Best Document Management Software

How does Document Management Software Help?

Document management system software is an electronic filing cabinet that helps to store, manage, access, edit, and track electronic documents and images. They work in collaboration with scanners to convert paper files into digital ones. Using search engines, DMS Software quickly fetches the required file or document.

A document management software manages, stores, preserves, secures and minimizes the risk or danger of the company's essential documents.

Document management solutions also help in digitally uploading and filing various documents. Document editing or document control software also provides scanning, editing, easy accessibility, and searching for documents. This term sometimes overlaps with the more popular content management software concept and is often viewed as the main component of enterprise content management.

What are the Benefits of a Document Management System?

Cloud document management software is a huge business asset for organizations as it helps them achieve better task flow management and smoother operational efficiency.

Here are some essential benefits of electronic document management system Software for your office:

1. Centralized File Repository System

Web-based document management systems create a centralized file repository where team members can safely store, manage, edit, and access documents.

The document management system maintains a consolidated database of all vital files in one central unified place so that all documents are structured and organised.

2. Time and Cost Efficiency

Managing documents is a time-consuming activity that requires a large employee base. Automating tasks related to document management leads to a dramatic increase in output, and saves time, money, and effort in the long run.

3. Accessibility

Cloud document management software tools enhance mobility by ensuring team members can access documents from any geographical location and remain productive on the move.

Most modern electronic document management systems are compatible with a range of devices such as tablets, personal computers, and mobiles – all required is a working internet connection.

4. Security of Documents

DMS systems are beneficial platforms as they promote the utmost safety of sensitive documents – only authorized users can open, view, and access files. This prevents essential company information from reaching the wrong hands and keeps documents safe from data thefts and fraudulent activities.

5. Calamity Repossession

The risk of any calamity always haunts the organization's owners and employees. Once the calamity comes, the document management system risks document loss. But the above risk can be eliminated with the help of document scanning software for PC.

6. Document Sharing System

One of the many advantageous web-based document management system features is that it promotes seamless, quick, and effective document sharing between team members allowing them to collaborate in real time. This ensures a smooth flow of information and allows for better work performance at the workplace.

7. Third-Party Integrations

The best part about EDMS software tools is that they come with robust integrations with third-party applications and are entirely compatible with various other organizational systems and applications.

What are the Features of Document Management Software?

1. Enables Access to the Latest Versions of All Documents

There can be cases where there are multiple versions of a single document due to rectifying errors or omissions. Document management software alerts every member of the availability of the latest version, thus ensuring accuracy in business operations.

2. Easy PDF Document Editor

Usually, PDFs cannot be edited directly, but with the document management system features, you can add text, textboxes, customizations, and notes. You can rectify the typo errors in the PDF without making any changes to the document converted into PDF.

3. Supports White-Labelling

The document management solutions support white-labelling and thus enable you to set the look and feel of your brand. You can apply suitable colours, themes, and logos to your documents to make them look more authentic and professional.

4. Enables Audit-Trail

One of the many document management systems features is to keep a detailed audit log, including the names of the users of a document and the date and time at which the file was accessed or edited by any user. The document management system also retains the data of all activities performed on the document.

5. Supports Bulk-Uploading

Instead of the time-consuming process of uploading all the documents one after another, with the help of DMS software, documents can be uploaded in bulk simultaneously within a few minutes.

Why Need an Online Document Management Software in Business?

If your business handles memos, emails, files, print-outs, files of clients, or files of human resources, forms, charts, data, figures, or finance-related data, then definitely the best document management software for small businesses will help your business a lot.

A document management system in India will make all the document-related work efficient and help you save time while reducing physical storage requirements.

As per the current law, the preservation of documents is mandatory for many companies. So, if a proper electronic document management system (EDMS) or editing software is selected, the above worry can be brought to rest.

From the incorporation papers of a company to its endless transactions, a company is surrounded by documents.

Documents serve as a source of information, knowledge, evidence, data, facts, figures, and whatnot. We all know how important these documents are and how essential document management software is to manage and secure files. Seeing the volume of documents and their compilation regularly, many businesses have adopted Electronic DMS Software (EDMS).

Top Document Management Vendors By Company Sizes

Document Management Software is a must-have business asset for all organizations in the current business environment. The document management system can help companies easily store, edit, and manage electronic documents and boost productivity.

To help you choose the best document management system, we have curated a list of document management software vendors according to company size.

