Skip to main content

With so many different document management systems available, figuring out which is right for you is tough. You know you want software to help you organize, store, and track your electronic documents efficiently, but you need to figure out which system is best. In this post, I'll help you make this choice easier by sharing my insights on the best document management systems to optimize your file management processes based on my years of experience working in a document production department.

What are Document Management Systems?

Document management systems are tools that help companies organize, store, track, collaborate, and distribute electronic documents securely. They act as a central location to organize documents and track edits using version control features and access controls. They are an essential component of modern, paperless business operations.

Ultimately, using document management systems can make it easier to store and retrieve important documents, improve team collaboration, and increase productivity through features like co-authoring documents in real time. They also allow organizations to save money by reducing the cost of physical document storage, and offer better protection for sensitive corporate information.

Overviews of the 10 Best Document Management Systems

Here’s a brief description of each document management system to showcase each tool’s best use case, plus some noteworthy features, and screenshots to give you a snapshot of their user interface too.

1

Jotform

Best for creating & maintaining collaborative documents

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
2968 reviews

Free plan available

From $39/user/month

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.

2

SignNow

Best for secure eSignatures on any device

Free trial available

From $8/user/month

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.

3

MediaValet

Best for efficient digital asset management with robust security features

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
122 reviews

Free demo available

Custom pricing available upon request

MediaValet is a digital asset management system that helps you manage, organize, and share your digital assets like photos, videos, documents, and more. It's a great tool if you're dealing with a lot of digital content on a daily basis.

There are a few standout features that make MediaValet one of my top picks. First off, the search functionality is top-notch. You can search by file name, metadata, or even within the content of your documents. That's a game-changer if you're dealing with a large volume of files. Plus, the version control feature keeps track of all changes to a document so you can easily revert back if needed.

Microsoft Office integration is another helpful feature. It streamlines content production workflows by letting you open and edit documents within the platform. The tool also integrates with Slack, Adobe Creative Cloud, WordPress, and other collaboration and content creation tools.

Each MediaValet pricing plan offers unlimited users and support. But the cost depends on storage, integration, and platform needs. Contact the company for a quote to find out more.

4

OneHub

Share documents with clients through branded portals

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
46 reviews

14-day free trial

From $20/user/month

OneHub is an enterprise content management solution that offers secure document storage for businesses of all sizes. The platform offers granular control over your files, allowing you to set different permission levels when sharing files with internal or external collaborators. 

OneHub stands out thanks to its customizable client portal. You can personalize your client portals with brand logos and colors and create different document workflows for each portal to help your clients find the right information easily. 

OneHub integrates with several tools, including DocuSign, Dropbox Business, Google Drive, Microsoft 365, and Shift. 

OneHub costs from $20/user/month and offers a 14-day free trial.

5

VIENNA Advantage

Keep track of printed documents with stickers

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
18 reviews

Free demo available

Pricing upon request

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. 

6

isoTracker

Keep track of document versions with automation

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4
1 review

60-day free trial

Pricing upon request

isoTracker is a document control software that enables you to store and share files. The software automatically tracks all the modifications your team makes to a document and archives old versions to ensure that all the information you share is up-to-date. 

isoTracker is mobile-friendly, allowing you to access your cloud storage from any device. The software encrypts all your files and enables you to control who can see and share them with ease. With isoTracker, you can assign tasks to different team members and receive notifications when a task is completed. 

isoTracker offers custom pricing upon request. The software offers a 60-day free trial. 

7

Adobe Document Cloud

Edit and sign PDF documents without changing their format

7-day free trial

From $19.99/user/month

Adobe Document Cloud is the best document management system for law firms, notaries, and other small businesses that regularly use PDF documents for their work. The solution enables you to edit and sign PDF files through its desktop and mobile app, which can help users save a lot of time because they don’t have to convert the documents into other formats to do so. 

Adobe Document Cloud enables your team to comment and collaborate on PDF files. You can build custom workflows to ensure that every document passes through your quality management system for an editorial or review process before being approved, and you can share and track PDFs online. 

Adobe Document Cloud integrates with dozens of solutions, including Box, Google Workspace, Microsoft 365, Notarize, Salesforce, and Workday. 

Adobe Document Cloud costs from $19.99/user/month and offers a 7-day free trial. 

8

Ennov Document

Automatically convert documents to PDF to guarantee compliance

Free demo available

Pricing upon request

Ennov Document is a document management software that helps you organize your files and documents, regardless of their format. The solution ensures that you have an accurate history of document versions, and automatically converts them into PDFs on upload. The tool also converts your dossiers into eCTD, eCopy, or NeeS formats to guarantee their compliance with regulatory requirements. 

Ennov Document is web-based, so you and your team members can access it on any device. The software offers a drag-and-drop interface you can use to move files and create folders. You can also configure the tool to send you automatic email notifications when one of your collaborators edits a file too. 

Ennov Document integrates with all Ennov tools, plus Google Drive and Microsoft OneDrive. 

Ennov Document offers custom pricing upon request as well as a free demo. 

9

Zoho Workdrive

Simplify your work with desktop and mobile apps

15-day free trial

From $2.50/user/month

Zoho Workdrive is an electronic document management system that gives your team members a secure space where they can share files and ideas, and collaborate to complete projects. The solution protects your documents with a security system that exceeds industry-specific compliance standards, ensuring that your data is safe. 

