only available in the enterprise plan.
Pricing
PandaDoc is accessible for $19 at the least and the business variant costs you $49.
6. WPS Office Cloud
WPS Office is a cloud-based application that allows you to view and edit word, excel, PowerPoint, and OneNote documents. Users can share files with other users while working in real-time.
WPS Office provides users with a fully functional editing experience with the ability to insert multimedia content. WPS Office also supports collaborative work for team projects.
Pros:
- Fully functional editing experience
- Supports real-time collaboration
- Insert multimedia content
Cons:
- File formats are limited to WPS proprietary formats.
Pricing
WPS Standard with limited features costs you nothing. WPS premium goes for $30 per annum, if you choose to pay annually.
7. SharePoint
SharePoint is an enterprise-grade tool that offers a lot of document management capabilities. It works on the Microsoft cloud and neatly stores your files and folders in various libraries so you can easily find them. You can share files and collaborate on projects with your team.
Pros:
- Very comprehensive
- Offers a lot of features
- Ability to integrate with other Microsoft products
- Can be used for intranet and extranet
Cons:
- Very expensive
- Can be complex to use
Pricing
SharePoint goes for $5 per user per month at the least and goes up to $23 per user per month for the plan integrated with Office 365.
8. Docebo
Docebo is an enterprise-class document management solution that enables teams to collaborate easily and instantly. The application is cloud-based, so you don’t have to be at your computer to work on your projects.
This solution stands out from other solutions because it offers an intuitive interface that allows users to navigate easily. It provides an email, calendar, task list, file management, and chat options. Docebo works seamlessly with Microsoft Office, making your docs easy to view, edit, and collaborate on in real-time.
Pros:
- Easy-to-use interface
- Cloud-based so that you can access it anywhere.
- Integrates with Microsoft Office
Cons:
- Not as many features as some of the other solutions on this list
- Pricing is not disclosed publically
Pricing
As it is an enterprise-class tool, you will have to contact them to get a quote.
9. PDFelement Pro
PDFelement Pro is the best document management system for those who want an all-in-one solution. It’s not only a PDF editor but can also create, convert, annotate, sign, and protect your PDFs. And if you need to fill out forms or make comments on PDFs, you can do that with PDFelement Pro too.
Its OCR feature lets you convert scanned PDFs into editable documents, and you can also password-protect your PDFs to keep them secure. You can use PDFelement Pro on Windows, Mac, iOS, and Android devices – so it’s perfect for businesses that need to manage their documents on the go.
Pros:
- All-in-one PDF solution
- Create, convert, annotate, sign, and protect PDFs
- OCR feature lets you convert scanned PDFs into editable documents
- Password-protect your PDFs to keep them secure
- Use on Windows, Mac, iOS, and Android devices
Cons:
- Some features are only available in the paid version
Pricing
PDFelements is quite expensive and will cost you $79.99 for annual registration.
10. Brandfolder
Brandfolder is an online document management system that helps companies manage their brand assets. With Brandfolder, you can centralize your brand assets and make them accessible to your entire team. Brandfolder also provides features such as version control, approvals, and analytics.
Pros:
- Brandfolder is easy to use and navigate.
- The interface is clean and modern.
- Brandfolder offers a free trial.
Cons:
- Brandfolder is a bit more expensive than other document management systems.
Pricing
Brandfolder is an enterprise-level tool and you would have to contact them to get a quote
Conclusion
Document management is an integral part of business workflow. Document control and management are among the most critical areas in a business today.
Every day, your company creates lots of documents and needs to store them safely and securely.
Whether it’s your company records, project management files, or confidential information, a sound document management system will help you ensure they are kept safe, secured, and always at hand.
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