Document Management Systems

Best Document Management Systems include:

Adobe Acrobat DC.

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

(1-25 of 151) Sorted by Most Reviews

Kipwise is a smart company knowledge management tool that integrates seamlessly with Slack, Google Drive and more. It aims to allow users to save and retrieve important team knowledge easily, wherever it is needed.
MasterControl Manufacturing Excellence Solution
MasterControl headquartered in Salt Lake City offers their Manufacturing Excellence Solution, a paperless manufacturing documentation management solution including Electronic Batch Records (EBR), Electronic Device History Records (eDHR), equipment calibration and maintenance document tracking, and p…
MasterControl Regulatory Excellence
MasterControl Regulatory Excellence is a full-featured regulatory information management (RIM) solution that streamlines and accelerates global registrations and submissions processes so products can reach more markets sooner.
cune-RDMS is a regulatory document management system from Cunesoft headquartered in Munich.
ABBYY FineReader
ABBYY headquartered in Moscow offers FineReader, a pdf editing software designed to allow enterprise users to convert, edit, share, and collaborate on PDFs and scans in the digital workplace.
ABBYY FlexiCapture
ABBYY headquartered in Moscow offers FlexiCapture, a data capture tool designed to extract information from enterprise documents.
Hypatos is designed to boost RPA projects for enterprises striving for backoffice automation and consulting projects that require document processing automation with AI. Hypatos deep learning technology automates complex document based back-office processes, providing efficiency gains. Manual docum…
Hyperscience's proprietary machine learning solution extracts and transcribes handwritten, cursive script, and machine printed text. The vendor boasts up to 95% automation and over 99.5% accuracy, helping enterprises reduce costs, streamline operations, and drive new business and revenue opportuniti…
Wrapsody is an enterprise grade platform that manages and integrates all documents no matter where they are. Wrapsody is presented by the vendor as a performance enhancement solution that helps users share documents efficiently, save resources eliminating redundancies and focus on one's job. Wrapsod…
Ennov Document Management
Ennov Document Management is designed to help organizations save paper, logistics costs and storage space. The vendor aims to help organizations improve efficiency and facilitate collaboration. The vendor says their solution is a comprehensive platform with mobile access that allows companies to man…
Streamline your compliance and risk management processes with easy to integrate Xybion's cloud-based Quality Management Software (eQCM-XD™). Deploy what you need right now as per your business requirement in quality and process management. Customization is completed within days. The platform incorpo…
CogniDox is document management software for internal departments and project teams to help automate document-centric processes and find information. It is used extensively for quality certification (ISO 9001, ISO 13485) and information security.
ShareBase from Hyland is an enterprise file-sharing product designed to provide secure, cloud-based sharing while ensuring organizations retain ownership and control over all its information. ShareBase improves collaboration by allowing users to edit files directly within a file's native application…
Hyland Document Filters
Hyland’s Document Filters is an SDK that helps software developers embed rich document processing functionality into applications. The vendor states that with it, apps can be made to reliably identify over 550 file formats without relying on the filename extension, identify and inspect contents of p…
OnBoard Board Management Software
Passageways' 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 ra…
Redwood Reporting
Redwood Reporting automatically delivers critical report output, when, where and how it is needed most. This eliminates the frustration, wasted time, and errors associated with manually accessing, calculating and mapping pieces of information from disparate systems and data sources. Redwood Repor…
NeoLedge DocFactory
DocFactory is presented by NeoLedge, headquartered in Lille Cedex, as an all-in-one electronic document solution featuring centralized scanning, conversion, capture and export of any document, as well as electronic signature functions.
Compleo Hybrid
Compleo, from Symtrax, is a document output management solution designed to manage, convert, distribute and print output files from any system. Compleo serves both internal and external stakeholders to provide document output and management solutions that are compatible with cloud, mobile, and other…
Qualtrax presents their software as a move beyond compliance, and as an all-in-one quality management solution that helps users manage documentation, compliance, workflows, risks, employee training, and reporting.
Altvia Correspond Investor Edition
Altiva Correspond Investor Edition aims to help you bridge the gap between your CRM, front-office activities and legacy accounting system. According to the vendor, with this communication tool, you can easily generate personalized Capital Call Notices, Distribution Notices, K­1s, Quarterly/Annual Re…
fileplan is simple document management in the cloud that enables consistent, planned filing with document control and collaboration. The vendor (Radix Software) says fileplan helps teams apply simple, common sense principles to organize and control their documents since the software is quick to impl…
Document Locator
Document Locator is an enterprise content management system that allows users to capture, manage, share, and secure information within the organization. This includes electronic documents, images, email messages, and other computer files, as well as scanned paper documents. Virtually any Windows-bas…
Oracle Primavera Submittal Exchange
Oracle Primavera Submittal Exchange, part of the Primavera product suite, is offered as a secure, online system for electronically exchanging, reviewing, and archiving design and construction project documentation.
AVEVA NET is a web-based Information Management solution for engineering and operations. It brings together information from multiple sources and in multiple formats to enable users across the business to securely access, visualise, validate and collaborate on the Digital Asset data. AVEVA NET autom…
CATPlan is a web based document management system that can be used as a consolidated project solution, for tender documents or simply for sharing documents with the team. CATPlan has four phases which are Design, Tendering, Construction and after Project Maintenance, you choose which phases you use.…