You can access Zoho Workdrive through your browser, or you can download the desktop or mobile apps for a superior user experience. The solution makes file sharing easy, allowing you to assign different permissions to entire teams or individual contributors. The software also enables you to send custom links to your clients so they can upload their files without gaining access to your workspace. 

Zoho Workdrive offers native integrations for all Zoho apps plus Microsoft Office and Gmail. The platform also integrates with hundreds of third-party solutions through Zoho Flow or Zapier. 

Zoho Workdrive costs from $2.50/user/month and offers a 15-day free trial. 

10

Orcanos

Protect your work with automated watermarks

Free demo available

Pricing upon request

Orcanos is a document management system that helps businesses secure their documents with watermarks and cover letters. The solution automatically stores and publishes your documents in PDF format and adds watermarks on each page, making it difficult for foreign entities to copy your work without permission. 

Orcanos automatically detects when a new version of a document is created and moves the previous versions to your “obsolete” folder. This helps you keep track of edits and document versions, and lowers the chances of sharing or printing old file versions by mistake. 

Orcanos integrates with multiple solutions via its API using Javascript or a web service model. 

Orcanos offers custom pricing upon request as well as a free demo. 

Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Compare Software

Other Options

Here are a few more options that didn’t make the best document management systems list:

  1. Microsoft SharePoint

    Store and share Microsoft Office documents

  2. AODocs for Google Workspace

    Add a layer of security to your Google Workspace

  3. PandaDoc

    Best for using keyword-based searches

  4. Agilysys DataMagine

    Improve your response times with notifications

  5. M-Files DMS

    Organize your files and folders with metadata

  6. Document360

    Best for creating and managing an internal knowledge base

  7. Revver

    Best for advanced search function

  8. R2 Docuo

    Cloud-based document management software that helps you organize your files with metadata and collaborate with team members.

  9. FileHold

    Enterprise document management software that helps with document capture, storage, indexing, and versioning.

  10. MasterControl

    Document management solution that stores your documents and helps you ensure compliance with the most stringent regulations.

Selection Criteria

Wondering how I selected the best document management systems for this list? Here’s a summary of my selection criteria: 

  1. User Interface (UI): Electronic document management doesn’t have to be complicated, so I chose systems that offer clean layouts so your team members can find the right functionalities with ease. 
  2. Usability: The document management software I selected is easy to use. Your team should be able to learn the ins and outs of each tool after a brief onboarding period. 
  3. Integrations: Document management systems should integrate with other solutions to help your team members collaborate, so I picked tools that offer multiple native or third-party integrations. 
  4. Value for $: I chose document management software that enables you to achieve multiple goals so you get the most out of your investment. 

Document Management Systems: Key Features

  1. Storage capacity: Document management systems are generally used for long periods of time, so their storage capacity should enable you to upload thousands of files without any problems. 
  2. Advanced search: Most businesses mislabel or misname documents from time to time. The solution should enable you to find the right files with various advanced search functionalities. 
  3. Security: Document management software serves as a central location for your business documents, so it should protect your files with advanced encryption. 
  4. Multiple supported file formats: Modern businesses use different types of assets for their day-to-day work. The document management system should enable you to store various file formats, such as images, videos, audio files, and so on. 
  5. File sharing: Sharing files shouldn’t be complicated. The system should enable you to securely share your files with internal and external collaborators without third-party tools. 
  6. Collaboration: Businesses are more efficient when teams come together. The solution should enable multiple users to access and edit your business documents simultaneously. 

What Factors Should You Consider When Choosing a Document Management System? 

Every business has particular needs, so you should find a document management system that can accommodate yours. So, for example, if you already use intranet software, you don’t need a solution that comes with built-in communication features. 

And it’s not only about the features you need or don’t need. You should also think of your industry and daily activities. 

For example, a law firm is more likely to use a lot of PDF files in its daily activity, so it might go for something that enables its team to edit PDFs. On the other hand, a manufacturing business is more likely to need something that can ensure compliance with industry standards, so it should look for a solution tailored to that purpose. HR businesses may need solutions that allow candidates to upload files via secure links, and so on. 

Store Your Data and Share it Online with Document Management Systems 

Online collaboration is more important than ever. Document management solutions help you share knowledge and assets with your team, making it easy to communicate, collaborate, and deliver your work on time. 

And teams that collaborate are statistically more likely to be successful. A Stanford study of 1,100 businesses found that those who facilitate collaboration are five times more likely to be high performing. 

If you want to learn more about how to drive business results with software solutions, subscribe to the People Managing People newsletter. 

Related read: Best Office Management Software for Core Functions

By Kim Behnke

Kim Behnke is an HR Tool Expert & Writer for People Managing People. She draws on her 9 years of human resources experience and her keen eye for systematic processes to support her analyses of the top HR tools on the market. She is passionate about maximizing efficiencies and streamlining workflows to ensure internal systems run smoothly. Kim's HR experience includes recruitment, onboarding, performance management, training and development, policy development and enforcement, and HR analytics. She also has degrees in psychology, writing, publishing, and technical communication, and recently completed a Certified Digital HR Specialist program through the Academy to Innovate HR. When away from her desk, she can usually be found outside tending to her ever-expanding garden.