Document Management Systems

Top Rated Document Management Products

TrustRadius Top Rated for 2021

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Document Management Systems TrustMap

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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

(126-150 of 194) Sorted by Most Reviews


docGenix is a document management option from Innodata.

OneSource DigitalPaper XE

OneSource DigitalPaper XE is a document management system from ePlus headquartered in Herndon, Virginia.


Cabinet SAFE is a document management system to support a paperless office.


Treeno Software in New Hampshire offers their eponymous platform for document management.

DocuVantage OnDemand

DocuVantage OnDemand is a document management solution from Document Advantage Corporation in Tampa, Florida.

Ricoh Content Manager (formerly DocumentMall)

Ricoh Content Manager (formerly known as DocumentMall) is a cloud-based document management system from Ricoh.


eBridge is a document management system from the company of the same name in Tampa, Florida.


DocuPhase is a browser-based forms and document management-oriented workflow automation software from the company of the same name (formerly iDatix). The solution features DocuPhase Progression, which the vendor states allows users to integrate, design, execute, manage and ultimately…

SearchExpress Document Management

SearchExpress Document Management SearchExpress lets users index, workflow, search and manage paper documents as well as digital documents, which the vendor says can help save time and money. SearchExpress is integrated with the user's ERP systems to read data from and view documents…


Idox EDRMS is an electronic records and document management system from UK-headquartered company Idox.


IntelliEnterprise is an Intranet Software Suite for managing content and processes. It lets organizations manage and efficiently distribute relevant content, offers integrated security, customizable applications and workflows for process automation, social tools to connect employees…

Enterprise Explorer

Enterprise Explorer is designed to offer a simple and intuitive way for professional business process modeling on Microsoft platforms. Enterprise Explorer transforms an individual Visio® workplace into a powerful multi-user platform operating on a basis of centralized process repository,…

VisibleThread Readability

VisibleThread Readability is a one-click clear language analysis tool for writers looking to improve the clarity and quality of their content. It identifies plain language issues in documents, on a website or instantly as the user types.

OZ e-Form

OZ e-Forms is a software that allows users to convert paper forms to digital forms to increase efficiency. Users can create custom forms, contracts, and other documents and have them processed, signed, and approved digitally, with timestamp information. Other capabilities include…

HelpSystems Webdocs

HelpSystems Webdocs Document Management is designed to allow users to manage documents and data with a complete, integrated electronic document management system (EDMS). The vendor’s value proposition is that their solution enables organizations to: •Go paperless with document…


Dossier is an online tool from Interfolio that allows users to manage the documents (CVs, letters of recommendation, confidential records, etc.) required to apply for faculty jobs, fellowships, grants, postdocs, or graduate study. Users can request letters of recommendation, securely…

Dynamic Web TWAIN

Dynamic Web TWAIN is a browser-based document scanning SDK for web applications. Developers can use the SDK to easily and quickly create a cross-browser cross-platform application to scan documents from TWAIN, SANE or ICA compatible scanners, edit the images online and save them…

OnBoard Board Management Software

OnBoard is a board management software and virtual meeting system. The vendor says it has been engineered to drive good governance and improve meeting outcomes by featuring tools designed for directors so that they can focus on strategy during meetings, and make them working sessions…


Synergize is a robust document management software designed for the trucking sector, enabling businesses in this particular field to manage, organize, and access their critical documents with ease and efficiency. With Synergize, users are able to capture, store, and distribute documents…


Centreviews is a web-based, end-to-end solution for accounts payable, accounts receivable, and document management, that has been mobile optimized and integrates with existing systems. The Payables Solution automates PO matching, duplicate checking, GL coding, workflow routing, invoice…

Dynamsoft Camera SDK for iOS

Dynamsoft Camera SDK iOS Edition is a programming API for document imaging. It delivers a set of features to address app developer needs for mobile image processing. The SDK provides a built-in ability to capture a document from an iPhone. It then also provides document boundary…


AODocs is a document management platform built for Google Drive. AODocs promises to let companies build powerful, secure business applications without limiting collaboration or sacrificing user experience. AODocs promises to provide security and processes without limiting collaboration…


MuPDF is a PDF renderer. The vendor says that, as a highly versatile and customizable, MuPDF can be used across a wide range of applications as a PDF renderer, viewer or toolkit with a variety of interactive features like annotations, form-filling, and digital signatures. The tool'…


PDFTables is made by The Sensible Code Company, based in London. PDFTables focus is converting tables accurately from PDF documents to XLSX, CSV or XML. The tool also converts the text around the tables. PDFTables is available as a web service, via API or as an On-Premises Enterprise…

iDoc Content and Records Management

HTC Global company CareTech Solutions offers the iDoc Content and Records Management system, an image and document capture application supporting health care, higher educaftion, and other industries.

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.