Document Management Software Comparison for Enterprises

As a large-scale organization, you must invest in document management solutions to manage essential files, sheets, and electronic documents. Document management software in India is important to consider for a business. Investing in document management systems for larger enterprises to handle operations and drive efficiency in internal processes.

Check out our hand-picked list of top document management software vendors for larger enterprises.

	OpenKM	Document360	dMACQ DMS
Free Trial	30 Days	14 Days	30 Days
Mobile App	YES	YES	YES
Cloud-Based	YES	YES	YES
Basic Price	Contact Vendor	$49/Project	Contact Vendor
Secured Access	YES	YES	YES
Document Version Control	YES	YES	YES
Customization	YES	NO	YES
Document Search	YES	YES	YES
Document Scanning	NO	YES	YES
Dynamic Workflow	YES	YES	YES
Integration	YES	YES	NO

Document Management Software Comparison for Medium-Sized Businesses

Finding the right document management system for mid-sized businesses is quite challenging. Document management software is imperative to find a solution that can manage your existing requirements and scale up in the future.

To make the selection process easier, here’s a comparison guide of top document management software vendors for medium businesses and their features, pricing, and more.

	FileHold	Zoho Docs	eFileCabinet
Free Trial	10 Days	15 Days	14 Days
Mobile App	YES	YES	YES
Cloud-Based	YES	YES	YES
Basic Price	$15/User	$4/User	$15/User
Secured Access	YES	YES	YES
Document Version Control	YES	YES	YES
Customization	YES	YES	NO
Document Search	YES	YES	YES
Document Scanning	NO	YES	YES
Dynamic Workflow	YES	YES	YES
Integration	YES	NO	YES

Document Management Software Comparison for Small Businesses

Small businesses should invest in a top-rated document management system or in a free and open-source document management systems to gain a competitive edge and manage documents streamlined. 

Many document management systems in the market are designed for small and growing businesses. Here is a detailed document management software comparison for small businesses to help you find the perfect solution for your organization.

	LogicalDOC	E-Securus DMS	CannyDocs
Free Trial	30 Days	30 Days	30 Days
Mobile App	YES	YES	YES
Cloud-Based	YES	YES	YES
Basic Price	Contact Vendor	$34/Project	Contact Vendor
Secured Access	YES	YES	YES
Document Version Control	YES	YES	YES
Customization	NO	YES	NO
Document Search	YES	YES	YES
Document Scanning	YES	YES	YES
Dynamic Workflow	YES	YES	YES
Integration	YES	NO	YES

Types of Document Management Systems

The term ‘document management system software’ or EDMS (Electronic Document Management Software) encompasses various software, each specific in its usage and functions.

The best Document Management Software for small businesses is generally used to denote any electronic management system which handles the organization and preservation of digital and sometimes even physical documents. However, various online document management software solutions exist, depending on their categories. Let’s explore the various types of online document management systems.

A) By Deployment: Types of Document Management Software

Based on how the software is deployed, web-based document management systems are of the following types:

1. Client-Server Based

A client server-based top document management system software is recommended for companies that require robust security due to the contents of their documents (for example, legal offices, government agencies, etc.). This legal document management software solution is hosted on the client’s server and goes through the intranet instead of the internet. So, the interface can be more customized to the organization's needs, leading to better integration with other frequently used software.

2. Web-Based

This kind of enterprise document management software is hosted on the internet. So, while customizability options may not be as extensive as those available with a client-server-based electronic document management system, the additional features and portability of a web-based DMS system make it a desirable option.

Web-based document management solutions also tend to be on the lower side when document management system comes to costs. With web-based document management software, you can access important files from anywhere worldwide.

3. Database Packages

Here, the electronic document management software for small businesses is integrated with the database that the organization is making use of. In such a case, the organization would have to pay the licensing charges for the database. However, the company can use this arrangement to create sophisticated integrations when all the information on the cloud document management system is stored in the same database.

4. Cloud-Based Packages 

The cloud-hosted document management system is similar to the web-based version, but the data is stored on the host’s servers, i.e., on the cloud rather than on the user’s server. The organization can use the cloud document control software on the host’s server by paying a monthly or yearly subscription fee.

B) By Function: Types of Document Management Software

Based on the kind of organization and the types of documents or information that they want to store and protect, there can be various types of document management solutions:

1. Record Management Systems

This kind of DMS manages specific records of an organization. Record management systems are great for helping the company maintain records for risk and compliance policies. A document management system in India increases the accountability of the organization.

