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Top 8 Document Management Solutions to maximize your business efficiency
Modern companies generate massive amounts of data daily that is challenging to store and organize as hard copies. Digital document management is the solution to this everyday problem and choosing a reliable document management solution is very important.
But what exactly does Document Management (DM) software help you accomplish?
Document management services provide us with the critical functionality to achieve completely paperless document management for anything from legal and business documents to complete HR and Enterprise document management.
A document management system will provide organized and secure file storage and handle other tasks such as workflows, version control, creating backups, and collaboration. Document management systems offer ease across all enterprise functions, better customer management, and significant revenue savings.
Although DM systems are powerful tools for enhancing business performance, it is hard to choose which software is best for you, especially with the variety of data management companies available in the market. That is why we have put together this list of the top 8 document management solutions to help you choose the best one for you and maximize your business potential today.
Top 8 Best Document Management Softwares
#1. Wondershare Document Cloud
Wondershare Document Cloud is one of the most effective document management systems available, with various useful features. It provides users with cloud storage of up to 100GB, accessible from anywhere and any device. This storage is protected with the highest levels of privacy and encryption to keep your data safe.
Wondershare Document Cloud also has an extremely secure e-signature feature for providing easy, fast, and convenient e-signatures on all your documents from the comfort and ease of any browser on any platform. You can also share, collaborate, and track changes on any files you send.
Pros and Cons
| Pros | Cons |
|---|---|
|
100GB of cloud storage for all your documents E-signature functionality with change-tracking Compatible with Microsoft Windows, macOS, Linux, and Mobile platforms, including Android Accessible from any browser or device Documents are secure and private Can be integrated with desktop via PDFelement |
Users need a paid subscription for additional storage space |
Subscription Pricing
- Trial: $0/Month
- Individual License: $14.99/Quarterly & $44.99/Annually
- Teams & Businesses License: $14.99/Quarterly & $44.99/Annually
#2. OnlyOffice
Ascensio System OnlyOffice is another online file management software that has some decent features. OnlyOffice has several customizable subscription plans to choose from with additional features such as email, chat, calendar, contacts, and online document editing. Depending on the number of users, OnlyOffice provides users with up to 500GB of secure cloud storage space.
Users can also access additional specialized features like CRM and project management add-ons with an additional subscription. OnlyOffice makes file sharing and collaboration an easy task and is a suitable document management system for mid-sized enterprises.
Pros and Cons
| Pros | Cons |
|---|---|
|
Reasonable pricing Several core productivity features Efficient document sharing and collaboration |
Lack of compliance features The Cloud version does not support corporate directory integration |
Subscription Pricing
For up to 20 users and 200GB storage space.
- Trial: $0/Month
- Monthly Subscription: $75/Monthly & $5 per User/Month
- 1 Year Subscription: $540/Year & $3 per User/Month
- 3 Year Subscription: $1080/Year & $2 per User/Month
#3. DocuWare Cloud
DocuWare Cloud is another excellent Document Management system with useful enterprise features. DocuWare Cloud offers clients anywhere from 20GB to 250GB secure cloud storage space, depending on the number of users. It has excellent data import and management features.
DocuWare Cloud also has excellent document editing and management tools, particularly for form processing. It is accessible on the internet but also has a downloadable version for Microsoft Windows. It also has excellent notifications and project management tools.
Pros and Cons
| Pros | Cons |
|---|---|
|
Ideal for forms and invoices Excellent data importing and processing features |
Limited ability to integrate Additional downloads required for some features Lack of sharing and tracking features |
Subscription Pricing
Pricing is available upon request. A free trial is also available. User packages are as follows:
| Base | Pro | Enterprise | Large Enterprise |
|---|---|---|---|
| 20GB | 50GB | 100GB | 250GB |
| 4 Users | 15 Users | 40 Users | 100 Users |
#4. Hightail Business
Hightail Business is a cloud document management system focusing on creative individuals like graphic designers, videographers, and many others. It offers incredibly smooth and easy to use collaboration tools to work on projects and allows files sizes of up to 500GB with virtually unlimited storage. It also has a free version with smaller storage and file-size restrictions.
It offers excellent file sharing and change tracking as well as visual project management. It can be accessed anywhere and is well integrated with standard cloud storage services.
