Companies may electronically store, monitor, and manage their papers using document management software (DMS). It serves as a safe, centrally located repository for digital records that staff members may access.
DMS gives companies better document organisation by giving all electronic documents one single place. Because file searches take less time, it improves team productivity and processes. The sharing of documents and real-time editing capabilities of document management software also improve teamwork.
Box
Box enables businesses to lower risks and boost team productivity by combining all of their material into a single secure solution. Using real-time online collaboration technologies like Box Canvas and Box Notes, users may create and co-edit corporate documents from any device.
Box is a conversation and sticky note feature-rich virtual whiteboard for teamwork. Document workflows may be created using the no-code builder in addition to pre-built and custom-configured process templates. Through integration support, businesses may link their information with more than 1500 applications, including Salesforce, Oracle, Zoom, Google Workspace, and Microsoft 365.
Box uses AES 256-bit encryption to protect all data both at rest and in transit, and companies own all of the encryption keys. Seven different kinds of user authorization, device trust, application restrictions, an AI-powered data theft alarm, and intelligent data leak protection are among the other security features.
Box Pros
- Content migration from 15 source systems
- Regulatory compliance support for GDPR, FINRA, HIPPA
- 14-day free trial for all plans
Box Cons
- Limited in-app editing for some file types
- Per-user billing can be costlier for large enterprises
Zoho WorkDrive
Working as a central document store, Zoho WorkDrive efficiently unifies information across the departments. Being the greatest all-around document management system, it is appropriate for many sectors, including manufacturing, healthcare, legal, retail, IT, real estate, telecom, operations, R&D, and HR.
Documents may be kept in the Team folder of Zoho WorkDrive, a collaborative shared workplace. When papers are altered, teammates get quick alerts, and administrators may provide each member the proper rights. Its biometric access, data encryption, and video surveillance guarantee security.
For feedback, Zoho WorkDrive tracks previous versions and contextual comments on the papers with an infinite version history. It also provides a check-out function that, until you check in a file after making modifications, keeps everyone else from accessing it. Its other standout features include file classification, quick data finding, data template, personalised view and sorting, guest user invitation, and activity timeline.
Zoho WorkDrive Pros
- Works on Windows, Mac, Android, and iOS apps
- 15-day free trial for business users
- Complies with GDPR and HIPPA
Zoho WorkDrive Cons
- No free plan for businesses
- Not all features are available on mobile apps
Folderit
Folderit provides strong IT control and an intuitive interface to enable sustainable document management for the whole company. Documents from this one source of truth are readily found by users utilising live search by name, keyword, metadata, and content. Scanned papers and photos are made searchable using OCR technology.
Users of Folderit may lock a file while they are editing it and it also offers versioning of the documents. It allows users to share, with customised permission, documents, folders, sections, and whole accounts. Further programme highlights include file linking, audit trail logs, configurable metadata, and document numbering.
Folderit protects the documents with encryption up to the level of banks. Furthermore, users may protect the company data using Azure Active Directory (AD) or Okta SSO, implement 2FA for every user, and personalise password policies. Administrators have control over custom metadata fields, can add and delete users, give users account-level access, and obtain a summary of resource access.
Folderit Pros
- 14-day free trial
- Uses Amazon (AWS) Datacenters
- White-label and separate instance installation
Folderit Cons
- Does not offer any free forever plan
- No mobile app
OpenKM
With OpenKM, businesses can manage the creation, storage, and distribution of digital documents. Among the administrative capabilities it provides are user role definition, sophisticated search, access control, document security level, detail usage log, automation setup, and user quota.
OpenKM lets people produce content quickly for fast knowledge generation and decision-making. It provides a full and adjustable audit trail for any particular process, event, or activity. Documents in MS Office, Open Office, PDF, AutoCAD, picture, audio, and video formats may all be previewed.
Metadata of a document is automatically captured by the OpenKM Zone OCR function. Along with version control with a timestamp, it supports barcode modules and OCR to convert scanned documents into searchable ones.
OpenKM Pros
- Integrates with Bonitasoft BPM, Microsoft Office, and Vtiger
- Supports CIFS, FTP, and WebDAV protocols
- Community forum, videos, bug tracker, and knowledge center
OpenKM Cons
- User interface looks cluttered
- Pricing information not available
Revver
Revver guarantees safe document storing against all types of external and internal attacks. It allows companies to arrange the files using sophisticated tools like metadata, automatic folder creation and security, and user-friendly folder layouts.
By means of a safe document-sharing platform, file versioning, check-out, and co-authoring via M365 integration, Revver promotes cooperation. Along with keywords and information, users may utilise full-text OCR search, missing item searches, profile groups, and custom stored searches to find their desired document.
Integrated eSignatures from Revver let users sign or approve from any location. For exchanging comments with all stakeholders, it provides a number of capabilities including comment, annotate, redact, and append/prepend documents. Easy routing and receiving of papers is possible for users.
Revver Pros
- Folder templates for seamless file organization
- No-code workflow automation
- Automatic application of governance and file retention policies
Revver Cons
- Pricing information is unavailable
- Chat support is only available on weekdays
DocuWare
With DocuWare, businesses can use workflows to automate repetitive operations and store all of their documents centrally and securely. It employs AI to index quickly and intelligently. Businesses may use it as well to provide a complete text record of all material for customised search queries.
Paper documents may be scanned into digital versions using DocuWare. Along with documents, it may hold attachments and emails from Outlook or any other email programme. From their Windows machine, users may import folders straight to save them safely.
DocuWare enables users to modify digitally, using stamps, notes, or picture adjustments without changing the source papers. Business processes may be mapped, regulations defined and clarified, document histories maintained, and legally binding electronic signatures used to sign paperwork. You may choose your favourite of the three deployment options—cloud, on-premise, and hybrid—offered.
DocuWare Pros
- Free DocuWare app for mobile access
- Integration with CRM, ERP, and other apps
- Free 30-day cloud trial
DocuWare Cons
- Pricing information unavailable
- Editing interface looks cluttered
Hyland
Hyland has created a content management system especially for businesses. The intelligent process management capability of it facilitates quicker decision-making and the simplification of content-centric procedures.
Repository services from Hyland include annotation, version control, and audit trails among other things. It also offers the business collaboration solutions so they may take use of Google Docs and Microsoft 365. Furthermore enabled by users are digital asset management and high-resolution media processes.
No matter what kind or size of file their document is, Hyland users may preview its content. It shields your material with encryption, redaction, and access security policies—all of the latest information security measures.
Hyland Pros
- Integration with 500+ applications such as Microsoft 365, Box, SAP, and Adobe Sign
- API for customized business needs
- 24×7 support for business-critical content and compliance
Hyland Cons
- No pricing information is available
- Steep learning curve
How to Choose a Document Management System?
Think about the number and intricacy of the papers while selecting document management software. Finding out how vital document security is and whether or not users need tools for internal or external collaboration are also crucial. Verify whether the DMS software is scalable enough to expand with the company and if it interfaces with current software. Ultimately, choose a DMS that fits your demands and fits inside your budget without going over budget.