People want to decrease their paper-based work and expect to have access to their vital papers from anywhere and at any time as the digitization process continues. Document Management Software are the most effective way to make this process considerably easier. PDF Readers are the ideal example of a document management Software since they allow you to access the PDF file offline and save it for viewing, printing, and publishing at any time and from any location.
Document Management Software commonly referred to as Content Management Systems, is widely regarded as an essential component of Enterprise Content Management (ECM). It is associated with record management, workflows, digital asset management, and so on.
In this article, we will look in depth at the most common document management Software, which is used by a lot of successful firms to efficiently manage their paper-based records. See 20 Best Financial Management Software for Managing Your Company’s Finances.
What Exactly Is Document Management?
Document management is the process through which companies manage and monitor electronic documents. Documents are edited concurrently but separately to avoid overwriting conflicts. In the event of an error, revert to the most recent accurate version of the document. Version control is used to distinguish between two different versions.
Document Management is now available in a variety of configurations, ranging from a small stand-alone application to large-scale enterprise-wide installations that include typical document filling functions.
These characteristics are as follows:
- Storage Location
- Access control and security
- Indexing and auditing
- Search and retrieval, classification
- Integration with desktop software
Systems for Document Management
Document Management Software is used to manage and access documents electronically. Enterprise Content Management Systems (ECMS) handle and govern digital documents generated using Microsoft Office Suite and accounting software such as CAD, among other things.
To be effective, an electronic document management Software should include the following components:
- Import: This function opens a new document in the system.
- Storage: To keep and use system files.
- Identity: To accurately retrieve documents by setting indexes.
- To remove objects from the system, export them.
- Password security on specific files for permitted users.
20 Best Document Management Software For Improving Workflow
Here is the list of some of the best document management software for you.
#1. Teamwork
Key characteristics include:
- Teamwork Spaces provides document management software that is jam-packed with features that make task management easier.
- You may edit your projects in a real-time collaborative environment with your colleagues using the software.
- You may incorporate videos, photos, and charts into your documents to make them more interesting.
- With the aid of extensive permission and user management tools, you can control who has access to which portions of the document.
- The platform also provides a wealth of tools to assist users in effortlessly collaborating across teams and receiving customer feedback.
#2. monday.com
Key characteristics include:
- Monday.com is a cloud-based document management software that provides you with all of the tools you need to organise and plan your project from start to finish.
- The platform gives you customisable forms that you can use to quickly generate things.
- It is also quite simple to use Monday.com to automate project approvals and activities.
- You may also collaborate with your team members on a document in real-time using the platform. On a document, you may chat, assign changes, and tag individuals or groups.
- The project dashboard provides you with detailed information, metrics, and insights into your work.
- Furthermore, the real-time data provided by Monday.com regarding your work may be used to manage, monitor, and remove project hazards.
#3. ClickUp
Key characteristics include:
- ClickUp includes tools for producing documents, wikis, and knowledge bases, among other things.
- It has the ability to alter the text.
- It enables collaboration through multiplayer editing.
- It has options for sharing the document and establishing specific permissions.
- It offers the ability to highlight the text while adding a comment to a document.
#4. Smartsheet
Key characteristics include:
- Smartsheet is a document management Software that is specifically built to meet the needs and demands of your organisation.
- The software enables users to plan, organise, capture, and report on work from anywhere.
- The software provides business teams with a live visual dashboard where they can remotely collaborate on a specific job.
- Users may report on critical indicators and see real-time progress on their activities.
- Smartsheet effectively automates workflows to keep every team member informed and engaged as they work to complete their duties on the platform.
#5. pCloud
Important Characteristics
- In pCloud, you can set group permissions and individual access levels.
- Data access can be restricted via shared folders.
- It allows you to leave comments on files and directories.
- It keeps thorough logs of account activities.
- Any earlier version of your files is available to you.
- It includes file management, sharing, securing, file versioning, file backup, and digital asset management features.
#6. HubSpot
Features:
- HubSpot Sales Document Management Software will be useful for creating a sales content library for the entire team.
- Documents from your Gmail or Outlook mailbox can be shared.
- It will notify you when prospects engage with the content you provide.
- It will reveal how the sales material is assisting your sales process and how frequently the content is used by the team.
- HubSpot offers an all-in-one sales software with several features such as email tracking, email scheduling, sales automation, live chat, reporting, and more.
#7. LogicalDOC
Key characteristics include:
- LogicalDOC is a Java-based open-source system that can be accessed using any web browser.
- This system is accessible via your own network and allows you to produce and manage an unlimited number of documents.
- It improves the efficiency and cooperation of document management Software.
- Content may be accessed quickly and easily.
- It provides a very versatile document management Software solution by utilising Java frameworks such as Hibernate, Lucene, and Spring.
- It has a well-defined API for integrating with third-party apps.
#8. Alfresco
Key characteristics include:
- It is a free and open-source ECM that offers document management, collaboration, knowledge and web content management, record and image management, a content repository, and workflow.
- It supports the Common Interface File System (CIFS), which allows for document compatibility with both Windows and Unix-like operating systems.
