20 Best Document Management Systems of 2025

MedTrainer is a healthcare compliance platform designed to proactively reduce risk through centralized document management, credentialing, and training. Built for hospitals, clinics, and ambulatory care centers, it consolidates essential compliance functions into one system to help healthcare teams stay inspection-ready and aligned with industry regulations.

MedTrainer focuses on helping you manage the documents that matter most—from policy manuals and incident reports to provider credentials and safety data sheets. Its document management tools let you organize, track, and update materials efficiently, while automated sign-offs and audit trails ensure accountability. Whether you're preparing for accreditation or tracking mandatory trainings, MedTrainer can help reduce compliance gaps before they become liabilities.

You also get built-in tools for automating credentialing workflows, such as exclusions monitoring and license verification, and configurable compliance dashboards that highlight overdue tasks and outstanding risks. Its AI assistants, like Policy Guardian and Compliance Coach, support ongoing policy oversight and staff adherence.

MedTrainer integrates with Absorb Software, ADP, McKesson, HubSpot, UKG, and CHAMPS Group Purchasing, so you can extend its compliance workflows across your existing systems.

SignNow is an electronic signature platform that enables users to sign, send, and manage documents online. The tool provides capabilities for editing PDFs, creating document templates, and automating document workflows.

SignNow provides an electronic solution that enables businesses to handle and sign their documents digitally, both on desktop and through the tool's mobile apps. The platform allows users to send documents in bulk to multiple recipients. It also offers standard eSignature tools, customizable documents and templates, fillable fields, and options for team collaboration. Moreover, SignNow emphasizes security and authentication, offering industry-leading compliance.

SignNow integrates with Microsoft Dynamics 365, Microsoft Teams, Google Workspace, Salesforce, NetSuite, Oracle, PaperWise, Dropbox, Jitterbit, and 1Password.

SignNow costs from $8/user/month. A free trial is available.

DocHub is an online platform that allows you to edit, sign, and share PDF documents. It offers a comprehensive suite of tools to manage your documents directly from your web browser, eliminating the need for additional software installations.

One standout feature of DocHub is its robust PDF editing capabilities. You can add text, images, comments, and highlights to your documents, as well as white-out information and merge multiple documents without compromising quality. This flexibility ensures that you can tailor your PDFs to meet specific needs, all within a user-friendly interface. 

Another valuable aspect is DocHub's form creation and management tools. You can build fillable PDF forms, modify existing fields, or create new ones for checkboxes, signatures, initials, and more. This feature simplifies data collection and sharing, making it particularly useful for teams that require consistent and reusable document templates. 

Integrations include Google Workspace, Dropbox, OneDrive, and Box.

Axero is an intranet platform designed to centralize your organization's communications, collaboration, and content management. It brings together your team's documents, projects, and conversations into a single, accessible hub. 

Axero's document management capabilities are particularly noteworthy. It offers a centralized repository where your team can store, organize, and access documents with ease. This setup ensures that everyone has access to the latest versions of files, reducing confusion and enhancing collaboration. Additionally, Axero provides robust search functionality, allowing users to quickly locate documents by keywords, tags, or categories, saving valuable time.

You can also define who has access to specific documents or folders, ensuring sensitive information remains secure. This level of control helps maintain confidentiality and compliance with organizational policies. Furthermore, Axero supports version history tracking, enabling your team to view and revert to previous document versions if needed.

Integrations include Slack, Microsoft Office 365, Google Workspace, Twilio, Microsoft Teams, Zoom, Salesforce SSO, and SharePoint Online.

Notion is an all-in-one workspace that combines note-taking, document management, and project planning. It allows you to capture thoughts, manage projects, and organize information in a way that suits your needs. 

Notion stands out as a document management system due to its customizable databases. You can create databases to store documents, categorize them with tags, and add properties like file type or owner. This setup makes it easy to organize, search, and retrieve documents efficiently.

Another key feature is Notion's real-time collaboration. You and your team can work on the same documents simultaneously, leave comments, and mention each other for feedback. This fosters a collaborative environment where updates are immediate, and everyone stays informed.

Some integrations include Everhour, Jira, Asana, Slack, Zapier, Google Calendar, Dropbox, Google Drive, IFTTT, Trello, GitHub, and Typeform.

Jotform Enterprise is a SaaS product that's all about helping businesses manage their documents. JotForm Enterprise excels in collaborative document management through its sophisticated system for form sharing, user permissions, and real-time collaboration features. With JotForm Enterprise, organizations can create customized user roles and assign specific access rights to each role, enabling granular control over form editing, submission viewing, and data management. The platform allows multiple users to collaborate simultaneously on a single form, with real-time commenting and mentioning capabilities facilitating seamless communication among team members.

