Document Management Systems

Top Rated Document Management Products

TrustRadius Top Rated for 2021

These products won a Top Rated award for having excellent customer satisfaction ratings. The list is based purely on reviews; there is no paid placement, and analyst opinions do not influence the rankings. Read more about the Top Rated criteria.

Document Management Systems TrustMap

TrustMaps are two-dimensional charts that compare products based on trScore and research frequency by prospective buyers. Products must have 10 or more ratings to appear on this TrustMap.

Document Management Systems Overview

What are Document Management Systems?

Document Management Systems (DMS) provide enterprises with the capability to digitally capture and convert documents and files. Features of document management software may also extend to document storage, search and retrieval, and sharing. DMS reduces enterprise dependence upon space-consuming document printing hardware, printed paper, and file drawers.


Document management systems share featural overlap with Enterprise Content Management (ECM) or Digital Asset Management (DAM) platforms. However, document capture and manipulation is central to document management. This includes imaging, file type conversion, versioning, and metadata management, with document editing and access controls. An alternate approach to document management is to include templated document generation as a feature. This way paper document generation and sharing is not needed to begin with. These DMS often provide contract lifecycle management, and electronic signature as well.

Features of Document Management Systems

Document management systems provide the following feature set:

  • Imaging, mobile image capture

  • Versioning, automated

  • Metadata management

  • File type conversion

  • Document sharing & collaboration

  • Automated backup, archiving (i.e. integration)

  • Document publishing, public sharing

  • Policy-driven access and controls

  • Graphic-based object editing, manipulation

  • .pdf editing, fields

  • Customizable search, content location

  • Templates, electronic document builder

  • Integrated eSignature

Document Management Systems Comparison


To more easily compare Document Management Systems consider evaluating different options based on these factors:

On-Premise vs Cloud: Users tend to think about the pros and cons of an on-premise versus cloud-based document management system in terms of maintenance and access control. On-premise systems allow for more control on your end, whereas one of the advantages of cloud-based offerings is that most of the maintenance is the responsibility of your provider. Cloud-based systems also come in handy when users aren’t able to come into the office, but this does require an internet connection, unlike on-premise systems that can run offline. Ultimately, cloud-based systems have all the pros of on-premise systems, plus they’re more portable and accessible, unlike their on-premise counterparts.

Ease-of-Use: Given that document management systems by nature are meant to facilitate a traditionally by-hand-and-paper process, usability is one of its most important factors. With document management systems, you will certainly want to try out a demo before making a purchasing decision. Look for document management software that has a good search function for easily locating files within your system, and thus tagging them.

Security: Security is paramount with document management systems. This begins with the system allowing administrators to set up access controls and permissions. However, as with any system that handles business information, verify that the software you are considering clearly outlines the measures they take to keep your documents secure. This includes not only features specific to the particular software itself, but those that are implemented so that the software complies with both local and international security standards and regulations.

Pricing Information

More feature complete document management systems are generally offered on a cloud-based, software-as-a-service model and are available by subscription. 30-day free trials of document management systems are common. The most common pricing variable is the number of licensed users. Plans may also be priced according to the volume of contracts processed and managed. Some vendors offer perpetual licensing for simple document management products (e.g. .pdf editors, converters, etc). Also, ECM vendors may supply all the features required for document management as modules for their platforms.

Document Management Products

(1-25 of 186) Sorted by Most Reviews

Kofax Power PDF (formerly Nuance)

Kofax Power PDF

Customer Verified
Top Rated
TRUE
Starting Price $129

Kofax Power PDF is a presented as an easy-to-use, powerful, low cost, and secure solution to manage PDFs for businesses and individuals. Buy once, own forever - no subscription fees.The vendor provides the benefits as: Ease of use: Works like Office desktop products, so…

Google Drive

Google Drive

Customer Verified
Top Rated
Starting Price $6

Google Drive is a cloud file storage, synchronization, and collaboration platform and service, that features Google Docs, Sheets, and Slides for document editing and presentation.

