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Top 6 File Management Systems for a Well-Organized Office

2021-05-11 15:46:46 • by Jason Will
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An online file management system offers many features and functionalities essential in helping your business reach greater heights. Companies generate a lot of data daily, and storing it in the form of hardcover files or papers may take up a lot of space and time. Therefore, many businesses are going paperless to save time and avoid the hassle of going through a pile of documents to find the right one.

But the real issue arises when they start looking for an effective digital file management system. With so many different tools available online, finding the one that offers you more for less is a daunting process. Hence, we tried and tested some of the renowned file management systems and reviewed them to make the process easier for you.

Below are our top 6 picks for effective online file management systems.

#1. Wondershare Document Cloud

file management in operating system pdf

Wondershare Document Cloud is a browser-based digital file management system that offers plenty of convenient features to its users. First of all, it has a massive cloud storage feature with almost 100GB of storage space, ample to store countless files and documents. The entire system of Document Cloud is built such that you can access it from anywhere, whether you're on your smartphone, a tablet, a laptop, or your desktop computer.

Wondershare Document Cloud

All System-supported Platform

Premium 100GB Cloud Storage

High-quality Electronic Signature

Continuously Updated Service

Furthermore, you can use this online file management system to e-sign important documents secured by robust layers of protection so that only authorized people can access them.

Pros and Cons
Pros Cons

  Offers 100GB cloud storage

  Windows, macOS, iOS, Linux, and Android compatibility

  Easily accessible from any device

  Provides foolproof security of documents

  Offers e-signature feature with tracking

  Desktop integration through PDFelement

  Additional storage requires a paid subscription
Subscription Pricing
  • Free Trial: $0/month
  • For individuals: $14.99 quarterly and $44.99 annually
  • For teams: $14.99 quarterly and $44.99 annually

#2. Ascensio OnlyOffice

file management system

Ascensio OnlyOffice is an online file management system with quite a few solid features. It offers up to 500GB of cloud storage with different subscription plans and additional functionality features, including online document editors, mail, calendar, contacts, and chat. If you want to enhance your efficiency, you can access advanced business features like customer relationship management (CRM) and project management for an additional price.

Therefore, if you run a small to mid-scale business, Ascensio OnlyOffice is the right file management system.

Pros and Cons
Pros Cons

  Affordable

  A variety of functionality features

  Documents can be shared, edited, downloaded, or added without any hassle

  Easy accessibility from any platform with an internet connection.

  Lacks enterprise features

  Corporate directory integration is missing in the cloud version

Subscription Pricing
  • Free Trial: $0/month
  • 1-month subscription: $75/month with $5 per user
  • 1-year subscription: $540/year with $3 per user (monthly)
  • 3-year subscription: $1080 with $2 per user (monthly)

#3. DocuWare Cloud

file management in operating system pdf

DocuWare Cloud is a renowned online file management system known for the variety of enterprise features it has to offer to its users. It has a very user-friendly interface, with the most common document management tools displayed right in front. Simultaneously, the more intricate features are tucked away to be accessed by professional or skilled users.

Apart from 250GB of cloud storage, it has a document imaging and OCR feature, drag-and-drop functionality for utmost convenience, and notification options to remind you about pending documents. Moreover, it can be easily accessed from any device with an internet connection, but it has a desktop version only for Windows users.

Pros and Cons
Pros Cons

  Drag and drop functionality

  User-friendly interface

  Impressive document import and data field capabilities

  Pricing is not mentioned and is only available if you request a demo and provide a quote

  Limited integration

  Desktop version only available for the Windows platform

Subscription Pricing
  • Base plan: 20GB and 4 users
  • Pro plan: 50GB and 15 users
  • Enterprise plan: 100GB for 40 users
  • Large enterprise plan: 250GB and 100 users

#4. DocuSign

online file management system

Another online file management system for a well-organized office is DocuSign. It is a platform designed specifically to manage documents for organizations to boost their efficiency. It offers various features, including storage, e-signature, editing files, contract tracking, phone confirmation, and background checks.

It also provides foolproof security for important documents by generating and allotting a hash code to each document. Nobody can access the documents without the hash code, and if tampered with, it will nullify the document. With so many useful features and robust safety, DocuSign is indeed an ideal digital file management system.

Pros and Cons
Pros Cons

 Document automation for faster task completion

 Tracking of each document forwarded to recipients

 Robust security features

 Highly accredited encryption levels

 Lacks template feature

 Limited editing tools

Subscription Pricing
  • Personal plan: $10/month
  • Standard plan: $25/month
  • Business Pro plan: $40/month

#5. Hightail Business

digital file management system

Hightail is a digital file management system that organizes documents, as well as images and video files. It provides all the basic features of document management, like storage from 100MB to 500GB, editing, and sharing files with others. Due to its focus on large files, it is mostly used by creative businesses that work with customer-oriented images and videos. It has quite an impressive feature set, but you need to get a paid subscription to enjoy all of them.

Pros and Cons
Pros Cons

 Highlighting and commenting feature

 The uplink feature enables easy receipt of files from others

 Up to 500GB of storage space

 Limited features for office documentation
Subscription Pricing
  • Lite: Free
  • Pro: $12/month (billed annually)
  • Teams: $24/user/month (billed annually)
  • Business: $36/user/month (billed annually)

#6. SignNow

digital file management system

Our last pick of the day for a file management system is SignNow. It offers several functionality features and more control to the users. It is specifically built to simplify coordination between teams for a smooth workflow. Some of the basic features that it offers to its users are managing, tracking, and storing all of your documents in a safe place digitally. Additionally, it includes bulk sending options, requesting an e-signature, preparing a document for signature, and integrating with other CRM systems.

Pros and Cons
Pros Cons

 Ease of use

 An attractive and sleek interface

 Affordable

 Effortless integration with CRM systems

 The e-signature feature needs to be improved

 It lacks some basic document editing features

Subscription Pricing
  • Free: 0 Euro/month
  • Professional: 7 Euros/month
  • Business: 12 Euros/month

Conclusion

The heightened emphasis on online file management systems clearly shows how important it is to keep office documents and transactions organized for business growth. More and more companies opt for digital file management systems and save time to focus on their development.

File management systems provide increased functionality but usually lack some features; therefore, if you want a tool that covers all your document-related needs without any loopholes, go for Wondershare Document Cloud. It offers you impressive cloud storage, all basic and advanced features for file management, and infallible security at a relatively low price.

So do yourself a favor and make your life easy by signing up for a free trial of Wondershare Document Cloud.

Jason Will

Jason Will

chief Editor

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