Pros and Cons
| Pros | Cons |
|---|---|
|
Ideal for creative professionals and designers Excellent change tracking and collaboration functionality Easy file sharing and large storage |
Lacks features needed for typical enterprise document management Does not support a large variety of file types and documents |
Subscription Pricing
- Lite: $0/Month, 100MB Files, 2GB Storage
- Pro: $12/Month, 25GB Files, Unlimited Storage
- Teams (1-30 Users): $24/User/Month, 50GB Files, Unlimited Storage
- Business (3+ Users): $36/User/Month, 500GB Files, Unlimited Storage
#5. Microsoft SharePoint Online
Microsoft SharePoint Online is another great document management system created to seamlessly link with Microsoft’s cloud services, including Microsoft Office 365, and provides users with 1TB or up to unlimited cloud storage.
SharePoint is very useful in collaborative work, document storage and sharing as well as change tracking. It can also link with Microsoft apps seamlessly to provide an excellent platform for project management, workflow configuration, and video conferencing. It is, however, a little expensive.
Pros and Cons
Not cost-friendly
| Pros | Cons |
|---|---|
|
Good third-party integration Available in convenient packages Users can easily configure workflows |
Needs expert installation for implementation |
Subscription Pricing
- Plan 1: $5/user/month – Basic Services, 1TB storage
- Plan 2: $10/user/month – Basic Services, Unlimited storage
- Office 365 E3: $20/user/month – All Cloud Services, Office 365 Apps, Unlimited storage
#6. Rubex by eFileCabinet
Rubex is a document management system focusing on versatility and has several productivity features, making it suitable for use in many fields. It offers up to unlimited cloud storage and can be accessed online or through a desktop client.
Some features included in Rubex include email, secure file sharing, version control, workflow management, eSignature, and task automation. The most striking feature is optical character recognition, making it ideal for companies shifting from a paper-based system to a digital one.
Pros and Cons
| Pros | Cons |
|---|---|
|
Versatile range of features for enterprises Practical search functionality and useful OCR feature |
Lacks document editing features in the online version Is not integrated well for use with mobile platforms |
Subscription Pricing
- Advantage: $66/Month/User – 1TB Storage, Basic Features and Add-ons
- Business: $119/Month/User – 5TB Storage, Enterprise Features, and Add-ons
- Unlimited: $239/Month/User – Unlimited Storage, All features included.
#7. Ademero
Ademero is another excellent software developed by the document management company Content Central. The main selling point of Ademero is its document scanning feature and robust document management features, which are ideal for forms. It can be easily integrated with other business management software and is ideal for file indexing and searching.
Ademero is also integrated with nucleus one, which provides business process management features. It also supports secure sharing and eSignatures.
Pros and Cons
| Pros | Cons |
|---|---|
|
Easy to use and integrate Excellent scanning and form functionality with zonal recognition Users can implement workflows smoothly |
Storage space is limited, and sharing features are basic Pricing is expensive for the on-site variant Lacks general enterprise features |
Subscription Pricing
- Cloud version: $35/User/Month
- On-Site version: Additional $500 per license
#8. Adobe Document Cloud
Although Adobe Document Cloud does not contain enterprise productivity features, it has substantial cloud document storage and sharing options. It is primarily designed for use with PDF documents and can be accessed via browsers and the Adobe Acrobat PDF reader.
It can seamlessly sync and manage all your files and also integrate with other cloud storage providers. It is ideal for use with forms and legal documents and is an excellent platform for eSignatures and document collaboration.
Pros and Cons
| Pros | Cons |
|---|---|
|
The best tool for frequent PDF use Ideal for editing forms and scanned documents Mobile support |
Does not include productivity features needed for enterprises Limited support for non-pdf file types |
Subscription Pricing
- Standard: Annual package $12.99/Month, Monthly Package $22.99/Month – Basic Features
- Pro: Annual package $14.99/Month, Monthly Package $24.99/Month – Advanced Features
Conclusion
We discussed how important a document management system is and gave you a brief look at the top 8 document management solutions currently available. Although we discussed several options, there is one system that stands out as the ultimate choice. Wondershare Document Cloud gives us the best of everything with comprehensive storage options, excellent productivity features, and easy integration with other tools.
It provides an excellent platform for secure and private file storage and sharing as well as tracking changes and collaboration. It tops the leaderboard in terms of accessibility, with support for every major operating system as well as most browsers and devices. Check out Wondershare Document Cloud today, it will make your life easier in more ways than one, and it comes at an excellent price.
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Jason Will
chief Editor
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