Key Features

  • Document collaboration (155)
    93%
    9.3
  • Access control (154)
    89%
    8.9
  • File search (155)
    85%
    8.5
Adobe Acrobat Reader DC

Adobe Acrobat DC

Customer Verified
Top Rated
Starting Price $16.99

Adobe Acrobat DC is the current version of the well-established document / PDF management solution, part of the Adobe Document Cloud (the other part being Adobe's eSign services based on technology acquired with EchoSign in 2011).

PowerDMS

PowerDMS

Customer Verified
Top Rated

PowerDMS is a document management system focused on compliance and industry policy regulations. It is commonly used by Law Enforcement, Healthcare, Fire/EMS, and Corrections organizations.

Atlassian Confluence

Confluence

Customer Verified
Top Rated
Starting Price $10

Confluence is a collaboration and content sharing platform used primarily by customers who are already using Atlassian's Jira project tracking product. The product appeals particularly to IT users.

Key Features

  • Notifications (96)
    88%
    8.8
  • Discussions (92)
    80%
    8.0
  • Search (96)
    78%
    7.8
Planview Projectplace

Projectplace is a collaborative work management solution. The vendor says the product is built with teams of all sizes and complexity in mind, from virtual teams of five to entire global enterprises with tens of thousands of active users. It is also designed to incorporate waterfall…

Key Features

  • Document Management (96)
    93%
    9.3
  • Team Collaboration (103)
    92%
    9.2
  • Task Management (101)
    88%
    8.8
Evernote

Evernote

Customer Verified
Starting Price $7.99

Evernote is a suite of software and services designed for notetaking and archiving. A "note" can be a piece of formatted text, a full webpage or webpage excerpt, a photograph, a voice memo, or a handwritten "ink" note. Notes can also have file attachments. Notes can be sorted into…

Key Features

  • Device sync (70)
    88%
    8.8
  • File search (71)
    86%
    8.6
  • File organization (70)
    78%
    7.8
Apple iCloud

Apple iCloud

Starting Price $0.99

Apple iCloud is a document management software offering from Apple. It includes features such as access to music, photos, calendars, contacts, and documents, and it is built into every new iOS device.

Key Features

  • Device sync (70)
    93%
    9.3
  • Reliability (71)
    90%
    9.0
  • Performance (71)
    84%
    8.4
M‑Files

M-Files provides an information management platform that is designed to improve business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems,…

Key Features

  • Document management (47)
    84%
    8.4
  • Content search & retrieval (47)
    75%
    7.5
  • Records management (46)
    69%
    6.9
PDFelement

PDFelement

Starting Price $79

PDFelement is a document management solution from Wondershare Software headquartered in China.

Laserfiche

Laserfiche

Starting Price $50

Laserfiche has two main editions: Rio and Avante: Laserfiche Rio is designed to meet the needs of large organizations that have more than 100 users. It combines content management functionality with business process management (BPM), security and auditing, unlimited servers and a…

Key Features

  • Document management (17)
    95%
    9.5
  • File sync, storage & archiving (17)
    94%
    9.4
  • Content capture & imaging (17)
    93%
    9.3
FoxitPhantom PDF

FoxitPhantom PDF

Starting Price $14

FoxitPhantom PDF is a document management software offering from FoxIt.

IT Glue

IT Glue

Starting Price $19

IT Glue, a Kaseya company since the December 2018 acquisition, is an information management platform that allows for efficient storage and retrieval of all the documentation an organization needs to help their MSP run better. By integrating PSA and RMM data, the vendor says they…

Conga Composer

Conga Composer is a solution that helps organization is designed to help organizations streamline the creation and distribution of Salesforce reports. The solution can be used to generate invoices & receipts, proposals and quotes.

Smallpdf

Smallpdf

Starting Price $0

Smallpdf aims to be the first PDF software you will actually like. The company's mission is to provide a fast, reliable and most of all simple experience for users in working with their documents. Smallpdf boasts a comprehensive portfolio of 18 PDF tools in 24 languages, with…

PDFfiller

PDFfiller

Starting Price $8

pdfFiller is a comprehensive online document management platform that provides businesses with the services of form-building, PDFs editing and e-signing. The vendor says their tools help businesses to streamline document management, make workflows fully paperless, freeing up time…

Esker

Esker offers their eponymous document automation platform, for paperless ordering and billing, and accounts payable / accounts receivable (AP / AR). It can be delivered as a cloud offering (as Esker on Demand), or on-premise (as Esker DeliveryWare).