It saves time by enabling the members to find the correct information quickly while redundant records are easily and safely eliminated. When the relevant compliance policies maintain records, litigation risks are minimized.

2. Workflow Management Systems

Workflow management systems monitor a defined task and its processes sequentially. They also help to automate routine tasks. These systems help in document management by directing the proper documents to the appropriate person or system. Depending on the workflow phase, different members may need different documents at various points.

A workflow management system makes document management solutions easier for organizations.

3. Content Management Systems

This specialized document management solution is useful for any organization that needs to post blogs or provide a service that deals with a lot of content. A CMS allows users to publish directly to the web.

Document management software enables you to structure and polish your content, and some even give you insights on optimizing the content for your audience.

With a web-based CMS such as WordPress, you can quickly write, edit, and publish content to your media and share it on other social media platforms from anywhere you are. As one of the best document management systems, it is excellent, especially for companies with remote teams or workers, as is often the case with companies dealing with content.

4. Enterprise Content Management Systems

These systems are a more specialized version of content management systems. Document management solution is geared towards managing a particular organization's entire content life cycle. Therefore, it has a broader scope and encompasses various facets not limited to content management. These are web content management, asset management, workflow management, data discovery and manipulation, and many others.

An ECMS reduces data storage costs and makes document management more cost-effective. Like record management systems, ECMS helps in regulatory compliance. This kind of top document management software for small businesses also has robust security features, such as sensitive data filters to redact sensitive data to share documents without revealing confidential information.

5. Document Imaging Software

This electronic document management system captures, reprints, and stores document images. A document management system makes it easier for organizations to preserve copies of old physical documents that are important.

This way, the physical copies of old documents can disintegrate or be removed to reduce unnecessary clutter, but the company retains the images that can be stored safely. Therefore, document imaging systems can be pretty handy.

Latest Market Trends in Enterprise Document Management Solutions

1. Cloud Computing

The Cloud computing module is part of document management system features and is helpful for businesses of all sizes. Ease of access reduced costs, and a lesser need for storing data on the hardware make cloud computing a hot trend. The cloud allows team members to save, edit, and access documents irrespective of time and place. With this technology, businesses do not have to worry about running short storage space since document management software is hosted in the cloud.

Many offer a wide range of storage spaces that can be expanded per the business's demands. Data can be efficiently shared across multiple branches. Gone are the days when businesses had to worry about physical storage because data is stored in the cloud in the software.

2. Mobile

With so many organizations operating remotely and requiring the workforce to access their documents on the go, the DMS is becoming mobile-friendly. The mobile DMS trend is rising exponentially. Using a mobile-enabled digital document management system, it becomes easy for a salesman to show digital brochures of the latest products. Personal document management software solutions on mobile simplify the tasks of a contractor who needs to access his drawings at a work site. These drawings need not be carried to the site; they can be merely accessed via the online DMS software on his mobile.

The adoption of a mobile-friendly DMS is beneficial for all businesses and users. For employees with an onsite job, such as the sales, logistics, and delivery workforce, the mobility of electronic documents is a boon. 

3. Archiving

Many private and government organizations must store their documents for the long term. Automatic archiving is an integral part of the online DMS software for business purposes and regulatory compliance. Organizations have shifted their documents to electronic format for long-term storage for the past few years. The retention problem is solved by migrating the paper documents to an electronic format. Digital records, when stored in hardware or software applications, still risk becoming outdated.    

Many older storage tools are becoming obsolete and digital records cannot be retrieved. The document management trend is to archive electronic documents. Software developers will have to work to identify and incorporate a method wherein the records can be stored, protected, and access for a long time.

4. Sharing Information Across Devices

Businesses, based on their needs, have different document management requirements. Many companies hire remote employees, so they are looking for solutions that can be accessed from any device with an active internet connection. The team gets complete access to the system irrespective of their geographic location. Companies can cut costs, increase team productivity, and lower handling time by utilising DMS. Along with cost-saving, businesses are implementing it to build customer loyalty. Using this technique, it is possible to collect both organized and unorganized information and deliver it across multiple platforms and processes.

With instant access to information whenever needed, teams can store and fetch data to perform their jobs efficiently. Time spent searching for the required information is reduced to increase productivity and simultaneously provide a memorable user experience.

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