Document Management Systems

TrustRadius Top Rated for 2023

Top Rated Products

(1-5 of 9)

1
M‑Files

M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve…

2
Tungsten Power PDF

Tungsten Power PDF (formerly Kofax) is a solution to manage PDFs for businesses and individuals available with a one-time purchase with no subscription fees. It has a built-in eSignature integration with SignDoc and DocuSign for a complete end-to-end document lifecycle workflow.Benefits…

3
Diligent Boards

Diligent’s Board & Leadership Collaboration solution is built to provide organizations everything they need to drive digitization and operational excellence for board, committee, and executive meetings. Directors and executives can leverage real-time communication, secure…

4
PDFfiller

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…

5
Qualio

Qualio is an all-in-one quality management platform helping companies maintain compliance, managed documents, audits, suppliers and complaints in one place.

All Products

(26-50 of 819)

26
XaitPorter

XaitPorter is a 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. XaitPorter is designed…

27
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…

28
Hubdoc

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.).

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29
MSB Docs

MSB's platform aims to ensure enterprises achieve and maintain compliance by validating their software against crucial industry regulations. Boasting more than 1 million users in 188 countries, MSB Docs enables organizations to create documents, send these to the signers for eSignatures,…

30
OpenText Documentum

OpenText acquired Documentum from Dell EMC in 2017, and now supports the enterprise content management (ECM) system. The vendor says users can build content-centric applications and solutions from collaborating on business documents to delivering case-based applications to managing…

31
DocLink

DocLink is an integrated document management system from Altec headquartered in Laguna Hills, California.

32
Kofax Capture

Kofax Capture is a suite of multichannel document capture applications.

33
Kofax PaperPort

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.

34
NetDocuments

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

35
iManage Work

iManage Work is a document management solution formerly known as HP Worksite. iManage was divested from Hewlett-Packard in 2015 and is now an independent company, headquartered in Chicago.

36
OpenText Content Suite Platform

The OpenText Content Suite Platform oversees the lifecycle management of information across the enterprise from capture through archiving and disposition. With agile information governance to address the latest data governance and data privacy best practices, the vendor states their…

37
OpenText eDOCS

OpenText eDOCS is presented as a light-footprint, cost-effective and highly-flexible enterprise content management (ECM) solution for Legal, Corporate Legal, Public Sector and Professional Service organizations and corporate law departments. eDOCS aims to ensure sensitive work product…

38
Epicor ECM

Epicor ECM is based on docStar, a document management software offering that was acquired by Epicor in 2017.

39
DocuWare

DocuWare’s document management software delivers digital workflow and document control to boost productivity without the need for IT resources. Its cloud and on-premises products are presented as a best-fit solution for companies seeking to digitize, automate and transform key processes.…

40
Concord

Concord is a way to create, collaborate on, sign, and store agreements; designed to be the only tool needed for contracts, so users can spend less time juggling between applications, editors, and e-signature tools.The vendor states over 500,000+ companies use Concord with their contracts.…

41
FileInvite

FileInvite automates the process of collecting information and documents from your clients. The vendor says the process is simple, and the interface is secure. All you have to do is create and send a FileInvite with the information you require. The client then uploads the files to…

42
Revver

Revver (formerly eFileCabinet) aims to help businesses reduce their dependency on paper and efficiently complete their document work. Revver does this by helping customers store and organize documents, quickly find information and files, collaborate on document work, automate business…

43
Sitetracker

Sitetracker is a project management application focusing on managing and reporting features for large or high-volume distributed projects involving disparate sites and personnel, from the company of the same name in Palo Alto, California.

44
PaperTrail

PaperTrail is a document management software offering from Egis Software. It includes features such as storage and retrieval find any document instantly and routing and workflow streamline processes with automated routing and a rule-based workflow.

45
SecureDocs, An Onit Product

SecureDocs in Goleta, California offers their Virtual Data Room as a deal room and secure corporate document vault, offering permission-based user roles, dynamic watermarking, drag-and-drop uploads, and other ease of use features that also maintain security.

46
Adobe Experience Manager Forms

Adobe Experience Manager Forms (formerly LiveCycle) is designed to make it easy to create and publish forms for any device. With its machine learning and AI-fueled feature, Automated Forms Conversion, users can modernize forms at speed.

47
Vasion

Vasion (formerly MaxxVault) is a document management solution now from PrinterLogic (acquired November 2019) designed to enable organizations to digitize content and automate workflows to drive compliance, scalability, and accountability.

48
Worldox

Worldox GX4 is a document management software offering from World Software Corporation. It includes features such as document and email management solution and managing, sharing, and accessing digital content across media.

49
ActiveDocs

ActiveDocs is a document management software offering from ActiveDocs.

50
PeopleDoc / UKG HR Service Delivery (discontinued)

PeopleDoc, later UKG HR Service Delivery, was an HR Service Delivery platform used to improve HR agility and ease compliance management. The product is to be discontinued, and will no longer be available for sale.

Videos for Document Management Systems

What is Document Management Software Workflow?
12:45
Document management software workflow refers to the use of automated document workflows that are implemented through specialized document management software. These workflows automate the collection, storage, management, editing, disposal, and categorization of documents within an organization.

Document Management Systems TrustMap

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Learn More About Document Management Systems

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 software plays a crucial role in ensuring data security and compliance for businesses. Document management software offers businesses the tools and features necessary to enhance data security, protect against breaches, and maintain compliance with industry regulations. While specific implementations may vary across different products, the goal remains the same - to provide a secure and compliant environment for managing and protecting sensitive documents and information.

Maintaining compliance with industry regulations and standards is another important benefit of document management software. Many industries have specific requirements for data security and privacy, such as HIPAA for healthcare or GDPR for businesses handling personal data of EU citizens. Document management software helps businesses meet these requirements by providing features like audit trails, data encryption, and secure storage.

Different products implement this functionality in various ways. For example, some document management software offers client-sharing portals with secure file transfer capabilities, enabling businesses to securely share sensitive information with clients or partners. Other software provides built-in network security features, streamlined workflows, and highly encrypted client-sharing portals to ensure compliance from an organizational standpoint. Additionally, some software integrates with other platforms like Microsoft 365 or Google Drive to provide a holistic understanding of data protection status.

Document workflow automation is another prevalent feature in document management software, with multiple benefits for businesses. This functionality eliminates manual and repetitive tasks, saving time and reducing errors. By automating document-driven processes such as approvals, notifications, and routing, businesses can streamline their workflows and ensure efficient and accurate task completion. Different document management software products implement document workflow automation in various ways. Some offer customizable workflow templates that allow businesses to design and automate their specific document processes. These templates can be tailored to fit the organization's unique requirements, ensuring that the workflows align with their business processes. Document workflow automation is a valuable feature in document management software that can significantly benefit businesses by saving time, improving efficiency, enhancing collaboration, and ensuring compliance. The specific implementation of this functionality may vary across different software products, but the goal remains the same – to automate and streamline document-driven processes for better business outcomes.

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.

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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.

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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.