Skip to main content
Tools
10 Best Document Management Systems in 2022

Best Document Management Systems Shortlist

Here’s my list of the best document management software systems that I’ll review in detail in this article:

  1. PandaDoc

    Find the right information with keyword-based searches

  2. OneHub

    Share documents with clients through branded portals

  3. VIENNA Advantage

    Keep track of printed documents with stickers

  4. Microsoft SharePoint

    Store and share Microsoft Office documents

  5. isoTracker

    Keep track of document versions with automation

  6. AODocs for Google Workspace

    Add a layer of security to your Google Workspace

  7. Orcanos

    Protect your work with automated watermarks

  8. M-Files

    Organize your files and folders with metadata

  9. Agilysys DataMagine

    Improve your response times with notifications

  10. Ennov Document

    Automatically convert documents to PDF to guarantee compliance

The filing cabinets are gone, but that doesn’t mean that businesses don’t need storage space for their files and documents. Modern organizations use cloud-based document management systems to securely store information online. These tools create a central location for all your documents and allow you to search for the information you need and share it with the right people. 

Read my review to discover the best document management systems currently on the market. I've included a brief description and a screenshot of each solution that made the list, plus a comparison chart so you can easily decide which tool would be the right choice for your business. 

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. 

People Managing People is reader-supported. We may earn a commission when you click through links on our site — learn more about how we aim to stay transparent.

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

PandaDoc

Find the right information with keyword-based searches

PandaDoc is a document management tool that helps you simplify your workload with pre-made templates and workflow automation. The software enables you to automate boring and repetitive tasks, such as filling out information boxes or adding branding elements to your documents, allowing your team to focus on what’s important. 

PandaDoc creates a central storage location for all your digital documents and files, and its advanced search feature allows you to find everything you need, even if a document has been misfiled or misnamed. The tool finds the right information by searching for specific keywords and tags across your entire document database. 

PandaDoc integrates with dozens of tools, including Box, Google Workspace, Microsoft OneDrive, monday.com, and Slack. 

PandaDoc costs from $19/user/month. The software offers a 14-day free trial and a free-forever version with limited functionalities for one user. 

14-day free trial

From $19/user/month

2

OneHub

Share documents with clients through branded portals

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.

14-day free trial

From $20/user/month

3

VIENNA Advantage

Keep track of printed documents with stickers

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. 

Free demo available

Pricing upon request

4

Microsoft SharePoint

Store and share Microsoft Office documents

Microsoft SharePoint is a document management system that’s ideal for businesses that rely on MS Office for their day-to-day tasks. The software offers native integrations with most of the tech giant’s existing tools, such as Microsoft Word or Excel, allowing you to share files, communicate, and collaborate online. 

Microsoft SharePoint enables you to organize your files and create workflows for your organization’s departments. This simplifies your processes, as all team members can access any document from a central location, without having to send it back and forth. With SharePoint, you can assign different permission levels to users, so you can protect your files when sharing them outside your organization. Another handy feature is the ability for multiple users to edit the same files simultaneously, to improve efficiency.

Microsoft SharePoint integrates with multiple solutions, including Microsoft Dynamics, Microsoft Office 365, MySQL, Sage, Salesforce, SAP, and Zoho CRM. 

Microsoft SharePoint costs from $5/user/month and offers a 30-day free trial. 

30-day free trial

From $5/user/month

5

isoTracker

Keep track of document versions with automation

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. 

60-day free trial

Pricing upon request

6

AODocs for Google Workspace

Add a layer of security to your Google Workspace

AODocs for Google Workspace is the perfect document management software for businesses that work with Google Docs. The solution enables you to automate your content management process and build workflows to simplify your daily tasks. 

AODocs allows you to set individual permissions for each document and folder, allowing specific team members and collaborators to access it and edit the files. This adds a layer of security to your Google Workspace, ensuring that only approved users can access your documents database. The solution also helps you create metadata for your documents so your team members can quickly find information when they need it. 

AODocs for Google Workspace integrates with Google Drive and Workspace, Adobe Sign, Awesome Table, DocuSign, and Salesforce. 

AODocs for Google Workspace offers custom pricing upon request as well as a free demo.

Free demo available

Pricing upon request

7

Orcanos

Protect your work with automated watermarks

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. 

Free demo available

Pricing upon request

8

M-Files

Organize your files and folders with metadata

M-Files is a document management platform that simplifies your online file storing with metadata information. The solution allows you to add metadata to each file and folder so you can easily retrieve it at a later date. 

M-Files enables you to share documents with internal and external users via secure links. Its collaboration tool also allows multiple users to edit the same document simultaneously. The software creates an accurate record of each version, allowing you to compare the differences and keep track of who edited what. 

M-Files integrates with multiple apps, including Adobe Sign, DocuSign, Microsoft 365, Salesforce, and SharePoint.  

M-Files offers custom pricing upon request, and a 30-day free trial and a free demo.

30-day free trial + free demo

Pricing upon request

9

Agilysys DataMagine

Improve your response times with notifications

Agilysys DataMagine is a cloud-based document management tool that helps organizations store, share, and secure their business documents. The solution helps you create a document workflow for your approval process, allowing you to control the tasks associated with each step of the process. 

Agilysys DataMagine allows you to improve your response times with instant notifications. You can receive real-time notifications when internal or external collaborators edit a document, so you can quickly review and approve it. The solution also makes it easy to scan, index, and retrieve documents from your database, and make them available for certain collaborators. 

Agilysys DataMagine offers native integrations for all the tools developed by the same provider, including e-signatures, point of sale, inventory management, and analytics solutions.  

Agilysys DataMagine offers custom pricing upon request as well as a free demo.  

Free demo available

Pricing upon request

10

Ennov Document

Automatically convert documents to PDF to guarantee compliance

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. 

Free demo available

Pricing upon request

The 10 Best Document Management Systems Summary Table

Here’s a table summarizing basic details about the tools described in this article. View pricing details, as well as the availability of free trials or demos, to make a quick side-by-side comparison and find the best tool that works for your budget.

Tool Free Option Price
1
PandaDoc

Find the right information with keyword-based searches

14-day free trial

From $19/user/month Visit Website
2
OneHub

Share documents with clients through branded portals

14-day free trial

From $20/user/month Visit Website
3
VIENNA Advantage

Keep track of printed documents with stickers

Free demo available

Pricing upon request Visit Website
4
Microsoft SharePoint

Store and share Microsoft Office documents

30-day free trial

From $5/user/month Visit Website
5
isoTracker

Keep track of document versions with automation

60-day free trial

Pricing upon request Visit Website
6
AODocs for Google Workspace

Add a layer of security to your Google Workspace

Free demo available

Pricing upon request Visit Website
7
Orcanos

Protect your work with automated watermarks

Free demo available

Pricing upon request Visit Website
8
M-Files

Organize your files and folders with metadata

30-day free trial + free demo

Pricing upon request Visit Website
9
Agilysys DataMagine

Improve your response times with notifications

Free demo available

Pricing upon request Visit Website
10
Ennov Document

Automatically convert documents to PDF to guarantee compliance

Free demo available

Pricing upon request Visit Website

Other Options

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

  1. Adobe Document Cloud

    Edit and sign PDF documents without changing their format

  2. Zoho Workdrive

    Simplify your work with desktop and mobile apps

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. 

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. When away from her desk, she can usually be found outside tending to her ever-expanding garden.

[class^="wpforms-"]
[class^="wpforms-"]
[class^="wpforms-"]
[class^="wpforms-"]