- Alfresco has API support and functions as a back-end to store and retrieve content.
- Alfresco’s strongest features, easy customization and version control, are also its most difficult to use.
#9. Nuxeo
Key characteristics include:
- Nuxeo is an open-source system that regulates content flow across the business cycle.
- The tried-and-true technology decreases the time necessary for content search and retrieval.
- It offers several methods for capturing the contents, including picture scanning.
- Audit logging is one of the useful aspects for tracking content, and it is also a more convenient method.
- serves a rich range of APIs, a powerful platform, simple customization, and project maintenance.
- However, it is difficult for novices, and modification can get complicated in some cases.
#10. Feng Office
Key characteristics include:
- Feng Office is an open-source document management Software with a web-based collaboration platform.
- Time tracking, Gantt charts, task management, and knowledge management are all useful elements of the Feng Office.
- It is simple to use and allows you to tag objects.
- You can even track and send the material to multiple people at the same time.
- The main disadvantage is that with each upgrade, some of its functions become paid-only.
#11. Seed DMS
Key characteristics include:
- Seed DMS is a simple, open-source document management Software.
- This DMS is built with PHP, MySQL, and SQLite.
- served as a fully established, enterprise-ready platform for document tracing, access, storage, and sharing.
- It is entirely compatible with LetoDMS and may be regarded as the next version of it.
- It allows you to edit HTML-formatted documents.
- You may create an online presence and collaborate in real-time.
#12. KnowledgeTree
Key characteristics include:
- An open-source document management Software for tracking, sharing, and securing material.
- Metadata, Workflow, Version Controlled Document Repository, and WebDAV capabilities are all available.
- You may obtain the appropriate materials at the appropriate moment.
- The Quick-Play function allows the user to establish and manage content cadences.
#13. MasterControl Documents
Key characteristics include:
- MasterControl Inc. is a commercial cloud-based service that allows faster product delivery by lowering the total cost and time consumption necessary for document and content management.
- increases product efficiency while safely managing the company’s information.
- Document control, audit management, quality management, and other regulatory activities are all included in this system.
- Aside from these, this tool provides Compliance Management, Collaboration, Access Control, Print Management, Version Control, Document Delivery & Indexing, Collaboration, and Full-Text Search.
#14. Casebox
Key characteristics include:
- Casebox is a tool for expanding content, project, and human resource management.
- It is intended to help with Task Management, Monitoring, Full-Text Search, Data Legacy, and other functions.
- Casebox also has a good version control mechanism and conditional logic to help with record management.
- Casebox allows you to store and lock many files in a single location with user control.
- Casebox also offers safe hosting using SSL encryption on a secured server.
- Your communication may be kept safe by using a Virtual Private Network (VPN).
#15. Worldox
Key characteristics include:
- Worldox is a commercial and comprehensive document and email management solution.
- Worldox has indexing capabilities such as archiving and retention, which make data available promptly whenever it is needed.
- It is compatible with SharePoint and can be implemented on Windows, Android, Mac, iOS, and the cloud.
- Worldox’s document management capabilities include compliance management, access control, document conversion and indexing, email management, version control, and full-text search.
#16. M-Files
Key characteristics include:
- M-Files’ Check-out tool assists you in securely managing your information.
- This tool keeps track of any changes to your papers, large and small.
- It is a handy, simple-to-implement, and reliable document management Software.
- It is also available for Windows and Mac, as well as Android and iOS smartphones.
- M-files are readily connected with other programmes and eliminate the need for duplication.
#17. Ademero
Key characteristics include:
- supports the centralised control mechanism, which allows you to keep all of your papers in one place.
- Your digital papers may be swiftly sorted using logical skills and made available in both commercial and open-source formats.
- Using the Optical Character Recognition (OCR) capability, scanned documents may be transformed into word-searchable PDFs.
- The web-based agile system saves your files to the cloud but does not back up your data automatically, and no data can be recovered.
- compatible with all operating systems, allowing for full-text search and version control.
#18. Dokmee
Key characteristics include:
- Dokmee is a commercial cloud-based document management system that improves the efficiency and security of your papers.
- Dokmee offers numerous desktops, as well as web settings, a user-friendly interface, and tools for capturing and editing.
- Dokmee’s core indexing and search operations provide strong automation features.
- It allows for the use of a collection of document imaging and tracking tools for improved support.
#19. eFileCabinet
This commercial tool is compatible with all Microsoft Office apps. It comes in a variety of hosted and server-side document editions. Its unique workflow function allows you to efficiently arrange your work.
#20. Knowmax
Knowmax’s powerful ‘Document Management System’ will assist every team in a company in creating, curating, organising, and disseminating product and process knowledge.
The following are the primary benefits of using Knowmax’s document management system:
- Access to contextual knowledge or information is now faster and more consistent.
- Reduce customer support costs while providing an outstanding customer experience (CX).
- Nurture happy consumers across all customer touchpoints, including the web, app, bot, social, and contact centre.
Conclusion
Document Management minimises the percentage of work and time spent on managing documents and contents.
Managing paperwork and keeping records is a time-consuming task for those who handle it, but the software listed above may assist in making it more adaptable in less time.