XaitPorter

XaitPorter is a complete all-in-one co-authoring software solution for teams to collaboratively create, manage and produce documents. With it, users can streamline and optimize document production to maximize revenue from bids and proposals and other business-critical documents.

Nitro Productivity Suite

Nitro Productivity Suite combines electronic signature and general PDF editing, from Nitro, Inc. It is built around capabilities such as getting approvals and esignatures in seconds and sharing and reviewing documents from anywhere.

Hubdoc

Hubdoc

Starting Price $12

Hubdoc, a Xero company since the 2018 acquisition, is a bill management software solution, allowing users to capture and sync bills, receipts, bank statements and related documents to the user's preferred accounting software (e.g. Quickbooks, Xero, etc.).

NetDocuments

NetDocuments is a document management solution from the company of the same name in Lehi, Utah.

Kofax Capture

Kofax Capture

Starting Price $3,500

Kofax Capture is a suite of multichannel document capture applications.

Conga Collaborate (formerly Octiv)

Conga Collaborate (formerly Octiv or TinderBox) is a web-based solution that helps sales and marketing teams streamline their presentation, proposal, and contract processes. With Conga Collaborate, users can create and collaborate on sales content, track real-time prospect activity,…

OpenText XM Fax

XM Fax, now from OpenText (acquired March 2020) is a software-based solution for sending and receiving confidential faxes by email. It allows secure transmission of highly sensitive documents, using standardized T.38 Fax-over-IP and G.711 Fax Pass-Through protocols. The vendor says…

Kofax PaperPort (formerly Nuance)

Kofax PaperPort

Starting Price $99

Kofax PaperPort (formerly from Nuance) is a document management software offering. It includes features such as desktop document management solution and allows you to manage and organize your documents in one solution.

Frequently Asked Questions

What is document management software?

Document Management Systems (DMS) enable capabilities for digitally storing, sharing, and converting files, reducing dependence upon hardware and physical document generation. Typically they will include methods for imaging, file type conversion, versioning, and metadata management. They may also be referred to as an Enterprise Content Management (ECM) or Digital Asset Management (DAM) system.

How do you manage version control on documents?

Version control enables simultaneous work within a single document. Users may edit files then choose how to share those changes. Thus, temporary or partial edits are not damaging to a document's overall integrity. Leveraging version control allows access to files independently from particular hardware, so work can all be integrated into the version history regardless of the source or user involved. In most cases, edits to files can be combined.

If users make conflicting edits to the same line in a file, the version control system requests human assistance for a final decision. A clear advantage of version control is accessing a view to the historical development of documents, which effectively is insurance against computer crashes or data loss. Mistakes can be rolled back, bug reports can be reproduced, and audits of alterations can be executed.

Can Sharepoint be used as a document management system?

The short answer is yes: many organizations use MS Sharepoint for document management given its collaborative nature. once it is successfully implemented as a DMS, it makes sharing, searching, and version control easy.

How does one become a document management specialist?

This type of specialist is employed for supervision of workflows related to documents and records. Some of their responsibilities may include creating new policies and procedures that deal with document storage, sharing, and destruction. They may evaluate existing management procedures in order to assess how effective they are, then update accordingly, or perhaps even starting from scratch on new systems.

These professionals need to be knowledgeable about laws regarding document management to ensure an organization is in compliance. They act as support for problems as they arise in DMS implementation, and may be involved in troubleshooting user issues. As such, software and computing literacy is desirable. It is important for specialists to have a strong organizational ability, analytical thinking skills, sharp writing and reading comprehension, a knack for problem-solving, and a solid foundation for interpersonal communication. Some of these professionals may also take on management roles, in which case administrative abilities would benefit.