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.

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.

Best for advanced search function

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.3/5

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.


Share documents with clients through branded portals

  • 14-day free trial
  • From $20/user/month
Visit Website
Rating: 4.2/5

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.

Keep track of printed documents with stickers

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.4/5

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. 

Keep track of document versions with automation

  • 60-day free trial
  • Pricing upon request
Visit Website
Rating: 4/5

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. 

Best for using keyword-based searches

  • 14-day free trial
  • From $35/user/month
Visit Website
Rating: 4.4/5

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.

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. 

Improve your response times with notifications

  • Free demo available
  • Pricing upon request

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.  

Store and share Microsoft Office documents

  • 30-day free trial
  • From $5/user/month

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. 

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. 

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.

Tools Price
SignNow From $8/user/month
Revver Pricing upon request
OneHub From $20/user/month
VIENNA Advantage Pricing upon request
isoTracker Pricing upon request
PandaDoc From $35/user/month
Zoho Workdrive From $2.50/user/month
Agilysys DataMagine Pricing upon request
Microsoft SharePoint From $5/user/month
Orcanos Pricing upon request
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:

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

Kim Behnke
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.