Jotform Enterprise is not just about storing documents. It's about creating, sharing, and managing them in a way that's efficient and user-friendly. I've tried a bunch of other tools, but Jotform Enterprise really stood out for me because it's not just a storage system, it's a complete document management solution. Jotform Enterprise has this feature where you can create online forms and surveys. This is super handy when you need to collect data or feedback. Plus, it has a feature where you can assign tasks and track their progress.

Another standout feature is the approval workflow. This is a lifesaver when you're working with a team and need to get approvals for documents. You can easily set up an approval process, assign approvers, and track the status of approvals. Users can define specific approvers and configure conditional logic to determine the approval path based on form responses. Each approver in the chain receives notifications to review and either approve or reject the form. If rejected, users can include feedback for the submitter to make necessary revisions.

Integrations include Google Drive, Google Sheets, Slack, Dropbox, PayPal, Stripe, Salesforce, Mailchimp, and Airtable. It also can integrate with Zapier to automate workflows and connect JotForm with over 1,000 other apps and services but this requires a Zapier account and may incur additional costs.

JotForm Enterprise offers custom pricing upon request and provides a free plan with some feature limitations.

Document360 is a knowledge base management software that can be used to create both customer-facing and internal reference hubs for your organization. It has a simple WYSIWYG editor to create your documentation, and you can add images and videos, tables, links, and callouts to your content. You can also create or draw from existing article templates, maintain multiple versions of an document, and work collaboratively on articles.

The platform has a category manager to help you keep your employee documentation organized and structured for simple navigation. You can add new sub-categories, update existing ones, and archive ones that are no longer relevant. You can also use the tagging tool, which helps your staff find what they're looking for more easily.

To create an internal knowledge base that hosts things like policies, procedures, learning and training materials, and an employee handbook, this can be an effective solution. The software integrates with other tools like Intercom, Segment, Google Analytics, Disqus, HTML 5, Olark, Zendesk, Freshdesk, Hotjar, Freshmarketer, and Drift.

Paid plans start from $119 per user per month, and a 14-day free trial is available.

Revver is a comprehensive document management system that offers businesses an intuitive solution for organizing, securing, and sharing their vital documents. It allows users to upload files in various formats and categorize them according to their needs. Its advanced search function makes locating files quick and efficient. The software’s robust security protocols ensure that sensitive documents are kept safe and secure, using role-based access controls, encryption, and audit trails to ensure compliance with stringent industry regulations. Revver’s folder templates allow consistent folder structure across teams and departments, ensuring that all documents are housed uniformly. The feature enables annotators to add relevant information to folders, providing important context for future reference.

The platform has an intuitive workflow automation system that simplifies document management processes. Users can automate new document creation, routing, and approvals. They can also set triggers that start a particular workflow when specific criteria are met. This feature helps improve productivity, minimize errors, and eliminate time-consuming manual processes.

Revver’s powerful search functionality allows users to search for specific documents using various criteria like document type, date range, and keywords. Its collaboration features allow document sharing with internal and external team members for review, editing, and commenting without sending email attachments back and forth. Team members can work on a document simultaneously, with each change automatically saved, ensuring work is always up to date. Its automatic version control ensures that each change made to the file is meticulously tracked, making it easy to revert to previous versions if needed.

The software allows businesses to use e-signatures, increasing the speed of document approvals. This feature also boosts security by tracking associated metadata, such as the date and time of signing, providing increased accountability. Revver integrates with other business tools like Dropbox, Google Drive, and OneDrive

Pricing is available upon request, and a free demo is available.

Folderit DMS is a document management system designed to help businesses and organizations efficiently store, manage, and share their digital documents. It offers a secure and user-friendly platform that supports collaboration by allowing multiple users to access and work on documents simultaneously. 

I chose Folderit DMS for its robust security measures, which include 256-bit encryption and SSL connections that ensure documents are protected against unauthorized access. The platform also supports automated approval workflows and electronic signatures, which enhances document processing and compliance, making it an ideal choice if you want to prioritize data security and regulatory compliance.

The system also provides advanced search capabilities, allowing you to quickly retrieve documents using metadata such as keywords, sender, and date. 

Integrations include Microsoft Office 365, Outlook, DocuSign, MS Entra ID, and Okta.

VIENNA Advantage is a document management solution that helps you organize both your digital and your physical documents. The software enables you to create complex digital databases for your files and allows you to print stickers so you can keep track of your paper documents. 

VIENNA Advantage minimizes the risk of human error by allowing you to add keywords and descriptions to documents, making them easier to find. The solution can automatically produce a chronological collection of your documents, preparing them for an audit trail. 

VIENNA Advantage integrates with multiple tools, including Dropbox, Joomla, Mailchimp, SAP Business One, and Zapier. 

VIENNA Advantage offers custom pricing upon request as well as a free demo. The software also offers a free forever version called the Community Edition that includes basic features only.